Implementation
Four to eight weeks, timeboxed, scheduled around your season.
Recreation agencies cannot go live in the middle of summer camp registration. We set the go-live date against your registration calendar and work backwards, using the timeboxed method behind 22 years of local government deployments and a 100% go-live record.
The implementation fee is fixed and quoted before you sign. If the project runs long against our plan, that is our cost.
What determines four versus eight
- Four weeks
- A single business area such as community centers or athletic fields
- Eight weeks
- Multi-department rollout with finance integration and data migration
- Fixed fee
- Quoted before you sign, not time and materials
- Delivered by
- Invorg and MuniLogic, on site, in your time zone
- Duration
- Four to eight weeks, timeboxed
- Fee
- Fixed, quoted before you sign
- Record
- 100% of implementations have gone live
- On site
- Training delivered by the regional partner
The four stages
What happens, in order, and what we need from you.
Each stage has an exit condition you sign off. That is what makes the timebox real rather than aspirational.
- 01
Discovery
Facility inventory, your adopted fee schedule, approval delegations and the go-live window that avoids your peak registration period. What we need from you: the fee schedule as adopted, your delegation of authority, and a list of every bookable space. What you get: a configuration plan and a dated go-live commitment.
- 02
Configuration
Spaces, rules and pricing built. Customer records, permit history and finance codes migrated with a reconciliation you sign off. What we need from you: an export from the incumbent system and a finance contact. What you get: your own configured environment and a signed-off data reconciliation.
- 03
Training
Finance, single sign-on and payments connected in a test environment. Your staff walk every real scenario end to end in user journey walkthroughs, then role-based training on site. What we need from you: your staff for the walkthroughs. What you get: staff who have already processed their own hardest cases before go-live.
- 04
Go live
Cutover with support in the room, then a named account contact, 24/7 support and an adoption review after go-live. What we need from you: a go or no-go decision. What you get: a live system and a named contact who does not change.
What puts an implementation at risk
In our experience, four things, none of them technical.
We would rather name these before the project than during it. Every one of them is manageable if it is raised in discovery.
- A fee schedule that is not actually adopted. If the rates in use differ from the rates council adopted, configuration surfaces it. That is a governance conversation and it is better had in week one than week six.
- Delegated authority nobody has written down. Approval routing has to mirror your delegation. Where the delegation is custom and practice, we will help you write it down, but we cannot invent it.
- Incumbent data that will not reconcile. Customer records and permit history from an old system are usually messier than expected. We reconcile and you sign off, so nobody discovers a gap after cutover.
- A go-live date set by a budget cycle rather than a registration calendar. The date has to avoid your peak. We will push back on a date that puts your season at risk, even when it is inconvenient.
Questions
Asked on most calls.
If your panel needs an answer that is not here, send the question and we will publish it.
What if we miss the go-live date?
In 22 years every implementation has gone live. The fee is fixed, so if the project runs long against our plan, the cost of that is ours rather than a change order to you.
Can we go live with one department and add others later?
Yes, and it is what we recommend. Four weeks is typical for a single business area. Adding a business area later does not restart your contract or change your subscription.
Who actually does the work?
Implementation and training are delivered on site by our regional partner Invorg and MuniLogic, from Philadelphia and London, Ontario, with our product team behind them. Your project manager and trainer are in your time zone.
What does data migration cover?
Customer records, permit and booking history and finance codes, migrated with a reconciliation you sign off before cutover. Anything unusual is scoped in discovery rather than assumed.
Ask for the go-live date before you sign.
We will name it against your registration calendar, in writing, as part of the quote.