Configuring Gladstone360 Front of House Settings in the GMC

Problem

Site administrators need to find and change the GMC settings that control Gladstone360 front of house: booking windows, booking release time, late bookings, unique emails, membership changes, automated emails, Z reading settings and which sites use Gladstone360.

Resolution

1. Open the configuration

   • Open the GMC (Gladstone Management Console, see the glossary) from the Gladstone360 home screen. It doesn't need a hardware service.
   • Go to Configuration Manager > Configuration.

2. Find the setting

   • Choose the area (for example Gladstone360 Front of House or Gladstone360 CheckIn POS). Use Expand all to see every section.
   • Common settings are here:
     • How far ahead front of house staff can see scheduled reservations and activities: Gladstone360 CheckIn POS > General Settings > Advance Booking Period.
     • How long after a session starts it can still be booked: Gladstone360 CheckIn POS > General Settings > Activity Start Tolerance Time.
     • Which sites use Gladstone360: Gladstone360 CheckIn POS > General Settings > Allowed sites.
     • Payment methods on the tills: Gladstone360 CheckIn POS > General Settings > Allowed Payment Methods.
     • Stop the same email being used on two records: Gladstone360 Front of House > General Settings > Enforce unique emails.
     • Which activity groups show in Gladstone360: Gladstone360 Front of House > Activity Settings > Front of House Activity Groups.
     • Upgrades, downgrades, cooling-off period, how far ahead a membership can start, and which subscription groups show in workflows: Gladstone360 Front of House > Membership Settings.
     • Party booking limits per price level: GMC > Configuration > Member Facing Global > Class Party Booking Price Levels.
     • Booking Release Time (midnight offset): Booking Release Time in the GMC (applies to Gladstone360 only). For online bookings, also switch it on in Go Operator > Modules > Configure.
     • Automated membership emails (on/off, From address, Override address): Gladstone360 CheckIn POS > Membership Email Settings.
     • Z reading settings: GMC > Configuration > Gladstone360 CheckIn POS > POS Reading By Payment Method.
     • Freeze rules (for example minimum membership length and notice before a freeze): GMC > Configuration > Gladstone360 Contacts > Freeze Settings. Other freeze settings are in the Freeze workflow itself.
     • Phone and email format checks: Front of House > Regular expressions.

3. Change and save

   • Change the setting, then click Save and Close.

4. Refresh Gladstone360

   • Refresh Gladstone360 (or sign out and back in) to see the change.

Notes

• Before you start: you need GMC configuration permissions. Test changes on your test system first where you can.
• Enforce unique emails can be set on both live and test.
• Activity groups: new groups created in Plus2 appear here unticked and don't show in Gladstone360 until you tick them.
• Membership subscription groups: a new group created in Plus2 doesn't appear in workflows until ticked here.
• Advance booking period: this is configurable (for example front of house can sell 120 days ahead), and there's no single default. Three linked settings work together:
  • Plus2: each reservation (class) or activity has a restriction setting how far ahead members and non-members can book. It can differ per reservation or activity.
  • Gladstone360 (GMC): Advance Booking Period controls how far ahead front of house staff can see scheduled reservations and activities. The Plus2 restriction still applies.
  • Go Operator: controls how far ahead activities and reservations can be viewed online. The restrictions still apply.
• The cooling-off period also applies to in-house sales. A cancellation within it gives a full refund automatically.
• Automated emails: Gladstone360 has fixed email triggers (new membership, change of membership, freeze, extend freeze, cancellation, cooling-off cancellation). You can edit their content and switch them on or off, but you can't add new triggers. Use Audience Builder for other emails. You can't write one-off emails from Gladstone360.
• The From address must use the Gladstone sending domain.
• Override email address sends every Gladstone360 email to one address. Use it on test systems copied from live. Make sure it's empty on live.
• Booking Release Time (midnight offset) is configured in the GMC. It's entered in hours relative to midnight (for example −2 releases classes at 22:00 the night before). A value of 22 delays release by 22 hours, which is a common mistake. Set in the GMC, it applies only to Gladstone360. To use it for online bookings, switch it on in Go Operator > Modules > Configure. It currently applies to classes, not activities. Tell customers before changing it.
• Z readings: Z reading settings are in GMC > Configuration > Gladstone360 CheckIn POS > POS Reading By Payment Method. The Allow in counted total option is set on each payment method in Plus2 > Configuration > Finance > Payment Method.
• Regular expressions: by default emails must contain @, UK mobiles start 07 with 11 digits, and landlines start 01 or 02. Non-UK sites can replace these with local formats.
• The currency symbol on screen follows the PC's regional settings.
• Address lookup and bank or phone validation use paid credits. Sites often leave them off on test.
• Don't change IP addresses or cache URLs in the Access settings. A mistyped digit stops that connection working.
• Troubleshooting:
  • Automated membership emails have stopped: the email switch is off, the Override address is filled in on live, or the From address is wrong. Check Membership Email Settings. Check an affected member's Correspondence to see if the email was generated.
  • You can't find Enforce unique emails on test: the test system is on an older version. Raise a case to have test upgraded.
  • Members can still book after the class starts: this is controlled by Activity Start Tolerance Time. Set the tolerance you want.
  • A setting is correct but nothing changes: Gladstone360 hasn't refreshed. Refresh or sign out and in. Raise a case if it still doesn't change.
  • Classes are released at the wrong time: Booking Release Time was entered the wrong way. Use a negative number to release before midnight.
  • Booking Release Time works in Gladstone360 but not on Go Book: the GMC setting applies to Gladstone360 only, and it isn't switched on for online bookings. Switch it on in Go Operator > Modules > Configure.
  • Staff can't see sessions as far ahead as expected: Advance Booking Period is shorter, or the reservation's or activity's Plus2 restriction is shorter. Check both. The Plus2 restriction still applies.
• Common questions:
  • Is there no limit to booking after a class starts? There is. It's set by Activity Start Tolerance Time.
  • Is there a default advance booking period? No single default. Your site sets it, and the Plus2 restriction on each reservation or activity still applies.
  • Can we add a new automated email trigger? No. Edit the existing emails, or use Audience Builder.
• When to contact Gladstone support:
  • A setting is missing from your system (for example on test): include the setting name and environment.
  • Emails still don't send after the checks above: include an example member ID and date.
  • You need a cache URL or IP address in Access settings restored.
• Related: Using the GMC Configuration Manager; Gladstone 360 CheckIn POS General Settings; Configuring Gladstone360 Automated Emails in the GMC; Configuring Subscription Types (Sub Types) in the GMC; Documents in 360 (Contact Documents and Workflow Document Steps); Configuring Booking Release Time for Classes and Activities in Go Book.

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