Developing community uses multi-faceted software to effectively manage growth

Key learnings from Meghan McAdams, Lifestyle Director

Q: Why was Victoria Park looking for association management software?

A: We had two main goals we wanted to achieve. First, we had two separate websites, one for the overall Victoria Park community and another for our age restricted Victoria Gardens neighborhood. We wanted to merge the websites so all residents could go to one place to get information. Secondly, we needed to provide a simple way for residents to register for lifestyle programs. Our office is open from 9-5, so many people would call or email us to sign up for programs. I would have to track the registrations manually, accepting payments and issuing paper receipts at the events. This was very time consuming and inefficient. Plus, we had problems with banquets and activities overlapping because we didn’t have a centralized system to manage the two properties.

Q: Why did you choose Active Network?

A: Active was referred to us by our corporate lifestyle director. We had heard really positive things from other communities who were using Active’s association management software and it seemed like great fit.

Q: Which Active solutions and services did you choose?

A: We chose three solutions and services:

• Web design and development services to redesign our websites
• Content management system to manage our website
• Recreation management software to manage our activities, facilities and memberships

We also took advantage of complimentary marketing services provided by Active’s online services team to educate and promote the new technology to our residents.

Website Design & Development Services

Q: What was Active’s web design and development process like?

A: The process began with us filling out a Client Needs Analysis, which identified our existing site’s shortfalls and our goals and vision for the new site. The needs analysis was a great way to align our teams and expectations. I acted as the middle man between our community developer and Active’s ACM team. Active was very patient and took what we were thinking and made it work. There were several times when they suggested new ideas and functionality that made the site even more efficient and aesthetic. After the website was built, we had both virtual and on-site training to learn how to use the system. Our training was in June 2010 and we launched in July—we had a very short turnaround time and Active was great with meeting our deadlines.

Q: How would you rate the design created for your website?

A: I give the design 10 out of 10. I love the design of the new site; it’s much more appealing than our old site.

Content Management System

Q: Why did you decide to use Active’s content management system?

A: We decided to use Active’s content management system for a few reasons. It lets us do things our old site didn’t, like allowing residents to register for programs and pay online. Also, we wanted to be able to maintain the site ourselves to keep costs low. We can do that with Active.

Q: What features of the content management tool does Victoria Park find the most helpful?

A: The overall usability of the content management system is great. We make all changes and maintain the site ourselves—we don’t have to call and pay someone to do it for us. It’s simple and anyone can use it. We have non-technical staff with no HTML knowledge who can log in to make updates like changing our scrolling header. We also appreciate the ability to create private pages on our website. Most of it is public but we can lock some pages and require a login, to restrict access for different levels of users. Most of all, the content management tool is easy and convenient for staff to use. We met our website goals and more.

Q: Do you feel that the website has improved communication with residents and board members?

A: It definitely has. We no longer have to worry about posting things on two different websites. Everyone can access the information they need from one location.

Recreation Management Software

Q: How has the recreation software helped your community?

A: We use the software to manage facility reservations, activity registration, and memberships. Residents can access our list of upcoming activities from our website and then register and pay online. This has saved me so much time—plus, it has significantly cut down on paperwork, reduced data entry errors, and is a more secure way to process payments. I now have up-to-date registration and revenue numbers, without having to juggle spreadsheets or transcribe notes. It’s much easier for our residents as well. They can access the system 24/7 to register, pay or even update their personal information.

Q: What are you favorite features of ActiveNet?

A: Facility reservation is my favorite. Because the recreation software is web-based, it can be accessed and shared by anyone with administrative rights. It makes it so much easier for us to manage programs and banquets across our management team because the information is updated in real-time, showing what is booked when. We no longer have any overbookings. I also like the reporting features. There are hundreds of reports you can run on everything from financials to registration numbers. You can even set up the system to automatically email a report to someone, like a board member, on a certain day and time. Overall, it is really helpful that all information is centralized.

Q: Do you use the built-in email tool?

A: Yes, I really like the email tool. It’s efficient and more effective than our previous providers. Formatting emails and inserting pictures is easy. Plus, I like that you can set it up to auto-send a mailing ahead of time.

Online Services Team

Q: Why did you decide to use Active’s online services team?

A: We had a very short turnaround time to launch both the new website and the recreation software. Active’s online services team offered to step in and help us prepare both our staff and our residents for the changes.

Q: What did the marketing services include?

A: The online services team did an audit of our website and made recommendations on the content and usability. For example, we had “register for activities” buttons created to make it clear to visitors where they could sign up for activities. We also printed launch materials like posters and flyers, and distributed cards to our residents with website and login information included. It really helped to spread awareness.

Q: Do you think the services were effective?

A: Yes. Active’s team was able to conceptualize what we needed to inform our residents and ramp up our staff internally. They made it simple, which was essential because everything was changing so quickly.

Conclusion

Q: What has your experience been like with Active’s customer support?

A: I like that I can call the support line whenever I need to for free. They have always been great with answering my questions. I also use the discussion boards and article knowledgebase on Active’s customer support portal and can usually find anything I need after a quick search.

Q: Why would you recommend Active to other associations?

A: I would definitely recommend Active Network to other associations! Active provided superior service during the entire web design, development and implementation process. Their content management system and recreation management software have saved me hours of time and have improved our services to residents. Also, corporate is happy because we are tracking every penny and all revenue is going to the correct areas. We’ve never had such accurate reporting before.

“The overall usability of the content management system is great. We met our website goals and more.”

Meghan McAdams
Lifestyle Director,
Victoria Park Community Council

“I would definitely recommend Active Network to other associations!”

Meghan McAdams
Lifestyle Director,
Victoria Park Community Council