Reserve & Rent

Suprata Recreation

One system for recreation programs, family registration, memberships, facility rentals, leagues, the front desk and payments, with a phone app for the public.

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Working copy, no sign-up 119 capabilities Ask about pricing

Overview

What Suprata Recreation does

Suprata Recreation brings everything a recreation operation runs on into one place: classes, camps and events, online and front-desk registration, memberships and passes, shelter, field, room and court rentals, leagues, point of sale, check-in, staff scheduling, email and text campaigns, and reporting. Every family or customer has one account with their people, waivers, payments, passes and history, and every space lives on one calendar.

The public uses a mobile web app that installs to the home screen to browse, search in plain words, register the whole family in one checkout, reserve a space, show a pass and claim waitlist spots. Staff get a smart waitlist that enrolls the next eligible person automatically, multi-step rental approvals with contracts, dual-control refunds, daily reconciliation to the ledger, a capacity heat map and a revenue forecast. Fees, rules, roles, branding and features are set by the organization's own administrators, and a complete data export is always available.

Who it’s for

Built for organizations like yours

Recreation fits a wide range of organizations. Hundreds of organizations already run their work on the Suprata platform.

City and town parks and recreation departments
County park systems
Park districts and special recreation districts
University and college campus recreation centers
Community colleges and school districts running community education and after-school programs
YMCAs, community centers and other nonprofits that run classes and camps
Private fitness clubs, gyms and climbing gyms
Ice arenas, aquatic centers and sports complexes
Youth and adult sports leagues and clubs
Day camps and summer camp operators
Venue, pavilion, hall and field rental businesses
Nature centers, historic sites and museums that run programs and rent event spaces
Senior and active-adult centers
Military base morale and recreation offices
Homeowners associations and residential communities with amenities
Marinas, campgrounds and resorts with activity programs
Hospital and employer wellness centers

Features

Everything Recreation can do

119 capabilities in 14 areas. Every one of them can be shaped to your rules.

Public app (residents and members)

Mobile web app that installs to the home screen and also works as the desktop public portal
Browse activities without signing in, with filters by category, age and day
Plain-language search that understands age, day and activity (for example a Saturday art class for a 7-year-old)
Suggestions for the family based on ages and past activity types, with a switch to turn them off
Register several family members in one checkout with eligibility checked as you go
Sign waivers on the phone or print them for a paper signature
Cart holds spots on a countdown timer, with a button to extend the hold
Join a waitlist and claim an offered spot from the app
Reserve a shelter, field, room or court by picking an open time
Buy and manage memberships and passes
Phone pass with a QR code for check-in
Account page with family members, signed-up activities, reservations, receipts, balances and saved payment methods
Withdraw from an activity online
Inbox of messages and alerts, plus notification and language preferences
Spanish-language version of the public app
Post-activity survey and download of personal usage history

Programs and registration

Classes, camps, trips and ticketed events with fill bars against capacity
Set the schedule once and class sessions are generated, skipping holidays and blackout dates
Each program reserves its room or field on the facility calendar automatically
Age rules (age on first day, September 1 or December 31), grade, gender and prerequisite checks
Time-conflict check against the participant's other activities
Resident and non-resident prices, with a later registration opening for non-residents
Member discounts, second-registrant discount and fee assistance applied automatically
Custom registration questions per program
Payment plans with installments
Smart waitlist: when a spot opens it checks the next person's eligibility, then enrolls and charges the card on file or holds the spot for a set number of hours
Waitlist log with every offer, auto-enrollment and skip, and the reason
Rosters with medical and accessibility alerts, CSV export and printable sign-in and sign-out sheets
Attendance taking, transfers between sections and withdrawals with refund choice
Cancel a single class and notify everyone enrolled; add an extra date
Clone a program for the next season and bulk actions (turn online registration on or off, inactivate)
Printable program guide brochure built from live program data
Event tickets with single-use codes

Households and customer accounts

One account per household or organization with all people, registrations, passes, rentals, payments, waivers, messages and history
Duplicate check while typing name, phone and address when creating an account
Residency check against an address service (or campus directory)
Merge duplicate households while keeping the full history
Staff notes and red alerts that show at registration and check-in
Fee assistance awards with percent, dollar limit and dates
Account credit adjustments, account status (frozen, suspended) and residency override
Desk registration cart with timed holds and checkout by cash, check, card, card reader, bank transfer, phone wallet, gift card or account credit
Printable receipts and a history export

Memberships, passes and check-in

Annual, monthly auto-renew, punch-card and family plans
Membership holds (freeze and unfreeze), renewals, date changes and key fob assignment
Prorated refund to card or account credit when a membership ends early
Check-in scanner using the device camera to read QR codes, member numbers, fobs and tickets
Entry checks for dates, visits left, pass hours, age rules, account status and missing waivers, with the reason shown when entry is refused
Staff alerts shown on scan
Offline check-in from a saved pass list, synced when back online
Self check-in kiosk mode for tablets
Usage history per membership

