Software requirements

Website content requirements

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
Displays on desktop, tablet and mobile phones
Pages load quickly
Can be updated by committee and volunteers
Easy to update / add or edit content
Easy to maintain search engine optimisation (e.g. keywords, summaries, image descriptions)
Good looking design
Summaries look good when inks are posted on social media
Member-specific content for logged in members
Option of two factor authentication for login
Low effort required for club volunteers

Are there any other website content requirements not listed above?

Membership subscription requirements

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
Automatic reminders to renew subscriptions
Option of multiple subscription reminders
Control of the timing of subscription reminders
Mobile phone notifications about subscriptions (e.g. renewal reminders, expiration notifications)
Option of automatic renewal (ie member can choose to have payment taken automatically)
Option of manual renewal (ie member can choose not to have payment taken automatically)
Option to charge a one-time joining fee
Option to have discounts for referrals
Option to backdate late renewals
Option to renew early and get a full year’s membership
Ability to provide free membership for some members (e.g. volunteers)
Link membership subscription eligibility to age
Create multiple membership types (e.g. concessions, associate, honorary etc)
Link membership subscription eligibility to location
Manage England Athletics subscriptions
Handles Life Members (no subscription)
Low effort needed by club volunteers

Are there any other membership subscription requirements not listed above?

Membership database requirements

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
Securely store personal information of members
Updates are self-service with little work for club volunteers
Online member directory showing some limited information
Digital membership cards
Digital membership cards with QR codes
Digital membership cards in Apple or Google Wallet
Option to include member photo
Distinguish members in directory by role (e.g. Coach, Committee etc)
Display directory of member types (e.g. coaches, life members)
Custom data fields (e.g. home phone, emergency contact, parent email)
Member-controlled privacy of individual data fields
Club officers only have access to specific information according to role
Coaches and session leaders can access member information in an emergency
Membership database is linked to subscription status (ie you can see who is a member)

Are there any other membership database requirements not listed above?

Event calendar requirements

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
Calendar of club-organised events
Calendars filtered by type of event (e.g. swimming, club races etc)
Member sign up for club events (e.g. Sunday bike rides)
Option to charge members for some club events (e.g. swimming lessons)
Sell blocks of sessions (e.g. swimming lessons)
Automatically restrict visibility of some events to members only
Automatically restrict sign-up for some events to members only
Allow event sign up for non members
Collect information from non-members (e.g. for trialists)
Display who else has signed up for an event
Option to hide yourself from sign-up
Email confirmations and reminders for sign ups
Create repeating events easily (e.g. evey Wednesday, First Saturday of the Month)
Create exceptions from repeating events (e.g. no swimming on a Bank Holiday)
Event check in
Mobile phone notification reminders of events for signed up people
Sign up for volunteers
Real-time calendar feeds
Event planner can include non Serpentine events
Event planner allows members to say they are going to an event
Event planner links to results database
Low effort required by club volunteers

Are there any other event calendar requirements not listed above?

Community engagement, email, chat, photos

These functions are currently provided partly through the website (eg emails) and partly through WhatsApp (e.g. chats and photo sharing). However they are provided, which functions does the club need?

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
Club can send bulk emails to members
Club maintains multiple email lists
Members can opt in or opt out of mailing lists
High deliverability of bulk emails
Email templates
Email lists can be automatically limited to current members
Member chats organised by topic
Direct 1:1 messaging between members
Group chats created by members
Automatically restrict chats to members
Manually restrict chats to members
Threaded discussions (like a forum)
Photo sharing
Photo sharing in high resolution
Shared photos are stored long-term
Photo sharing can be limited to members
Video sharing
Long term searchable storage of community contributed content
New members can access previous content
Chats, photos, discussions can be accessed within a phone app
Mobile phone notifications of chats, photos, discussions with option to subscribe/unsubscribe
Low effort needed by club volunteers

Are there any other community engagement requirements not listed above?

Online payments and sales (e.g. kit, Lanzarote, parties)

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
Can restrict sales to members
Can sell to non-members
Option of online shop (e.g. for kit)
Accept credit cards
Accept Apple Pay & Google Pay
Accept PayPal
Accept Direct Debits
Low overhead charge on transactions
Automatically adds transactions to the club’s accounting system
Discount coupons
Club can refund payments
Members can save payment methods
Member-specific charging (e.g. Lanzarote balance)

Are there any other sales requirements not listed above?

Coach management

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
Display an online directory of coaches
Identify coaches in the member directory
Display a directory of officials
Allow coaches to enter and update their own biographies
Store record of coaching qualifications
Store record of DBS/safeguarding certification
Committee/Trustees can view coaching qualifications
Record who is an official
Coach feedback / testimonials
Low effort needed by club volunteers

Are there any other coach management requirements not listed above?

