Start with the work you need to improve.
Ask the membership coordinator, treasurer and front desk lead where they repeat work or wait for information. Choose a small number of scenarios that represent those problems. Include one routine task and one exception in each area.
Compare demonstrations against the same requirements.
Record whether each requirement was shown working, needs configuration, requires another system or is not currently available. A planned capability should have a different place in your decision from one your team can use today.
| Area | What to ask the provider to show |
|---|---|
| Members and households | Relationships, current status, renewal windows and account history. |
| Billing and payments | Charges, credits, online payment, processing terms and reconciliation. |
| Arrivals and guests | Member lookup, eligibility, guest allowances and exception handling. |
| Programs and spaces | Registration, waitlists, reservations and the member experience. |
| People and permissions | Different staff roles, seasonal access and the training process. |
| Migration | Supported imports, sample validation, ownership and launch preparation. |
Review the full cost and operating responsibility.
Ask for a written scope covering the subscription, enabled modules, setup, payment processing and any hardware or third-party costs. Identify the work your club must do, including data cleanup, member communication and staff preparation.
Give the board a decision it can review.
Summarize the operational problem, the demonstrated fit, the total cost and the proposed rollout. Attach unresolved requirements with an owner and next step. If you estimate time savings, use your own measured task volumes and explain the assumptions.
A useful comparison ends with fewer assumptions. Ask each provider to demonstrate the same work, then decide from the evidence your team collected.