Sales and registration
Online store and corporate sales connected with registration, plans and session passes.
Hércules™ for sports and recreation centres
Sell your services.
Coordinate what happens next.
Your members find activities, register their families and pay in a store created for your organisation, with your branding and domain. Hércules™ is the system powering the store and connecting purchases with bookings, staff and attendance. Long-term SaaS licensing, with modules and rules defined for your operations.
Experience with Colombian family compensation funds
Hércules™ is used by leading family compensation funds in Colombia.
We connect sports and recreation management, from sales to service delivery.
- Compensar
- Colsubsidio
- Cafam
- Comfenalco Antioquia
- Comfenalco Valle
Service delivery
Sports schools, gyms, facilities, tournaments and day passes, with bookings, attendance records and card- and wristband-based access.
Operations and monitoring
Staff scheduling, payroll preparation, operational changes and sales and occupancy reports.
Bring that experience to your organisation.
Let's review the modules, integrations and implementation your operation needs.
Hércules™ e-commerce store
From finding an activity to taking part.
A store with your branding and domain. Hércules™ connects your members' purchases with the services your organisation delivers.
Services that are easy to explore
Publish listings with descriptions, requirements and images. Support searches by location, age, level, days and schedule.
One purchase for the family
Let users select services and participants and combine purchases for different family members in one basket.
Configurable rates and benefits
Define prices by membership category, promotions, agreements and coupons, with your organisation's conditions.
Online payment and purchase history
Receive payments through compatible gateways configured for your organisation. Users can view purchases, payment status and receipts.
The offering depends on enabled modules. Payments require an account and configuration with the provider. Automatic membership checks and ERP or invoicing connections are defined as integration projects.
Follow the service from purchase
to attendance.
Distinguish what was purchased, which slot was booked and who participated to coordinate member assistance.
Services
Members find activities for themselves or their families by location, age and schedule.
A swimming course
Purchase
They select the participant and pay the membership rate with configured benefits.
Course purchase for a family member
Delivery
The organisation coordinates the group, coach and space; the participant attends their activity.
Classes for the selected course cycle and group
Monitoring
Members view their purchases; the organisation records attendance and views service reports.
Participant attendance and continued enrolment
Organise your offering by service line.
Each line has its rules, connected to your organisation's operations.
Sports schools
Organise cycles, groups and coaches. Record attendance and support training.
Explore sports schools
Gyms and centres
Manage locations, plans and benefits, with capacity, schedule and booking rules.
Explore gyms
Facilities and spaces
Check availability and allocate spaces for your activities.
Explore facilities
Tournaments and programmes
Manage registration, schedules and results. Identify participants and manage card- and wristband-based access according to the service.
Explore tournaments
Day passes and recreation
Organise day-pass packages, wristband access and daily monitoring.
Explore day passesDay passes and recreation
A day to enjoy.
An operation to coordinate.
Link day-pass package purchases with participant identification and service monitoring.
Prepare the day pass
Configure the day-pass package and its conditions. Depending on configuration, purchases can check zone capacity and require bookings.
Activate access
View the day's purchases by account holder or family member and link the wristband to the plan. Activation verifies validity for that day.
Monitor the day
View users by plan, activated wristbands and attendance. Where included in the service, compare meals served with authorised entitlements.
What is configured and what is reviewed per project?
Day-pass packages, wristband activation and the daily dashboard are general capabilities requiring configuration. Plan credentials, wristband serial numbers, permissions and service rules must be defined.
High- or low-demand rules, zone discounts, day-pass transport and specific reports are assessed for each organisation. They are not automatically included as standard capabilities.
More capabilities for your organisation
Each service has
its own operations.
Explore how Hércules™ supports members, teams and the businesses your organisation serves.
Sports schools: from first level to certification
Standard capabilities, according to configuration
Support training beyond registration.
- Organise courses by level and cycle, with groups, schedules, capacity and instructors.
- Plan activities and record attendance, comments and assessments according to the defined method.
- Configure prerequisites and level certification, with certificates downloadable from the portal.
Planning, indicators and certificate formats are prepared for your organisation.
Gyms: plans, session passes and open practice
Standard capabilities, according to configuration
Offer time-based or usage-based access with clear rules.
- Define plans by validity, sessions, location and usage periods, with benefits at configured centres.
- Manage session passes with usage balances and validity; usage connects to bookings and attendance.
- Let individuals and families book open-practice slots and change or cancel them within the deadline.
Requires configured centres and schedules. A session pass does not replace a slot booking.
Member self-service and ongoing support
Standard capabilities, according to configuration
Stay connected with each participant.
- Let families view their plans, booked sessions, purchases and certificates in one place.
- Enable plan deferrals within defined conditions and limits.
- Manage service transfers and returns according to applicable deadlines, permissions and rules.
Recording a return in Hércules™ does not automatically issue a payment gateway refund.
Facilities: scheduling and booking control
Standard capabilities, according to configuration
Coordinate spaces shared by your service lines.
