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Sports Facility Management Software

Facility Management Software is a Timely Choice

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The temperatures are rising, the sun is coming out, and your facilities are slowing down. It may be your first instinct to sit back and relax, but this is the perfect time to evaluate your business. Ask yourself, what performed well this year, and what could have performed better? Could facility management software have increased our performance?

Here are a few things to consider:

  • Did your packages and memberships sell? 
  • Are your instructors generating enough revenue to support your staff expenses?
  • Did you see results from your marketing practices?
  • Am I using the right Sports Facility Management Software? 

If you answered no to any of these questions, it may be time to make a change. 

Overall, these fixes come down to facility management. Instructors need to be scheduled efficiently to ensure the facility hits – and hopefully surpasses – its revenue goals. A lack of sales with packages and memberships can come down to selling processes, and time restrictions for your staff to make the sale. For example, is staff only selling during open business hours? Marketing can come from a lack of information and consistency within the practices set by the facility management. 

Find the Right Solution

Finally, if now is the time to make a change, the right facility management software is likely the solution. There are plenty on the market that can handle your rentals, camps, and daily classes, but make sure they can do so much more. The right software will open up 24/7 sales/purchase capabilities by allowing clients to purchase rentals and memberships anytime online. Also, your system should track marketing information like emails and phone numbers. Lastly, the system can cut down on expenses – no more paying staff to answer phones or handle the schedule. It is all done for you! 

Using the off-season is CRUCIAL to implement a (new) system effectively for you and your staff. The convenience of the software comes once it is fully adapted through education and testing for each facility. Do the research, learn the software, and test before your business ramps up again. 

Learn more about eSoft Planner.

eSoft Planner is flexible, affordable, simple, and perfect for small business owners. Request your free demo today to see how we can help you consolidate effort, save time, increase revenue, and grow your business.

Plus, follow us on Facebook or LinkedIn to stay current on industry news and the latest from eSoft Planner.

24/7 Access

The 24/7 Facility Access Trend

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Sports facilities have to go through shifts and follow trends, just like every other business. The key is to maximize each trend and market shift for growth and revenue opportunities. Potential clients no longer want to be limited to a facility’s schedule. Instead, they expect easy access whenever they can fit it into their busy days. This is why the 24-hour fitness facilities are taking off. If you want your facility to stay at the top of its game and offer a great first impression, 24/7 facility access to equipment and machines will put you ahead of your competitors.

To many, though, this seems like an intimidating thing to offer. Questions like: Who will work those late night/early morning hours? How will I ensure proper care is being taken with equipment and machines? How much more staffing expenses will this rack up?

Don’t stress. Before you fall down the black hole of questions and concerns, know there is a solution. Third-party access control companies can handle it all for you… through digital technology.

24/7 Access Abilities

There are plenty of third-party systems with a variety of capabilities, but here are the basics. The system you choose will allow you to set access restrictions for memberships and rentals. Think of it like those commercialized 24-hour gyms like Anytime Fitness, Planet Fitness, etc. Based on your needs/wants, you can choose a system that uses key fobs, barcodes, an app on the client’s phones, or even fingerprint technology to give access to members and renters. Based on membership levels and rental packages, you can design your access system to give different varieties of access and permissions within the facility.

Depending on what your facility offers, this can be as simple or as complex as needed. Some facilities will require reservations. Though others will allow a first-come, first-serve policy with the machines and equipment. A feature that many facilities like is the time restriction feature of access control software. Facilities can set limits that allow access to begin 10 minutes before the rental/space reservation and will last 10 minutes into the reserved time. When the client misses their reservation, it is canceled and will not allow interference with any other reserved spots. This keeps clear guidelines in place and restricts the ability to abuse the freedom that digital access offers.

Security System

Not having someone to monitor the 24/7 facility access can make some owners nervous. However, these third-party systems thought ahead and provide systems within the digital technology to ensure safety and security within the facility. Many systems have a camera connection that will turn on security cameras every time someone enters the facility. The scanning procedure also allows facility managers to know exactly who is entering and exiting the facility at exact times. Facility owners will always be able to keep an eye on the machines, equipment, and client behavior as necessary.

