Getting Started for Decision Makers

Evaluate YMCA Website Services, understand the platform, and make informed decisions for your organization.

Welcome! This guide will help you evaluate YMCA Website Services and determine if it’s the right platform for your YMCA.

What You’ll Learn

By the end of this guide, you’ll be able to:

✅ Understand what YMCA Website Services offers and how it works
✅ Choose between Small Y Template and Full Distribution
✅ Evaluate total cost of ownership and ROI
✅ Assess community support and success stories
✅ Identify next steps for implementation

Estimated time: 30-45 minutes

Step 1: Understand YMCA Website Services

What Is It?

YMCA Website Services (formerly Open Y) is a free, open-source platform built on Drupal specifically for YMCAs. It provides:

Pre-built features for membership, programs, schedules, and events
Integration with Daxko, ActiveNet, and Personify
Modern design with responsive themes
Active community of YMCA digital leaders
No licensing fees - completely open source

Who Uses It?

150+ YMCAs across the United States and globally rely on YMCA Website Services, including:

Small community YMCAs (1-2 branches)
Metropolitan associations (10+ branches)
State alliances and national organizations
International YMCAs

Key Capabilities

Program Management

Activity Finder connects to your registration system (Daxko, ActiveNet, Personify) to display programs and classes.

Class Schedules

Display group exercise, swim lessons, and facility schedules in real-time.

Branch Management

Manage multiple locations with consistent branding and unique content per branch.

Membership Tools

Membership calculator, joining wizards, and financial assistance information.

Platform Foundation

Built on Drupal - Leading enterprise open-source CMS
10+ years of development and refinement
150+ contributors from the YMCA movement
Monthly releases with security updates and new features
Drupal 11 ready (future-proof technology)

Important Disclaimer: All budget estimates, timelines, and agency recommendations in this guide are provided for reference only and are intended to serve as a template for discussion and planning with your chosen digital partner. Actual costs, timelines, and services will vary based on your specific needs, geographic location, project scope, and chosen implementation approach. Always obtain detailed quotes from multiple implementation partners before making decisions.

Step 2: Choose Your Solution Path

Before evaluating costs, understand which offering fits your YMCA best.

Small Y Template (Recommended for Most) ⭐

Recommended: 70% of new YMCA implementations choose Small Y Template for its simplicity, modern design, and lower maintenance requirements.

Best for:

Small to medium YMCAs (1-5 branches)
Limited technical resources or budget
Want modern design out-of-the-box
Need quick deployment (weeks, not months)
Prefer simplicity over maximum flexibility

What’s included:

Modern Carnation design system (clean, accessible)
Layout Builder (drag-and-drop page building)
Essential content types only
Streamlined configuration
Better performance and lower hosting costs
Faster security updates

Typical deployment: 4-8 weeks with agency support

→ Learn more about Small Y Template

Full Distribution

Best for:

Large YMCAs with complex needs (6+ branches)
Multiple sub-brands or unique branch sites
In-house development team
Need maximum customization
Already using the full platform

What’s included:

All YMCA Website Services features
Multiple themes and colorways
Legacy Paragraphs support
Advanced customization options
More content types and configurations

Typical deployment: 3-6 months with agency or in-house team

Comparison Matrix

Feature	Small Y Template	Full Distribution
Setup Complexity	⭐ Simple	⭐⭐⭐ Complex
Deployment Time	4-8 weeks	3-6 months
Maintenance	Lower	Higher
Technical Resources	Minimal	Moderate-High
Customization	Moderate	Maximum
Best for Branches	1-5	6+
Hosting Costs	$50-300/mo	$200-500/mo

Step 3: Evaluate Total Cost of Ownership

One-Time Costs

Initial Setup (with agency partner):

Small Y Template: $2,000 - $35,000
Full Distribution: $40,000 - $100,000+

What’s included in setup:

Platform installation and configuration
Theme customization (colors, logo, branding)
Content migration from old site
Staff training (2-4 sessions)
Integration setup (Daxko/ActiveNet/Personify)
Quality assurance and launch

Ongoing Costs

Category	Small Y	Full Distribution
Hosting	$50-300/mo	$200-500/mo
Maintenance	$200-500/mo	$500-1,500/mo
Content updates	In-house staff	In-house staff
Security updates	Included in maintenance	Included in maintenance
Feature enhancements	Project-based	Project-based

Total annual operating cost:

Small Y: $3,000 - $9,600/year (hosting + basic maintenance)
Full Distribution: $8,400 - $24,000/year