- Organise locations, facilities and zones with one-off or recurring bookings.
- Separate time for classes, events, open practice and maintenance.
- Enable conflict checking between zones and subzones and view availability and exportable bookings.
These are internal management tools. Public open-practice bookings are configured in training centres.
Staff: availability, shifts and changes
Standard capabilities, according to configuration
Link service scheduling with the team delivering it.
- Assign instructors and support staff according to profiles, availability and schedules.
- Configure scheduling restrictions and manage exceptions through approval.
- Record staff, course or facility incidents and changes, and follow up on responses.
Organisation-specific rules, additional fields and specific notifications are reviewed during implementation.
Payroll preparation: hours, components and approval
Standard engine; project-specific rules and integration
Prepare reviewed information for your organisation's payment process.
- Define pay periods and calculate hours and amounts by component using configured rules.
- Review alerts, adjustments and approvals before closing.
- Export information and assess connection to the organisation's payment system.
Hércules™ does not calculate statutory payroll. Rates, pay components and connectors are defined for each customer.
Corporate sales: from quotation to operations
Optional module
Structure services and events for the companies your organisation serves.
- Prepare quotations with services, materials, spaces, dates and prices.
- Present the proposal to the customer for approval, requested changes or rejection.
- Turn sold services into operational orders and review estimated and actual profit when cost and invoicing data are available.
Requires activation and configuration. Invoicing, payment collection and supplier connections are agreed per project.
Progression in sports schools: suggested re-enrolment
Optional feature
Support progression to the next training level.
- Configure the course cycle and when the system looks for a suitable next course based on each participant's certifications.
- Find the next course while retaining the original group's location, days and time slot.
- Register when discount rules bring the total to zero; otherwise, communicate alternatives.
Requires task activation and per-cycle configuration. It does not mean automatic re-enrolment or charging for every participant.
Plans and session passes · Configurable standard capabilities
From purchase to booking.
From booking to participation.
Time-based planAccess for a period, with defined benefits and limits.
Usage-based session passA balance of sessions with validity and usage conditions.
Purchase
Choose a plan or session pass
The purchase activates the benefits, validity or uses defined for the service.
Book
Select your slot
The participant chooses an available time. The centre's rules and the conditions of their plan or session pass apply.
Attend
Record participation
Attendance is linked to the service. For session passes, usage is managed according to bookings and configured rules.
Conceptual journey for services requiring a booking. Purchasing does not replace booking or confirm attendance. Schedules, limits, cancellations and returned session credits are configured per service. Activation and scope are agreed in the licence.
Staff scheduling · Configurable standard capabilities
The available team.
The organised service.
Connect your staff's availability with the shifts and activities you need to cover.
Availability
Know who can deliver the service
Record when each staff member is available and unavailable. View their calendar within assigned permissions.
The coach is available in the afternoon.
Shift assignments
Link people and services
Assign staff to shifts or sessions according to current profiles and configured restrictions. Review alerts and exceptions.
The coach is assigned to the swimming group and time slot.
Service delivery
Coordinate the day
See who is assigned to each session. Manage replacements and record changes to maintain continuity of service.
The team delivers the class and records any relevant changes.
Illustrative swimming class example with no real data. An assignment does not confirm that the service was delivered. Profiles, workload and availability rules, permissions and approvals are configured per organisation; specific rules and notifications are assessed during implementation.
Payroll preparation · Standard engine with configurable rules
From scheduled hours
to reviewed information.
Does not replace statutory payroll. Hércules™ prepares hours and amounts by pay component for your organisation's payment process.
Shifts and hours
Start with the schedule
Gather scheduled shifts and hours for the pay period according to each role's rules.
Calculation by pay period
Organise hours and pay components
Define the period and calculate hours, adjustments and amounts by component using configured rates and rules.
Review and approval
Validate before closing
Review the details, address alerts and approve pay components. Finalise the pay period once all closing requirements have been met.
After approval
Export the period's information. Connection to the customer's payment system is defined as an integration project.
Scope depends on the contracted modules. Pay components, rates, calculation rules, permissions and approvals are configured per organisation. Scheduling a shift does not in itself confirm that it was worked or paid.
Corporate sales · Optional module
The quotation becomes
organised work.
A journey connecting the sales team, the customer and those delivering the service.
Quote
Define the proposal
Bring services, materials, spaces, dates and prices together in a quotation.
A corporate sports day
Approve
Review with the customer
The company reviews the proposal and can approve it, request changes or reject it.
Scope reviewed with the customer
Organise
Prepare the operation
When the quotation moves to service delivery, generate orders and assign responsibilities according to the configured workflow.
Services organised by location and date
Deliver
Track execution
The team views orders and updates progress until delivery is complete.
Sports day delivered and orders completed
Illustrative corporate event example; this is not a completed project. Activation, payment guarantees, approvals and integrations are defined during implementation. Approving the proposal does not automatically start the service.