24/7 Revenue Opportunities

Many of you are probably wondering – why is it so important to use software like this? Why can’t we just extend our hours and have staff in the facility for more hours during the day? Well… you could, but why add those unnecessary expenses and continue to limit the revenue opportunities. These systems help cut facility staff expenses AND it opens up more time to make money for the facility. Use an access control system with or without staff in the building. Running 24/7 provides more opportunities for booking rentals and reservations. This means more money without the expense of hiring a person to open the door.

Overall, 24/7 facility access is where the industry is moving. Gain the advantage over your competitors and hop on the trend while it is still early. Lay out a list of what you need, do your research, and extend those hours of operation.

Consider another added feature in this process – compatibility with facility management software. For instance, eSoft Planner is teaming with a third-party access control system and implementing it in the upcoming new version. You limit expenses and maximize revenue with everything done in a single app. Keep that in mind in your search for the perfect fit.

Learn more About eSoft Planner.

eSoft Planner is flexible, affordable, simple, and perfect for small business owners. Request your free demo today to see how we can help you consolidate effort, save time, increase revenue, and grow your business.

Plus, Follow us on Facebook to stay current on industry news and the latest from eSoft Planner.

Manage Your Pool's Memberships With Swim Club Member Check In

Swim Club Member Check-In

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The swim club member check-in procedure is a vital operation all swim clubs should have running efficiently. If the staff is unable or unsuccessful at tracking the entrance and exit of members, selling memberships is not even necessary. 

People will take advantage of a pool with a lack of access control. It’s a sad truth that many swim clubs have had to learn. In order to save the primary revenue channel, clubs have chosen systems that work best for their pool. 

So far, two main options have become the most popular, but both have pros and cons that I will discuss in this article.

Manual

This is the most commonly seen choice in swim clubs today. Whether it be a sign-in sheet and a pen or a binder of names for staff to look through, most pools choose this simple, yet inefficient system. 

Some positives of the manual option include ease for guests, no need for technology, and less expensive tools. However, the negatives have begun to outweigh the positives with manual check-in.  

Manual swim club member check-in lacks organization within the member system. There is no way for staff to be updated on membership status (unless it is updated often). It is tough to identify that the person entering is who they say they are. Consequently, this system takes time and energy from both the members and the staff. 

Usually, members come into the pool carrying heavy bags, floats, and trying to keep track of wild children. They do not want to have to stop and drop everything to sign in or wait for the staff to find their name. That is why the popularity of digital check-in has grown drastically.

Digital

The digital route has multiple options to choose from within it. Whether you want your members to check in with their name (typically the last name), barcodes/custom IDs, or assigned member numbers, your pool can handle access control through an online system.

Name

Normally, clubs that use the name for membership check-in will base it off of the last name. This allows the check-in to manage the whole family at once. In the system all members that are paid for are listed under the last name. When the members check-in, the members of the family that are attending are able to be checked in all at once. 

Barcodes/Custom IDs

Using barcodes or custom IDs is by far the simplest and most popular digital option. You will commonly see these IDs as membership cards or key fobs. One of the factors that usually drives people away from this option is the cost of the technology to process the IDs. However, many clubs have adjusted their membership prices to include the cost of the card/key. 

Within this option, pools have the choice of checking in members individually or as a family. With the individual option, each family member receives their own ID and has to sign in themselves. Some see this as an inconvenience because younger kids are unable to keep track of their own IDs. A quick tip to solve this problem is to make the ID able to be clipped/tied onto bags. With this ability, the family can keep all IDs secure by tying them together on their pool bag.

The individual ID check-in is the quickest option and usually requires the least amount of front desk staff. However, some pools choose to make it easier on members and create family IDs. This option usually only requires one check in for multiple members. With family check-in, remember that multiple IDs may be given, but all must have the same number/barcode.

Lastly, pools also give out numbers for swim club member check-in. This check-in option usually comes in the form of computer-generated member numbers or bondholder ownership numbers. I never recommend the computer generated numbers to my clients because the numbers can be long and hard to remember for members. What I see happen a lot is that members will have to ask staff to look up their number more often than actually remembering it. However, this process again is quick and can require little to no staff assistance. 

