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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)

    Step 2: Choose Your Solution Path

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

    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

    FeatureSmall Y TemplateFull Distribution
    Setup Complexity⭐ Simple⭐⭐⭐ Complex
    Deployment Time4-8 weeks3-6 months
    MaintenanceLowerHigher
    Technical ResourcesMinimalModerate-High
    CustomizationModerateMaximum
    Best for Branches1-56+
    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

    CategorySmall YFull Distribution
    Hosting$50-300/mo$200-500/mo
    Maintenance$200-500/mo$500-1,500/mo
    Content updatesIn-house staffIn-house staff
    Security updatesIncluded in maintenanceIncluded in maintenance
    Feature enhancementsProject-basedProject-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

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

    Platform TypeInitial 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:

    Featured Implementations:

    → 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

    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:

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

    Full Distribution:

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

    QuestionSmall Y TemplateFull Distribution
    How many branches?1-56+
    Technical resources?MinimalModerate-High
    Budget range?$2-50K$40-150K
    Timeline?4-8 weeks3-6 months
    Customization needs?ModerateMaximum
    Staff training?2-3 hours8-12 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

    Resources for Executives


    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! 🚀