Contracted scope defines enabled modules. Deporte Virtual® provides implementation, configuration and training; integrations and specific developments are agreed separately.
People and resources
Behind every activity,
a coordinated team.
Connect group schedules with coaches, spaces and support staff. View hours and operational change information for your organisation's processes, according to contracted modules.
Operational incidents and changes
Record what happens.
Follow through to closure.
Gather staff, course, facility and participant incidents and changes to see what happened, how it was addressed and what remains outstanding.
Record the incident or change
Classify by area, subarea and type. Record observations, actions and the immediate response using configured fields.
Follow up
Check status and add responses and supporting documents. Keep information available to those responsible for operations.
Close and review
Move the status to completed and view follow-up in PDF or Excel reports to review how incidents and changes were handled.
Information to coordinate the team
Incidents and changes can inform availability, shift cancellation and scheduling priorities, according to configured rules. Review how these processes should relate within your organisation.
A basis for reviewing responses
Review observations, actions, responses and supporting documents before deciding the next step. Reports let you share the recorded follow-up with responsible departments.
Operational incident and change reports
From records to operational analysis.
We generate reports to review incidents and changes by period, service line, programme, location and type. Share results with responsible teams and review where to focus attention.
Enlarge report An overview of incidents and changes
View causes, distribution by location and record trends during the selected period.
Enlarge report Cancellations and suspensions
Review the distribution of cancellations and how they change between periods.
Enlarge report Safe operations
Analyse record causes, trends by period and distribution by location.
Demonstration examples with fictional figures, dates and locations. They illustrate Hércules™ report types and do not contain customer data. Filters, indicators and formats are defined according to your organisation's scope.
What can be configured and what requires specific development?
Recording, follow-up and reporting are standard capabilities. We can adapt fields and rules to your operations. Additional fields or specific workflows are reviewed during implementation to determine whether configuration is sufficient or custom development is required.
Management information
Decide which services to offer
using sales and usage data.
Compare purchases, occupancy and attendance to assess schedules, capacity and continued programme participation. Prepare reports using data recorded by your organisation.
Should you offer another swimming group?
This is how reports can be read together before expanding your offering.
Sales
Interest in swimming
Purchases are concentrated in the afternoon swimming course.
Review demandOccupancy
Few spaces available
Registration shows few available places in the group.
Consider another groupAttendance
Sustained participation
Records show that enrolled participants attend regularly.
Assess continued participationDecision to consider
Open an additional group.
Compare these signals and confirm pool and coach availability and financial viability before deciding.
If purchases are strong but attendance is low, first investigate absences and review schedules or conditions. Reading the information together informs the decision; Hércules™ does not make it automatically.
Sales and purchased services
View quotations, payment status and purchased services. Define the commercial reports your organisation needs: the catalogue and columns are configured, and specific formats may require development.
Course occupancy
Analyse enrolments, capacity and estimated and actual occupancy by group. Filter by cycle, location, facility, sport, days and hours, and export to Excel. Applies to sports schools with cycles and booking groups.
Facility use
View booked, service and maintenance hours, usage percentages and availability by location, facility or zone. The report can be exported to Excel. It is based on bookings and does not measure actual attendance.
Participation and attendance
Obtain lists and reports with fields enabled for your operations. Review recorded attendance to distinguish service purchases from actual participation.
Can this information support reporting to supervisory bodies?
Reports can support preparation of your organisation's submissions. If you need to report to a regulator or other body, we review the requested fields, reporting periods and formats with your team to define the necessary configuration or development. A Hércules™ export does not imply a validated official format or automatic submission to the authority.
Project-specific integration
Connecting starts
with understanding your systems.
We review the membership information your store needs and how payments relate to your ERP or invoicing. With your technology team, we define interfaces, data and responsibilities for each exchange.
Each integration is assessed for your organisation. Specific developments are distinguished from standard Hércules™ capabilities.
Define the licence and implementation plan.
Review required modules with sports, technology and procurement teams. The proposal separates licensing, configuration and training, integrations and contracted support.
Understand
We link services, locations and responsibilities to the processes your organisation needs to connect.
Implement
We configure agreed modules, prepare integrations and train the team to operate your services.
Support
We define follow-up, support and development within contracted scope.
What to prepare for the first conversation
You can share the information you already have:
- Service lines, locations and membership categories.
- A service connecting purchase, booking and attendance.
- Membership, payment, invoicing and ERP systems involved.
- Sports, operations and technology managers.
We will review the member journey and information your team needs. The proposal will distinguish modules and configuration from integrations and implementation services.
The next step
Let's prepare a demonstration for your organisation.
Share the service lines, locations and systems you want to connect. We will review the member journey and the scope your team needs to assess.
What we will review together
- The purchase and registration journey for members and families.
- Service delivery, teams and monitoring.
- Connections to membership, payments and your organisation's systems.
You can also write to uscontacto@deportevirtual.com