Every organization reaches a point where the old way of doing things—printed flyers, front-desk lines, paper waivers, or phone-in registrations—starts to cost more than it saves.
The good news is that modernizing doesn't have to mean a complete overhaul. Often, it's a series of small, targeted changes that save time, create efficiencies, reduce costs and make life easier for both staff and customers.
For more than 20 years, ACTIVE has worked with thousands of parks and recreation departments and YMCA operators to streamline and optimize operations. Today, we're sharing simple, practical and cost-effective ways to bring your operations into the digital age, along with the tools that can help you get there.
Replace print signage with digital signage
Printed flyers and signs take time to design, print and replace every time a schedule or promotion changes. Digital signage solves this by displaying schedules and promoting services directly on TVs throughout your facility.
REACH Media is a leading digital signage solution for the recreation industry. ACTIVE partners with REACH Media to allow information from ACTIVENet to flow directly into REACH Media through an API. Your Account Management team can help you get started with the integration.
Reduce manual work with self-service kiosks
Manual, front-desk-dependent processes are one of the easiest places to find efficiency. ACTIVENet Connect runs on a tablet and can be configured in kiosk mode to modernize two common bottlenecks: administrative tasks and participant check-in.
When it comes to administrative tasks, Connect can handle nearly everything. Manage drop-in registrations, capture digital signatures, collect and track waivers, and manage authorized pickups—all without sending customers to the front desk. That means shorter lines and less administrative work for staff.
The check-in process is another area where Connect can help. Simply place a tablet within a program area, and customers can check themselves in digitally, eliminating the need for printed rosters. Say goodbye to collecting names and signatures by hand, only to scan or re-enter them into your system later.
Go paperless with online waivers
Printed waivers are another common pain point. Modernize your process by allowing customers to complete waivers online as part of registration. You can also enable digital waivers within Connect, capturing electronic signatures that become part of the registration workflow.
Deliver more services online
Offering services online doesn't just save time—it helps you reach more people.
ACTIVENet can manage activities, programs, donations, memberships, and facility, field and court reservations entirely online. Take an inventory of the services you still manage on paper or over the phone and consider where an online option could improve the experience for both staff and customers.
A few ways organizations continue to modernize with ACTIVENet include:
Digital activity guides
Many organizations have stopped publishing expensive printed activity guides and instead offer digital versions with direct links to ACTIVENet's activity listings. Some have gone a step further by embedding ACTIVENet search tools directly into their websites to create an even more seamless experience.
Drop-in booking
ACTIVENet's drop-in registration tools let customers view availability and register for drop-in classes and private lessons online instead of calling or stopping by to check availability.
Online calendars
The online calendar module gives customers a visual, always up-to-date view of classes and services, eliminating the need to create and upload PDF calendars to your website.
Give customers a digital solution of their own
Customers want convenience and access on their own terms.
ACTIVENet's Captivate app delivers exactly that. Instead of printing membership cards, Captivate provides digital membership cards with barcode and QR code capabilities, along with self-service access to classes, programs and services—all from a customer's phone.
Automate everyday workflows
Modernization doesn't always require replacing the tools that already work for your organization. Because no organization runs on one system alone, integrations can connect ACTIVENet with specialized platforms to reduce manual work and create more seamless workflows.
ACTIVE partners with industry leaders to connect critical tools and support greater automation. For example, CampDoc connects electronic health records with registration data, while TeamSideline adds advanced sports league management capabilities alongside ACTIVENet registration.
Make modernization a continuous habit, not a one-time project
While operations vary from organization to organization, the underlying best practice remains the same: regularly evaluate where your operations can be modernized. Small, incremental improvements add up over time.
To make that evaluation easier, ACTIVE offers ACTIVENet customers complimentary resources, including system evaluations, certifications, free training videos and in-person user groups across North America. And because technology continues to evolve, we also offer a wide range of premium professional services led by industry experts to help ensure your system continues to support the way your organization operates.
Frequently asked questions
What is the best way to modernize recreation and YMCA management?
The most effective approach is deploying integrated recreation management software (RMS) that automates repetitive workflows. Key priorities include shifting from paper forms to digital waivers, adopting tablet-based self-service kiosks, offering online activity registrations, and providing a dedicated mobile app for digital member check-in.
How do self-service kiosks improve community center operations?
Self-service kiosks (such as tablet devices running ACTIVENet Connect) reduce front-desk congestion by allowing visitors to sign digital waivers, complete drop-in registrations, and check in to classes independently. This eliminates paper rosters and reduces manual data entry for staff.
Can recreation management software integrate with third-party platforms?
Yes. Modern recreation platforms like ACTIVENet feature native integrations and APIs to connect with specialized solutions, including REACH Media for digital signage, CampDoc for electronic health records (EHR), and TeamSideline for sports league scheduling.
Why should recreation departments replace printed activity guides with digital versions?
Digital activity guides reduce recurring printing and mailing costs while ensuring activity schedules stay accurate in real time. They also streamline the user journey by linking directly to live registration and checkout pages.
