Reinventing Recreation: 47 Programs, 90% Online, and 100% Easier with CivicPlus’ Recreation Management Solution

In a busy Parks & Recreation Department overseeing 47 diverse programs—including youth baseball and soccer with 1,500 participants each and a booming pickleball community of 3,000—staff struggled to manage in-person registrations, manual scheduling, and labor-intensive administrative tasks. The heavy reliance on walk-in and phone registrations meant that the department needed extra staff to handle the overflow.

The Challenge: Outdated Processes and Overburdened Staff

Before implementing CivicPlus Recreation Management, the department was grappling with issues such as time-consuming manual processes involving registrations, repetitive administrative overhead, and limited digital reach. According to Brian Earnest, Director of Business for Quincy Park District,

These challenges were described as:

• Time-consuming manual processes: Registrations were predominantly handled in person or over the phone.
• Administrative overload: Frontline staff were overloaded with repetitive tasks, sometimes delaying payment processing
• Limited digital reach: Despite steady program attendance, there was minimal use of online communication tools for updates and last-minute changes.

The need for a solution that could modernize operations, ease administrative workloads, and improve the resident experience was clear.

The Solution: Embracing CivicPlus Recreation Management

By adopting CivicPlus, the department transitioned to a digital-first approach:

• Streamlined Operations: The system’s ease-of-use ensures that behind-the-scenes processing remains invisible to residents—a sign of true digital success. Brian noted,
• Consistent Participation: The digital registration process has ensured that participation remains robust and hassle-free.
• Enhanced Convenience: Residents now benefit from an accessible online registration process that saves them time, reduces missed deadlines, and minimizes the need for in-person follow-ups.

The Results: Efficiency, Convenience, and Smoother Operations

Since implementing CivicPlus, the Parks & Recreation Department has seen a significant shift toward digital convenience and operational efficiency. As Brian Earnest, Director of Business for Quincy Park District, explained,

This seamless experience has translated into measurable benefits:

• Over 90% of program sign-ups are now completed via the web– allowing residents to register at their convenience, whether after work or on the weekends.
• From pool passes to facility rentals (with plans to expand online shelter rental capabilities), the system simplified scheduling and reduced double-booking.
• The immediate, around-the-clock registration flow has helped speed up revenue collection, contributing to an annual revenue of approximately $150,000. For a city like Quincy, with a population of around 40,000, this revenue is a significant portion of the Parks & Recreation Department’s budget. It directly supports staffing, facility maintenance, and the expansion of community programs. With more efficient processing, funds are available sooner, allowing for better planning and investment in recreational activities that enhance residents’ quality of life.
• The efficiency of online registrations allowed staff to shift focus to creating enjoyable resident experiences.

Looking Ahead: A Future of Digital Innovation with CivicPlus

With CivicPlus as a trusted partner, the department is poised to explore further enhancements:

• Expanding Communication Tools: Future plans include leveraging digital updates to keep residents informed about program changes and events.
• Integrating New Features: By exploring online shelter rentals and other advanced functionalities, the department aims to further reduce administrative burdens and boost resident satisfaction.
• Scaling Success: As demand grows, the system’s scalability ensures that the Parks & Recreation Department is ready to adapt and expand its offerings seamlessly.

CivicPlus Recreation Management isn’t just a tool—it’s the digital backbone that enables staff to focus on what truly matters: delivering exceptional recreational experiences for the community.