Leisure Management System for Caerphilly County Borough Council

Description

Caerphilly's Sport & Leisure Services are seeking a new Leisure Management System (LMS) to replace the current solution introduced in 2007. As part of the Council's ongoing commitment to enhancing community services, we plan to implement a new integrated leisure management software solution across our park and leisure sites. The existing LMS is utilised across 9 leisure centres, 1 Athletics Hub, 1 Centre for Sporting Excellence and 4 School Sport Facilities. It manages 180,000 member records and processes approximately 2,346,000 transactions annually. The new system aims to improve the customer experience by providing: • Online self-service portal for joining • Online self-service portal for Direct Debit set up • Online self-service portal for Direct Debit cancellation (in accordance with the new Digital Consumer Bill 2026) • Bookings • Payment administration (including direct debit management with full integration with Bacs and monthly Invoicing) • Account management • Course management (Swimming Lessons) with a Parent Portal • Access control (Automated Card Swipe and/or QR Code Entry) • Mobile App • Compatibility with various devices, including smartphones • Statistical analysis reports • Intelligent marketing and communication capabilities Additionally, Park Services require a new Pitch Booking Management System to replace the solution introduced in 2013. It manages approximately 116 pitches across rugby, football and cricket, 80 clubs made up of various age groups and processes approximately 3500 bookings annually. The new system aims to improve the customer experience by providing: • Online self-service portal for joining • Online self-service portal for card and BAC’s payments • Online self-service portal for read only access (view availability, statements, balance etc). • Bookings • Payment administration • Account management • Mobile App • Compatibility with various devices, including smartphones • Booking & Audit reports • Intelligent marketing and communication capabilities Additionally, all customer facing platforms must be fully bi-lingual in compliance with Welsh Language Standards regulations.