Hidden Costs to Consider

✅ Staff time - Content editors, IT support ✅ Training - Initial and ongoing as staff changes ✅ Integrations - API costs for Daxko, ActiveNet, Personify ✅ Plugins/modules - Some third-party tools may have fees ✅ Professional photos - Stock images or photoshoots

Cost Comparison vs. Alternatives

Cost Estimate Disclaimer: The following cost comparisons are approximate estimates provided for reference only and are intended to serve as a template for discussion and planning with your chosen digital partner. Actual costs will vary significantly based on your specific needs, geographic location, agency partner rates, hosting provider, customization requirements, content migration complexity, and in-house capabilities. These figures represent typical ranges observed across multiple implementations but should not be considered guaranteed pricing. Always obtain detailed, written quotes from 2-3 implementation partners before making budget decisions.

YMCA Website Services vs. Proprietary Platforms (Estimated Ranges):

Platform Type	Initial Cost (Estimate)	Annual Cost (Estimate)	Total 5-Year Cost (Estimate)
Small Y Template	$2,000 - $35,000	$3,000 - $10,000	$17,000 - $85,000
Full Distribution	$40,000 - $80,000	$10,000 - $25,000	$90,000 - $205,000
Custom WordPress	$20,000 - $50,000	$5,000 - $15,000	$45,000 - $125,000
Proprietary CMS	$30,000 - $100,000	$15,000 - $40,000	$105,000 - $300,000

Potential cost savings over 5 years vs. proprietary platforms: Varies widely (20-60% savings typical)

Step 4: Assess Community and Support

Community Strength

Active Community:

150+ YMCAs using the platform
Monthly community calls with Q&A and demos
Slack workspace with 500+ members
Annual virtual summit for best practices sharing
Open roadmap - vote on features and priorities

Success Stories: ⭐

Real YMCA Results: YMCAs report 25-40% reduction in website maintenance costs and 2-3x faster content publishing after switching to YMCA Website Services.

Featured Implementations:

Missouri Valley Family YMCA - Modern mobile-first redesign with Layout Builder completed in one quarter
Attleboro Norton YMCA - WordPress to Drupal 10 migration with Daxko integration, launched in 10 days
YMCA of the North - Activity Finder managing 15,000+ activities with Personify CRM integration
YMCA of the North - Mobile experience enhancement improving member engagement and accessibility
YMCA of Pierce and Kitsap Counties - Multi-location site with integrated member portal and program management
YMCA of Southwestern Ontario - Regional site serving multiple branches with unified branding
YMCA of Greater New York - Large-scale metropolitan implementation with extensive customization
YMCA of Metropolitan Los Angeles - Complex multi-branch site with advanced program finder

→ View more case studies | Add your case study

Support Options

Free Community Support

Slack workspace - Ask questions, get help from peers
GitHub issues - Report bugs, request features
Community calls - Live Q&A and troubleshooting
Documentation - Comprehensive guides and tutorials
Response time: 24-48 hours (community-driven)

Best for: Small YMCAs with basic needs and patient timelines

Paid Agency Support

Find an agency partner: Browse the Agency Partner Directory

Best for: Medium-large YMCAs needing reliability and speed

Vendor Lock-In Assessment

✅ No vendor lock-in:

Open-source code (GPL license)
Standard Drupal/PHP/MySQL stack
Export your content anytime
Switch hosting providers freely
Hire any Drupal developer

This protects your investment - you own your data and platform, not a vendor.

Step 5: Plan Your Implementation

Timeline Expectations

Small Y Template:

Week 1-2: Discovery and planning
Week 3-5: Design and configuration
Week 6-7: Content migration and training
Week 8: Testing and launch

Full Distribution:

Month 1: Discovery, planning, and stakeholder alignment
Month 2-3: Design, development, and customization
Month 4-5: Content migration, integration setup, training
Month 6: Testing, QA, and launch

Implementation Partners

Find a partner: Agency Partner Directory

What to look for:

Drupal and YMCA Website Services experience
References from other YMCAs
Clear project methodology
Transparent pricing
Training and knowledge transfer
Post-launch support options

DIY Implementation

Can you do it yourself?

Requirements:

In-house Drupal developer or IT team
2-4 months of dedicated time
Willingness to learn and ask community for help
Comfort with command line (Composer, Drush)

Pros: Lower initial cost, full control Cons: Longer timeline, steeper learning curve, no guaranteed support

→ DIY Installation Guide

Next Steps

Now that you understand the platform and costs, take these next steps:

Continue Evaluating

Explore Small Y

See live demo sites, review features, and understand why 70% choose this option.

