How Georgetown Library Transformed Facility Reservations with CivicPlus® Recreation Management

The Challenge: Disjointed Room Reservations and Manual Processes

Managing facilities and community spaces at Georgetown Library was a time-consuming and error-prone task. Their previous system allowed double bookings, leading to confusion and manual corrections. Community members were frustrated by the need to call or email for reservations, and staff spent hours manually approving meeting and study room requests. Their old resource scheduling system’s transition to a paid model also created a need for a cost-effective solution for managing reservations and payments.

The Solution: CivicPlus Recreation Management

Georgetown Library chose CivicPlus® Recreation Management to streamline facility reservations and payments. Designed specifically for Parks and Recreation departments, this powerful platform automates and simplifies the entire reservation process, reducing staff workload and enhancing community engagement.

The software seamlessly guides users through every step:

1. Effortless Booking: Community members access a user-friendly portal to check facility availability and book rooms. Real-time calendar updates eliminate the risk of double bookings, keeping operations smooth.
2. Automated Approvals: For commonly used spaces like study rooms, the system automatically approves reservations if they meet predefined criteria. This feature saves staff countless hours previously spent on manual approval.
3. Integrated Payment Processing: CivicPlus Recreation Management allows users to pay for meeting rooms, community centers, and event spaces directly through the platform. This reduces missed payments and increases operational efficiency.
4. Centralized Reporting and Reconciliation: Payments and reservations are tracked automatically, allowing staff to generate clear, accurate financial reports and reduce reconciliation time.
5. Enhanced Communication: Users receive instant email notifications confirming their booking and providing next steps, like accessing amenities or contacting onsite support. This proactive communication reduces follow-up inquiries.

These comprehensive features help parks and recreation departments manage facilities efficiently, provide exceptional community service, and increase program participation.

The Results: Streamlined Operations and Enhanced Engagement

• 4,000 annual study room reservations now processed automatically, reducing manual approval time from 10-20 requests per day to just 2-5.
• Eliminated double bookings, thanks to real-time availability tracking, significantly reducing administrative errors.
• Seamless payment integration led to increased on-time payments and reduced follow-up efforts.
• Positive patron feedback: Users expressed gratitude for the simplified booking and payment process, resulting in increased facility usage and satisfaction.

Conclusion: Elevating Community Spaces with CivicPlus

By implementing CivicPlus Recreation Management, Georgetown Library transformed its facility reservation process, improving both staff efficiency and community satisfaction. Parks & Recreation Directors can leverage this versatile software to streamline operations, boost revenue, and enhance public engagement.