Things to Think About For Swim Club Member Check In:

When reviewing the options for membership check-in, keep in mind the tracking of guest and childcare passes. If you prefer a route that requires no gate/front desk staff, guest pass tracking becomes almost impossible. When you choose the method you prefer, don’t forget about those important revenue channels. 

Also, the digital check-in system will require software to handle the tracking process. When looking at the software’s features, it is vital that it offers a membership status verification. This feature alerts staff if someone who has stopped paying for their membership is trying to check in. I have noticed that a lot of the software offers don’t contain this important feature. 

With that feature, make sure the software can attach the payments to the status automatically. No staff member wants to have to manually update membership statuses after every payment period. 

Access control through member check-in is a top priority when protecting the membership fee revenue channel. Pools would not be successful without the members’ payments. Making sure people aren’t using your facility without contributing financially will make or break a pool’s prosperity.

Learn more About eSoft Planner.

eSoft Planner is flexible, affordable, simple, and perfect for small business owners. Request your free demo today to see how we can help you consolidate effort, save time, increase revenue, and grow your business.

Plus, Follow us on Facebook to stay current on industry news and the latest from eSoft Planner.

Take Advantage Of Your Swim Lessons With Swim Lesson Management Software

Swim Lesson Management Builds Club Revenue

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Advantages of Offering Swim Lessons

One of the many advantages of offering swim lessons is the added revenue it can bring swim clubs.  Yet, many still struggle to take full advantage of the opportunity.  Regardless of the pool’s situation, lessons are possible with good swim lesson management. Simply put, all you need is a pool and an instructor!

Who Runs the Lessons

Typically, swim clubs will train their lifeguards to teach swim lessons.  This helps to decrease the pool’s liability because their lifeguard’s must already go through safety training certification.  It also limits the effort of having to hire separate staff.

Additionally, there is usually coordinator in charge of scheduling and managing the lessons. While some clubs appoint a board member, others will assign the task to the swim team coordinator.

Different Types of Lessons

Private:

A private lesson is either 30 minutes or an hour with one child and one instructor. These lessons are usually more common when the child is older. They can also focus solely on stroke for children that are interested in learning different strokes and improving current strokes. Sometimes members of the swim teams will do this as extra practice.

The main issue with private swim lessons comes from the payment and scheduling method. Since the lesson is one-on-one, families tend to approach the instructor themselves to arrange the lesson. Also, the payment will go directly to the instructor rather than through the club. This takes away from the revenue channel that these lessons open up. How do you fix this? Reinforce in the staff and members that swim lessons at the pool must be scheduled through the club.

Group:

Group lessons include multiple children (usually between 4-8) and one instructor. This lesson type is the most profitable because you have multiple paying families and only one instructor to pay. Group lessons are more common in younger children because they focus on being comfortable in the water, floating, and the basics of swimming rather than strokes.

Different Levels of Lessons

With children at different abilities even if they are the same age, swim clubs will offer different levels of lessons. The initial levels focus on getting the children into the water and erasing any fear. Some start those lessons as young as six months (i.e., mommy and me lessons). As the kids become more comfortable, lessons begin to focus on floating and then go into swimming. The ending stages, typically taught in private lessons, move into the separate strokes.

For the most part, lessons will stop being offered once children turn 14. If needed, they can continue with private lessons, but if they are interested in a group setting they are pointed to a swim team to join.

Swim Lesson Management for Member vs. Non-member

Clubs will choose to make the swim lesson revenue channel even bigger by allowing non-members to attend swim lessons at the pool. However, they will make the rates for the swim lessons higher for those who are not members. Other clubs will keep the revenue channel restricted to only members. I have seen a lot of success in swim clubs who offer lessons to anyone and recommend that you consider this option.