Learn More

Join Community

Connect with YMCA digital leaders, ask questions, and learn from peers.

Join Slack

Attend a Call

Monthly community calls feature demos, Q&A, and best practices sharing.

View Schedule

Make the Decision

Decision Framework Checklist:

Identified technical resources (in-house vs agency)
Determined budget (one-time + annual)
Chose solution path (Small Y vs Full)
Reviewed case studies from similar YMCAs
Connected with community on Slack
Shortlisted 2-3 implementation partners
Got executive buy-in and budget approval
Set realistic timeline expectations

Ready to move forward? Contact an agency partner or join the community Slack to announce your project!

Quick Reference

Platform Comparison

Question	Small Y Template	Full Distribution
How many branches?	1-5	6+
Technical resources?	Minimal	Moderate-High
Budget range?	$2-50K	$40-150K
Timeline?	4-8 weeks	3-6 months
Customization needs?	Moderate	Maximum
Staff training?	2-3 hours	8-12 hours

Success Metrics to Track

After implementation, measure:

Time to publish content (should decrease 50-70%)
Website maintenance hours/month (should decrease 30-50%)
Bounce rate and engagement (should improve 20-40%)
Mobile traffic (should increase to 60%+)
Member satisfaction with online tools

Common Questions

Q: Is this really free? A: Yes, the software is 100% free and open source. You pay for hosting, implementation, and ongoing maintenance.

Q: Can we migrate from another platform? A: Yes, content migration is part of most implementation projects. Popular migrations: WordPress, Joomla, proprietary CMSs.

Q: What if we outgrow it? A: You can scale from Small Y to Full Distribution, add custom features, or export your content to another platform anytime.

Q: How secure is it? A: Drupal is used by government agencies and Fortune 500 companies. Monthly security updates are released and should be applied promptly.

Q: Do we need a developer? A: For Small Y Template with agency setup: no ongoing developer needed. Content editors can manage everything. For Full Distribution: recommended.

Q: Can we switch hosting providers? A: Yes, anytime. You own your code and data completely.

Need Help?

Get Questions Answered

Community Slack - Real-time chat with YMCA digital leaders
Monthly Community Calls - Live Q&A and demos
GitHub Discussions - Ask questions publicly
Agency Partners - Professional consultation

Resources for Executives

Case Studies - Success stories from peer YMCAs
Release Notes - Quarterly updates and roadmap

Best Practices

Evaluation Process

✅ Involve stakeholders early (marketing, IT, membership, ops)
✅ Define success metrics upfront
✅ Request demos from 2-3 agency partners
✅ Talk to 2-3 YMCAs already using the platform
✅ Budget 15-20% contingency for unexpected needs
✅ Plan for ongoing maintenance, not just initial launch

Implementation Success

✅ Assign executive sponsor with decision authority
✅ Form cross-functional project team
✅ Communicate timeline to all staff
✅ Plan content migration early
✅ Schedule training before launch
✅ Have soft launch before big announcement

Long-Term Strategy

✅ Join community calls to stay informed
✅ Apply security updates within 1 week
✅ Review analytics quarterly
✅ Survey members annually about website experience
✅ Budget for enhancements (15% of annual maintenance)
✅ Contribute learnings back to community

ROI Framework

Quantifiable Benefits

Cost Savings (Year 1):

Reduced vendor licensing fees: $5,000 - $15,000
Lower hosting costs vs proprietary: $1,000 - $3,000
Decreased maintenance hours: $3,000 - $8,000
Total savings: $9,000 - $26,000

Efficiency Gains:

Content publishing time: -60% (2 hours → 45 minutes)
IT support tickets: -40% (easier for staff to use)
Time to update programs: -70% (API integration)

Qualitative Benefits

Member Experience:

Modern, mobile-friendly design
Faster page load times
Easy-to-find program information
Online registration integration
Improved accessibility (WCAG 2.1 AA)

Staff Experience:

Intuitive content editing
No coding required for pages
Consistent branding across branches
Collaborative workflows
Pride in modern website

Strategic Value:

Community-driven roadmap
No vendor lock-in
Future-proof technology (Drupal 11)
Access to 150+ YMCAs’ collective knowledge
Contribute to movement-wide digital transformation

Ready to get started? Join the community Slack, explore the Small Y Template, or contact an agency partner for a consultation! 🚀

Last modified October 9, 2025: docs: Comprehensive documentation updates for Drupal 11, DDEV, and community resources (74d820335)