6 ChatGPT prompts to help you choose the right registration & management software

Discover how simple ChatGPT prompts can transform your software research—helping you define your goals, evaluate vendors, and navigate demos with clarity and confidence.

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Your shortcut to smarter software research: AI

Choosing the right registration and activity management software takes time, and if you’re running an organization like a swim school, camp, art program, or any activity, that’s something you are probably short on. Between daily operations and managing staff and parents, in-depth research can fall to the bottom of the list. 

That’s where AI tools like ChatGPT can help. With the right prompts, you can clarify what you need, compare options more efficiently, and ask on point questions during demos. 

This guide gives you 6 targeted prompts you can feed into ChatGPT to help you evaluate registration and recreation management software faster and with more confidence. It won’t make the decision for you, but it will enhance your process, helping you get to the right choice sooner. 

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Prompt 1: Context and goal 

This involves mostly who you are (and what your organization is) as well as what you are hoping to get out of the interaction. Provide background information about your professional title/position, what type of programs you run, your main pain points, the size of your business, the current system you are using, and your budget.  

Example: I am the owner of a swim school, and I am looking to upgrade my registration system. My school has about 150 kids spread across lessons that happen 7 days a week at 2 different facilities.  

Why it’s important:  

  • Keeps your search focused. 
  • Increases the likelihood that ChatGPT will produce relevant results. 
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Prompt 2: Clarification 

Ask ChatGPT if they have any outstanding questions or need clarification on anything. 

Example: “Before moving on, is there anything you’d like clarification on, or any crucial information you feel is missing?”  

Why it’s important:  

  • Fills in any gaps you may have missed. 
  • Allows the tool to increase the accuracy of its suggestions and responses.  
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Prompt 3: Ask for questions to use in a demo or sales call 

Let ChatGPT help you build a checklist of key questions to ask when speaking with vendors. You may have experience with sales calls, but a list from ChatGPT will help you make sure you aren’t forgetting anything crucial. 

Example: “What questions should I ask a sales rep when evaluating a new registration system for a camp with over 300 attendees?” 

Why it’s important: 

  • Ensures you’re prepared. 
  • Encourages deeper evaluation beyond surface-level features, tailored to your unique needs. 
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Prompt 4: Ask for pros and cons of your current software 

Use AI to reflect on the limitations of what you already use and whether an upgrade is really worth it. This will help jog your memory and allow you to thoroughly evaluate your current software. 

Example: “I’m currently using [System Name]. What are the pros and cons of this system for an art school with 100 students and 3 instructors?” 

Why it’s important: 

  • Highlights whether your frustration is justified. 
  • Helps position your business needs clearly in comparison to newer options. 
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Prompt 5: Get a list of must-have features based on your business type 

Customize a core list of features you shouldn’t compromise on. 

Example: “What features are essential in a registration software for a day camp with seasonal programs and rotating staff?” 

Why it’s important: 

  • Prioritizes what matters most to your organization. 
  • Prevents being overwhelmed by features that aren’t mission-critical. 
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Prompt 6: Ask for a personalized recommendation 

Have ChatGPT act like a research assistant or consultant based on the information you’ve provided. Ask this question last, because ChatGPT will have learned more about you as the conversation progressed, giving the tool a chance to use all the information it has, to determine its recommendation. 

Example: “Given my context and all you've learned during our conversation, what registration systems should I evaluate first?” 

Why it’s important: 

  • Shortcuts the research process. 
  • AI can highlight lesser-known but highly relevant options. 
Conclusion

Let AI help, but trust your judgment 

ChatGPT is a powerful tool you can use to speed up your software research, especially when you're not sure where to start. By feeding it the right context and asking the right questions, you can quickly identify top options, uncover must-have features, and prepare for productive conversations with vendors. 

That said, this is just a starting point. Ask ChatGPT for sources, demo the software, talk to other program directors, and think critically about how a system will fit into your day-to-day operations. AI can guide your thinking—but your experience and instincts should make the final call. 

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What’s next? 

If you’re currently evaluating new registration software, we’d love to help. Our platform was built specifically for organizations like yours—whether you manage a swim school, run a seasonal camp, or offer art programs, we support organizations of all shapes and sizes that run activities, classes and afterschool programs. 

Ready to see what a modern, user-friendly registration system looks like? 

Get started today.

Get in touch with our team to turn your research in to action.  

About Amilia   

Founded in 2009, Amilia is on a mission to simplify the management of organizations offering activities and memberships to their community. From registrations, billing, scheduling, financial reporting, facility management, and more, Amilia's SmartRec is broadening access to modern technology for over 1,500 organizations and 6,600 facilities across North America. Its robust end-to-end software support small businesses, YMCAs, JCCs, community centers, and Parks & Recreation agencies in their aim to engage and uplift their local communities.
 
Learn more at amilia.com. 
 
 
 
 
 
 
Note: ChatGPT is a third-party tool not affiliated with Amilia. ChatGPT is a product of OpenAI. This guide is not affiliated with or endorsed by OpenAI.