Learn More About eSOFT PLANNER
eSOFT PLANNER is flexible, affordable, simple, and perfect for small business owners.  Request your free demo today of our swim lesson management software to see how we can help you consolidate effort, save time, increase revenue, and grow your business.
Follow us on Facebook to stay current on industry news.
Youth-Organization-Field-Facility-Scheduling

Youth Organizations

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Profit by Maximizing Your Unused Field & Court Space

Do you have extra space at your gym, off-season facility, or on your fields? All youth organizations are looking for more ways to raise funds. Rent out the facilities your own teams are not using to others in the community. With easy-to-use field scheduling software, you can publish your empty time slots and allow for easy, no-contact self-scheduling.

eSoft Planner can manage your entire operation! Communicate field or facility closures, accommodate fees for space usage, and turn your unused space into a revenue stream.

Stop leaving money on the table from double and — even worse — under-bookings. The rental scheduling software keeps you organized and empowers you to set rules that fit the way you do business.

Request a Demo

Features

  • Real-time, self-service booking for residents and non-residents and rule-based scheduling provide flexibility to meet your needs
  • Require pre-payment at the time of booking, eliminating non-payments, and automated collection of signed waivers and other documents
  • Communication tools for confirmation, updates, and closures
  • Automated refund process for closures and cancellations
  • Manage all of your rental assets in one place:
    • Athletic fields and courts
    • Off-season training spaces

Pricing

  • Pricing based on the modules and packages you utilize — flexible and scalable
  • Cost does not increase as you add members or staff, and no revenue sharing in our pricing model
  • Pay only for the modules that you use
Rising Stars$44

/month

Rentals
Camps & Classes
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All Stars$64

/month

Rentals
Camps & Classes
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Testimonials

Makes Running Our Business More Streamlined

“This product is simple and easy to use. I specifically liked how the software notifies customers, letting them know about upcoming appointments. I also like how easy it is for customers to book their own appointments. This alleviates the process of waiting in line and scheduling/paying for an appointment in the office directly. Through this product, customers can sign up, receive confirmations, make cancellations, and reschedule appointments when needed.”

Courts-School-Scheduling

Schools

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Relieve Your School Facility Scheduling Challenges with Easy-to-Use Software

Are you looking to prevent double-bookings on your fields, in your gym, in the cafeteria or classrooms, and in your auditorium? You’re familiar with the phone call. “I’m standing here and there’s another team practicing on the in the gym that I booked.” The last thing you need is the hassle of managing the school facility scheduling for multiple community groups that use your building after school hours.

eSoft Planner can manage your entire operation! Communicate field or facility closures, accommodate fees for space usage, and turn your rentals into a revenue stream.

Stop leaving money on the table from double and — even worse — under-bookings. The school scheduling software keeps you organized and empowers you to set rules that fit the way you do business.

Request a Demo

Features

  • Real-time, self-service booking for residents and non-residents and rule-based scheduling provide flexibility to meet your needs
  • Optional to require pre-payment at the time of booking, eliminating non-payments, and automated collection of signed waivers and other documents
  • Communication tools for confirmation, updates, and closures
  • Automated refund process for closures and cancellations
  • Manage all of your rental assets in one place:
    • Athletic fields and courts
    • Auditoriums and cafeterias
    • Classrooms and meeting areas

Pricing

  • Pricing based on the modules and packages you utilize — flexible and scalable
  • Cost does not increase as you add members or staff, and no revenue sharing in our pricing model
  • Pay only for the modules that you use
Athletic Department$44

/month

Rentals
Camps & Classes
Get Started
Boosters64

/month

Rentals
Camps & Classes
Get Started

Testimonials

Makes Running Our Business More Streamlined

“This product is simple and easy to use. I specifically liked how the software notifies customers, letting them know about upcoming appointments. I also like how easy it is for customers to book their own appointments. This alleviates the process of waiting in line and scheduling/paying for an appointment in the office directly. Through this product, customers can sign up, receive confirmations, make cancellations, and reschedule appointments when needed.”

Municipalities-Software-Scheduling-Fields

Software for Municipalities

Maintain Community Continuity with Management Software for Municipalities

Are you looking to prevent double-bookings? You’re familiar with the phone call. “I’m standing here and there’s another team practicing on the field that I booked.” The last thing you need is to lose money on an already budget-strained parks and recreation department. That’s where our software for municipalities comes in. 

eSoft Planner can manage your entire operation! Communicate field closures, accommodate fee variations between residents and non-residents, and turn your rentals into a revenue stream.

