For large, multi-branch YMCAs, delivering a consistent, high-quality experience across programs and locations is an ongoing operational challenge. Child Watch, afterschool programs and summer camps each come with their own staffing models, compliance needs and reporting requirements — yet families expect the same ease, clarity and professionalism at every touchpoint.
At the YMCA of Metropolitan Atlanta, scale amplifies that challenge. The association operates 43 locations across Metro Atlanta, Augusta and North Georgia, along with 50 off-site locations throughout the metro area. Ensuring alignment across that footprint required rethinking how frontline programs were supported behind the scenes.
That need for consistency and operational clarity is what initially led the YMCA of Metropolitan Atlanta to Alaris.
Addressing Paper-Based Processes and Inconsistent Data
According to Katie Furlough, the Executive Director of the YMCA of Metropolitan Atlanta, the organization first encountered Alaris at a YMCA conference while actively searching for solutions.
“We discovered Alaris at a YMCA conference,” said Furlough. “At the time, we were facing challenges with consistency and managing attendance data for reporting purposes across our association. We were also searching for a way to improve the sign-in and sign-out process and reduce reliance on paper.”
Like many community recreation organizations, the YMCA was balancing growing program demand with manual processes that made it difficult to track participation, standardize workflows and generate reliable reports. Paper sign-in sheets and fragmented systems limited visibility and added administrative burden to already stretched teams.
Beyond the technology itself, what stood out was Alaris’ approach to collaboration.
“Alaris impressed us with their exceptional customer service and their willingness to collaborate,” explained Furlough. “They have become an invaluable partner in achieving our goals. Not only do we benefit from their technology, but they also seek feedback and make changes to make their product even better. Additionally, their technology is user-friendly and easy to adopt.”
A Partnership Built Around Real-World Operations
From the start, Alaris positioned its role as more than a software provider. Founder and CEO Jeremy Kelstrom emphasized how understanding day-to-day program realities was essential to making the partnership successful.
“We’ve been working with the YMCA of Metropolitan Atlanta since 2018, supporting their Child Watch, School Age, and Camp programs,” said Kelstrom. “What makes our partnership unique is that it’s never felt like a standard vendor-client relationship — we’ve worked side-by-side as true partners to adapt Alaris around the realities of their programs.”
Early in the relationship, Alaris took a hands-on approach to learning how the YMCA’s programs operated in practice. The team sent members to Atlanta to work directly with staff to identify pain points and learn how to solve those specific challenges. This collaboration extended beyond program staff to the technology team at the YMCA.
“In parallel, we partnered closely with their technology team to integrate Alaris with their business systems, which has streamlined reporting and helped ensure their teams have the right information when they need it,” said Kelstrom.
Creating Consistency Without Sacrificing Flexibility
One of the realities facing YMCAs and community recreation centers is that no two programs operate exactly the same way. Alaris’s ability to accommodate those differences proved critical.
“Rec centers are unique because they serve families across a wide range of programs—and each program often has very different operational needs. A one-size-fits-all system doesn’t work in that environment,” explained Kelstrom.
Instead, Alaris focused on configurability and ongoing support. The team ensures each program can run the way each rec center wants to run it while moving away from paper to digital workflows. For the YMCA of Metropolitan Atlanta, that translated into operational improvements across locations.
“Transitioning to Alaris has provided a consistent member experience across all locations, improved the sign-in and sign-out process, and facilitated better communication,” said Furlough. “The user-friendly technology has also enabled efficient digital record-keeping and reporting.”
Supporting Staff and Strengthening the Member Experience
Staffing pressures remain a defining challenge across the community recreation sector, particularly in family-focused programs. Kelstrom noted that streamlined systems can play a meaningful role in helping teams do more with limited resources.
“Since the pandemic, one of the biggest challenges rec centers have faced is continuing to deliver high-quality family programming while navigating ongoing staffing constraints,” said Kelstrom.
By reducing manual steps, systems like Alaris can shift staff time back to engaging with families and delivering strong programming. From the member perspective, those operational gains are felt most clearly at the front desk and program entry points.
“Utilizing Alaris has streamlined the sign-in and sign-out process and created a consistent experience for our members,” Furlough said.
Why This Matters for Community Rec Leaders
For community recreation executives, the YMCA of Metropolitan Atlanta’s experience highlights a broader lesson: technology investments are most effective when paired with deep operational understanding and a long-term partnership mindset.
Consistency, data visibility and staff efficiency are not just internal metrics — they directly influence member trust, safety and satisfaction. As programs expand and staffing models evolve, systems that can adapt alongside them become a strategic asset rather than just an operational tool.
In this case, the partnership between the YMCA of Metropolitan Atlanta and Alaris demonstrates how aligning technology with real-world program needs can strengthen both daily operations and the overall member experience — insights that resonate across YMCAs, JCCs, parks and recreation departments nationwide.
For information on Alaris, visit https://www.alaris.cloud/.