Race results

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
Create and display results of club races (eg club championships) on club website
Display these witin the club website
Create and display results of Serpentine-organised races (eg LFOTM5km, NYD) on club website
Display these within the club website
Create and display results of the club Handicap
Display these withn the club website
Manage Handicap start times
Record and display results of Serpentine members in non-Serpentine races on club website
Members can add their own results to the results database
Record and display Track and Field results
Link results to membership database
Login to results system for non-members
Calculate and display age-grading
Send text messages for race results
Send email messages with race results
Send mobile phone notifications with race results
Add or edit race reports and photos
Race reviews
Calculate and display course records for Serpentine races
Low effort needed by club volunteers

Are there any other results database requirements not listed above?

Registration for internal club races (e.g. handicap, club championships)

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
Integrate club race entry facility into club website
Enable members to enter club races without re-entering their details
Accept online payment for club races
Allocate race numbers
Low effort needed by club volunteers

Are there any other race registration requirements not listed above?

Race registration for Serpentine races open to non members (e.g. Last Friday, New Year's Day 10km)

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
Manage registration for Serpentine-managed races ourselves
Accept online payment
Low cost/overhead charge
Embed registration within into club website
Enable club members to enter these races without re-entering their details
Enable non-members to enter these races without re-entering their details (they would have a login)
Allocation of race numbers
England Athletics registration check
Low effort needed by club volunteers

Are there any other requirements for Serpentine-hosted races not listed above?

Data analytics

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
Analysis of club membership trends (e.g. age, gender, turnover)
Analysis of membership segmented by where members live
Analysis of membership segmented by participation in events
Analysis of how new members first find out about the club (e.g. search, word of mouth)
Analysis of what happens to people who came for a non-member trial
Simple access to anonymised data by volunteers for data-analysis
Retain de-personalised data for analysis after a member’s personal information has been deleted
Enable data analysis segmented by age-grading

Are there any other data analytics requirements not listed above?

Platforms

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
Works well on mobile phones
Works well in a web browser (e.g. desktop PC)
Club app for mobile phones
Email notifications
Browswer notifications
Mobile phone notifications
Integration into member calendar apps
Page load is fast when viewing content
Fast processing (e.g. payments, sign ups)
Professional, modern design

What is the maximum time that the membership system could be unavailable?

What is the maximum time that the events signups could be unavailable?

What is the maximum time that race results could be unavailable?

Continuity, data security, access

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
All data remains the sole property of the club
Service provider cannot access personal information of club members
Club can access club data immediately
Club can easily update to newer technologies, platforms or requirements
Components are unbundled: the club can swap out components individually (e.g. membership, ecommerce platform, events)
No lock in: the club can migrate easily and cheaply to alternative system (data portability)
The club can maintain continuity if the service provider goes bust, is hacked or has a complete technical failure
Club can create weekly offsite backups of data (e.g. membership, transactions)
Club can create daily offsite backups of data (e.g. membership, transactions)
Membership data is stored outside the US
Service provider will customise as necessary on our behalf (albeit at a reasonable cost)
Service provider will customise on our behalf (free or at very low cost)
The service is highly customisable ourselves (a club volunteer can configure the system at no cost)
Service customisation is technically straightfoward (does not require scarce skills or lots of time)

What is the maximum one-off cost?

£0 – £1000	£1000 – £5000	£5000 – £10000	£10000+

What is the maximum annual cost?

£0 – £1000	£1000 – £5000	£5000 – £10000	£10000+

How much certainty do you want about future costs?

Future price fixed for 5 years	Guaranteed not to increase by more than 10% a year in real terms	No guarantee of future prices

Which of the following legal requirements are important to you?

	Not wanted	Nice to have	Desirable	Important	Essential Deal breaker
Obtains and records consent to process personal information
Can fulfill a subject access request
Automatic deletion of data after a fixed time
Can fulfill a subject erasure request
Cookie consent compliance
Meets requirements of Google cookie API
Complies with requirements for bulk emails (e.g. unsubscribe links)
Limit personal information to a single system so that GDPR requests can be handled efficiently
Limit personal information to no more than three systems, so that GDPR requests can be handled efficiently
Limit personal information to no more than five systems, so that GDPR requests can be handled efficiently

Any other requirements

Software requirements

Register as a parent or manager

Terms of Service

Disclaimer

Limitations of Liability

Control of links to other sites

Requests for links to/from other sites

Privacy Policy

Privacy & Cookies Policy

Updated 3rd December 2024 – Under Review

What personal data we hold on you

Your rights regarding your personal data

Our use of your information

Who we share your personal data with

How long we keep your information

More about our collection and use of your information

1. All website visitors

2. Athletes appearing in our results database

3. Club members

4. Event Imagery