Stop leaving money on the table from double and — even worse — under-bookings. The organization software for municipalities keeps you organized and empowers you to set rules that fit the way you do business.

Request a Demo

Features

  • Real-time, self-service booking for residents and non-residents
  • Rule-based scheduling that provides flexibility to meet your needs
  • Required pre-payment at the time of booking, eliminating non-payments, and automated collection of signed waivers and other documents
  • Communication tools for confirmation, updates, and closures
  • Automated refund process for closures and cancellations
  • Manage all of your rental assets in one place:
    • Athletic fields
    • Event centers and clubhouses
    • Picnic shelters
    • Common areas

Pricing

  • Pricing based on the modules and packages you utilize — flexible and scalable
  • Cost does not increase as you add members or staff, and no revenue sharing in our pricing model
  • Pay only for the modules that you use
Village$44

/month

Rentals
Camps & Classes
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Town$64

/month

Rentals
Camps & Classes
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Testimonials

Makes Running Our Business More Streamlined

“This product is simple and easy to use. I specifically liked how the software notifies customers, letting them know about upcoming appointments. I also like how easy it is for customers to book their own appointments. This alleviates the process of waiting in line and scheduling/paying for an appointment in the office directly. Through this product, customers can sign up, receive confirmations, make cancellations, and reschedule appointments when needed.”

Home-Owners-Association-Management-Software

HOA

HOAs Have Many Struggles — Pool Management Doesn’t Have to be One of Them!

Regain access control with eSoft Planner’s powerful HOA management software for pool and amenities. Now, present only your HOA members and their registered guests with hassle-free pool admittance.

Do volunteers or a third-party company manage your pool? eSoft Planner drastically reduces the amount of necessary supervision.

Also, it’s assured that money will be available for infrastructure repairs and maintenance. eSoft’s HOA management software increases your revenue by maintaining a steady stream of membership dues.

Request a Demo

Features

  • Access control, childcare provider passes, and guest pass tracking reduces thefts and accidents
  • Set facility hours and closures, and discourage after-hours activity with customized advanced scheduling
  • Digital membership management capabilities that include age verification and pool key cards deny access to unknown or non-paying residents
  • Facility management increases awareness of the entrance and exit of members

Pricing

  • Pricing based on the modules and packages you utilize — flexible and scalable
  • Cost does not increase as you add members or staff, and no revenue sharing in our pricing model
  • Pay only for the modules that you use
Freestyle Club$700

/year

Swim Memberships
Camps & Classes
Concessions/Retail
Lessons
Rentals
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Butterfly Club$1,100

/year

Swim Memberships
Camps & Classes
Concessions/Retail
Lessons
Rentals
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Featured
Torpedo Club$1,500

/year

Swim Memberships
Camps & Classes
Concessions/Retail
Lessons
Rentals
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Testimonials

Our Members Love the Convenience

“The ability to pull various reports is so helpful to running our Swim Club. The ease of registration makes it so much more user friendly for our members. The check-in and concessions process are easy and streamlined and provide insight into our club that was not previously possible.”

Robert
Learn About Lesson Pricing Models For Your Facility, Like This Lesson

Lesson Pricing Models for Sports Facilities

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When it comes to lesson types, and the different lesson pricing models, facility owners often have questions as to how to properly set their pricing.  Whether group or individual lessons, there are 3 main models and it’s important to understand the differences of each.

Standard Pricing

The key to the Standard Pricing Model is consistency.  Regardless of lesson type or instructor, every lesson in the facility is the same set price. Facility owners that use this model enjoy the ease that comes with it. Marketing and promoting for each lesson is seamless for both the facility and the customer. The only aspect that changes pricing in this model is the length of time for each lesson. When facilities use lesson pricing models like this, they choose a per hour price as their baseline and create additional durations and prices from there. 