Facilities, rentals and permits

Every shelter, field, room, court, rink, gym and stage in one calendar with day, week, month and availability-grid views
Map view of all sites
Facility hierarchy (site, building, room, court) with rates, deposits and booking rules per facility
Booking checks for conflicts, operating hours, turnover buffers, blackout dates and sunset times for unlit fields
Recurring bookings that show every date and its conflicts before you confirm
Rental fees by resident status, hourly or daily, plus extra charges from booking questions (alcohol, inflatables, electricity)
Multi-step approvals set per facility type; each reviewer can approve, return or deny, and the customer is notified at every step
Rental contract generated on approval, printable and downloadable as a PDF
Security deposits taken and returned, and permit cancellation
Field and facility condition status (open, caution, closed) with notes
Calendar feed for staff calendars
Approval speed and permit volume charts

Leagues

Team registration and team fees
Round-robin schedule generator that places games on real fields and courts
Games block the facility calendar automatically
Score entry and live standings
Intramural rosters and eligibility for campus setups

Front desk point of sale

Picture-tile menu for a touch screen or tablet
Sells merchandise, concessions, day passes, rentals and gift cards
Card payments through a semi-integrated card reader so card data never touches the computer
Drawer totals for the day

Payments and finance

Every payment, refund and decline with staff member, station and ledger code, filterable
Refunds need a second person to approve, and the approver cannot be the requester
Voids, chargebacks and decline follow-up emails
Daily reconciliation of card batches to the processor settlement file before posting
Daily ledger summary file by revenue code
Cash-out by staff member and station
Autopay for monthly memberships and payment plans with a retry schedule for failed payments
Gift cards and certificates with unique codes, tracked as an outstanding balance
Sales tax calculated on taxable items

Staff and instructors

Weekly shift schedule by position and site
Auto-fill open shifts only with people who hold the required certification and stay within their weekly hours
Staff and instructor list with certifications and insurance certificates and expiration alerts
Hours and labor cost for the week
Instructor phone view: today's classes, tap-to-mark attendance and participant alerts, usable offline

Marketing and messages

Email and text campaigns to saved segments
Segment builder (children's ages, category, membership status and more) with live counts
Campaign tracking codes tie registrations and revenue back to each campaign
Preview, schedule or send, with results per campaign
Per-topic subscriptions and opt-outs
Log of every automated and manual message (confirmations, reminders, waitlist notices, permit updates, closures)
Text message compliance with keyword handling, consent records and quiet hours

AI assistance (staff approve everything)

Draft a clearer program description in a chosen tone
Draft campaign emails for a segment
Review queue where staff approve or reject every AI draft before anything is published or sent

Reports and insights

Director dashboard: revenue today, registrations, check-ins, facility use, waitlists and everything waiting on approval
18 standard reports including revenue, registrations, attendance, facility use, memberships, permits, cash-out, ledger, refunds, sales tax, receivables aging, fee assistance, inclusion roster, waitlist, marketing attribution, setup schedule, contracts and instructor scorecards
Report builder with saved versions
Scheduled report delivery by email daily, weekly or monthly
Exports to Excel, CSV, PDF, HTML and text
Capacity heat map of busy and idle times with suggestions
Six-month revenue forecast from seasonality, growth and existing bookings, with what-if changes

Administration and security

Settings for defaults, blackout and holiday dates, categories and ledger codes, branding, waivers and forms
Roles and permissions with view, add, change and delete rights by area; unlimited users
Eight built-in roles: director, supervisor, front desk, program coordinator, finance, marketing, instructor and resident
Single sign-on with the organization's own identity provider plus a 6-digit verification step for sensitive roles
Security policies, security alerts and a list of recent sensitive actions
Feature switches by environment, role and site
Message, receipt, contract, waiver and survey templates with merge fields and translations
Audit log of who did what, when, with before and after values, exportable to CSV
Integrations page (address lookup, ledger, payment processor, calendars, digital signage, document storage, reporting tools, data migration)
Documented REST API with scoped tokens and a live sample response
Data dictionary generated from the live database
Full data export on demand

Campus recreation extras

Day, semester and academic-year locker rentals with optional towel service
Equipment check-out by ID swipe or phone pass with overdue and damage charges
Turnstile and card reader devices with live status
Nightly student and employee eligibility import

Screens

See Recreation at work

Real screens from the working copy, filled with made-up sample data. Click any screen to enlarge it.

How it fits

One platform underneath

Suprata is a versatile workflow and business intelligence platform that delivers the power of custom software with ease and affordability. Recreation is built on it, so it shares the same engine, records and controls.

Workflow & automation

Approvals, work queues, reminders and rules move every Recreation request forward without anyone chasing it.

Business intelligence

Live dashboards for every role and custom reports built from your Recreation data, with an AI report builder.

Customer portal

The people you serve sign in to apply, book, pay, upload documents and check status, day or night.

Payments & billing

When Recreation takes money, card and bank payments, invoices and refunds land in one ledger.

Integrations & API

A documented API, webhooks and exports connect Recreation to the systems you already run.

Live

Click around a working copy

The working copy of Recreation is filled with realistic, made-up data. There is no sign-up and no password. Pick a role and explore. Your changes stay in your own copy.

Open Recreation (opens in a new tab) Or book a guided demo

Pricing

Ask about pricing for Recreation

Every organization is different, so we price Recreation around your size and needs. Tell us what you run and we’ll come back with a clear number.

Ask about pricing Book a demo

Or call 888-494-4335