The Challenges

In 2015, Bay Club’s digital environment relied on fragmented, outdated architecture that hindered growth. With over 30 premium club campuses, the brand required technology matching its elevated member experience. Core processes like billing and bookings were handled manually or via inflexible legacy systems lacking modern features. Dependence on multiple third-party vendors increased costs, limited roadmap control, and created technical debt. The challenge was to replace this unsustainable ecosystem with a custom, future-ready system that would replicate existing functions while unlocking digital transformation opportunities.

Our approach

The ERP system replacement began with an extensive discovery and audit phase to map every department, process, and stakeholder. For every initiative – payment processing, data warehouse, user-facing app redesign – we applied a goal-driven playbook:

Detailed discovery

Aligned to business priorities, understanding not just what exists but what the business needs to achieve.

Iterative design and build

Rigorous validation at every stage, with continuous improvement based on real-world feedback.

Multidisciplinary ownership

Business Analysts, UX Designers, Cloud Architects, Software Developers, QA Testers, and Consultants own each project end-to-end, ensuring every release advances Bay Club's strategic objectives.

The solution

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Two strategic milestones anchored the transformation:

Account & membership core

A unified system for managing accounts, contracts, and any scheduled or in-flight changes – giving Bay Club complete visibility and control over their member relationships.

Billing engine

Complex price matrices, monthly dues calculation, and automated payment collection – replacing manual processes with reliable, auditable automation

Three-phase rollout for business continuity

To safeguard business continuity during this critical transition, we executed a careful three-phase rollout:

Parallel operation

The new Account & Membership Core module ran alongside the legacy platform, allowing real-time verification of data compatibility and back-office workflows

Billing engine activation

We switched on the new billing system and reconciled every charge against historical statements to ensure accuracy

Legacy retirement

Only after both tracks proved stable did we retire the legacy system entirely

Compliance and security

Throughout development, maintenance, and operations, we ensure full compliance with relevant industry regulations and security standards – including GDPR, HIPAA, PCI DSS, and CIS Benchmarks – maintaining the highest standards of data protection, system integrity, and user trust.

Technologies

.Net Core

Angular

Kubernetes

Core systems

Fully customized ERP including advanced billing modules
Back-office application suite for managing services, memberships, and operations

User-facing platforms

iOS, Android, and web applications. Self-service member portals

Analytics and data

Azure Data Factory

Centralized data warehouse with Power BI-based analytics environment
Real-time performance insights and dashboards

Billing engine

Complex price matrices, monthly dues calculation, and automated payment collection – replacing manual processes with reliable, auditable automation.

The result Streamlined Growth

Operational impact

Replacing the legacy core system significantly reduced costs. Processes previously reliant on batch files and third-party integrations are now handled natively. Switching to an in-house payment solution eliminated transaction fees and licensing costs. Issue resolution became faster thanks to improved data visibility and edge-case handling.

Business team empowerment

Users work in an integrated environment with real-time insights and centralized member data. Reporting, once time-consuming and error-prone, is streamlined via the data warehouse and Power BI dashboards.

Scalability achieved

The new architecture allows easier adaptation to regulatory changes and expansion onboarding new facilities, without compromising stability. Bay Club now monitors end-user behavior across platforms, enabling more informed decisions regarding product development and engagement.

Client Testimonial

"What started as a staffing challenge turned into much more than that. We outsource 100% of our software development needs to Qodeca. Professional, competent, and always available.
Throughout this whole time, Qodeca has had a perfect record when it comes to finding and retaining the best possible people in all areas we needed – developers, business analysts, designers, testers, and DevOps. So good that most of the Qodeca assigned staff have been with us for this whole time, which is almost unheard of in an industry where 2 years at the same job is considered long term. Qodeca is the partner you would want in any occasion, from startups trying to get an MVP off the ground, to a multi-million dollar project."