Tiered Pricing

In most facilities, there are a variety of instructors with different expertise levels. When choosing prices, some facility owners and instructors choose to consider experience and background. That is where the Tiered Pricing Model comes in. Typically, this breakdown is based on past career development. Lessons from instructors that play or played for a professional organization are priced higher than those taught by an instructor with only high school experience. Customers will pay more for higher qualified instructors. When choosing this model, facilities generally choose three to four tiers such as professional, collegiate, and high school.  Or, it may be determined by coaching experience. 

Individual Instructor Pricing

In the Individual Instructor Pricing Model, instructors become involved in the price rates. Pricing is different for each instructor depending on experience, demand, and more. This can be more confusing for customers to track, but instructors will often prefer this model because it accurately represents their “worth.” 

None of The Models Fit What You Need? 

There is a fourth option for facilities that don’t fit into any of the three pricing models listed above. The Combo Pricing Model is some combination of the three pricing models. Facilities can choose to tier their pricing but also consider the instructor’s wants when it comes to pay. In this combo model, there is a range for each tier.  For example, professional-level instructors may charge anywhere from X-amount to Y-amount. Collegiate level instructors also have a set range, and so on. This allows personalization and instructor input, but also incorporates structure in the pricing model. 

Have more questions or want other insight on how to successfully manage the ins and outs of your sports facility? Schedule a consultation with an eSoft Planner expert today by reaching out at contact@esoftplanner.com.

Learn More About eSOFT PLANNER
eSOFT PLANNER is flexible, affordable, simple, and perfect for small business owners.  Request your free demo today to see how we can help you consolidate effort, save time, increase revenue, and grow your business.
Follow us on Facebook to stay current on industry news.
Gun-Range-Facility-Software

Gun Clubs & Shooting Ranges

The Highest Caliber Scheduling Software for Your Gun Range

Does handling enrollments, booking ranges, and collecting payments make you feel under fire? That shouldn’t be a loaded question. You need a comprehensive gun and shooting range software to manage all your hectic daily tasks.

eSoft Planner’s shooting range software packages include functionalities for managing shooting lessons, concealed carry classes, and equipment rentals. And we make it easy for you! You’ll be locked and loaded with the ability to:

  • Set up facilities with unlimited locations for scheduling, assign and restrict spaces, and set facility hours and closures
  • Combine your classes into packages for special prices and set different pricing for location type, price level, and peak or off-peak seasons
  • Create memberships that bill customers monthly for access to the shooting range and set a flexible refund policy

Your staff also benefits from streamlined features and processes for customers. Clients can use a convenient, online member self-service portal to view schedules and purchase history. They’ll be reminded of upcoming services through email confirmations and text reminders.

Utilize eSoft Planner to increase class sizes, optimize lane operation, and grow your client base. Our shooting range scheduling software helps you improve your aim!

Request a Demo

Features

  • Provide clients with concealed carry classes and events that they can enroll in and pay for online
  • Limit both private and semi-private shooting lessons by lane and instructor
  • Easily manage lessons, track instructor availability and commissions, and view customer interest
  • Prevent double-bookings, prioritize reservations for higher revenue clients and classes, restrict last-minute scheduling, and manage when customers can reschedule
  • Rent out guns, gear, and shooting lanes for events or personal use
  • Enable management, employees, and clients with real-time rental location availability
  • Customize showcases for every facility you offer
  • Access easy-to-use reports on utilization and profitability
  • Track sales and inventory for apparel, supplies, and other retail
  • Set up pre-paid accounts for your clients
  • Easily integrate with credit card scanners and touchscreen monitors
  • Attach additional charges or discounts to any product attribute

Pricing

  • Pricing based on the modules and packages you utilize ‒ flexible and scalable
  • Cost does not increase as you add members or staff, and no revenue sharing in our pricing model
  • Pay only for the modules that you use
Featured
Point Blank$89

/month

Rentals
Lessons
Camps & Classes
Memberships
Packages
Retail/POS
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Maximum$109

/month

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Lessons
Camps & Classes
Memberships
Packages
Retail/POS
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Testimonials

Functionality and Customer Service is Great

“The functionality of eSoft is great and it is very user friendly. The customer service is excellent, very helpful and very quick response time.”

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