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Bay Club is a premium West Coast lifestyle brand founded in 1977. With 30+ campuses, it blends wellness, recreation, and community. Membership includes golf, fitness studios, pools, tennis, family programming, and coworking through initiation fees and monthly subscriptions.
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In 2015, Bay Club’s digital environment relied on fragmented, outdated architecture that hindered growth.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.
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.
Two strategic milestones anchored the transformation:
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.
Complex price matrices, monthly dues calculation, and automated payment collection – replacing manual processes with reliable, auditable automation
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
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.
Fully customized ERP including advanced billing modules
Back-office application suite for managing services, memberships, and operations
iOS, Android, and web applications. Self-service member portals
Centralized data warehouse with Power BI-based analytics environment
Real-time performance insights and dashboards
Daily ITSM operations covering change requests, incident resolution, and system monitoring Highest availability standards maintained
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.
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.
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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.
"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."
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Fernando Chilvarguer
CIO, The Bay Club
Partnership with Bay Club focuses on long-term growth through a defined roadmap, including:
Qodeca remains a strategic advisor and delivery partner, driving innovation and operational excellence across all digital initiatives.
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Explore how our partnership empowers brands in the fitness, sport, and healthcare industries to reach new levels of performance.
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Web Development
Business Operations
Fitness
How we transformed manual operations into a scalable digital infrastructure supporting club management and data-driven decisions.
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