Configuring the RCP Service in the GMC

Problem

You need to configure the GMC service that collects Recurring Card Payments (RCP): its contact details, submission time, what happens to a failed payment, and the automatic customer emails.

Resolution

1. Open the Recurring Card Payment service settings

   • In the GMC (Gladstone Management Console), go to Configuration Manager and look for "Recurring card payment". The page has two areas, configuration and emails.
   • If you can't find it on your set-up, contact Gladstone Support.

2. Complete the configuration fields

   Setting	Notes
   Company / operator name	Used in communications
   Submission updates email address	Internal address that receives batch-submission updates
   Support / failed-payment contact email	Often one shared inbox
   RCP payment / account portal link	Embedded in customer emails
   RCP terms and conditions link	Optional link to your own RCP terms and conditions. There is no standard or regulator template; each operator drafts its own
   SMTP / API (connection) keys	Set up by Gladstone; no site action
   On failed payment	Convert the missed amount to a cash debt (recommended) or leave it as RCP (see step 3)
   Failed status	Optional status to set on failure (for example RCP failed, RCP pending, an "in debt" status)
   Daily submission time	When the batch run fires. Choose a sociable time (for example 07:00 rather than 01:00), because failures trigger customer emails
   Failed-batch resubmission interval, retry attempts, polling interval	How long before a failed batch retries, how many retries before it is marked failed (two is a typical default), and how often in-progress batches are polled

   • Also check the sender and site defaults (for example a placeholder site code left from set-up).

3. Choose what happens to a failed payment

   • Cash (recommended): the missed amount becomes a cash debt, visible to staff and on Go (red banner), payable in Go, 360 or Plus2, and it blocks online booking until paid. It is not collected by later RCP runs. The subscription keeps rolling, and each later failure adds another separate cash debt.
   • Leave as RCP: the next successful RCP run tries to collect the missed amount plus the current one (two payments at once). Go can only show cash debt for customers to pay manually, so RCP debt can't be paid online.

4. Decide whether to set a failed status (if applicable)

   • An RCP failed status is easy to report on but doesn't revert when the customer pays the debt online. Change it back manually, especially if entry profiles deny that status.
   • Gladstone's data team can provide a chargeable script that resets it automatically.

5. Edit the two automatic customer emails

   Email	When	Content
   Failed RCP payment ("unable to collect your RCP")	When a payment fails	First name, member ID, the membership, that payment couldn't be taken, a failure reason code, and how to pay. Add your logo and a link to pay online
   RCP without a valid card (subscription without card)	About a week before the payment is due, when no card is set or the card has expired	Link to the account/payment portal so the member can add a card

   • Use a typed signature block rather than placeholders (which don't always populate), and check the reply-to/support address.

6. Save and confirm emails are arriving

   • Save. After go-live, confirm both the submission updates and the customer emails are actually arriving.
   • If batch-submission emails stop arriving, ask Gladstone Support to check the service and email settings.

Notes

• How collection runs: RCP collection is run by a service in the GMC, in automatic daily batches through the card bureau. There's no manual run. The service finds everyone due, splits large volumes into several batches (for example 250 at a time) and completes one before starting the next. Collection typically runs early (for example 5–6am) so payment status is known by the start of the day. Batch sizes and retry values vary by configuration; treat the numbers as examples.
• After a migration or outage, check the service is running.
• Menu path: depending on set-up, the settings have been described as Configuration Manager > RCP, General settings > Recurring card payment services, or Configuration Manager > [site-specific settings, for example 360 settings] > Recurring Card Payment Service Setting.
• Go and GladstonePay: the RCP terms and conditions and the payment configuration keys for Go are held in the Gladstone Pay area of Go Operator; most keys are generated by Gladstone at implementation.
• Plus2: Plus2 payment methods for RCP should have Non-banked income ticked so they don't create till variances. See Running POS Readings and Cash-up in Gladstone360.
• Access control: a failed status can block entry if your entry point profile denies it, and a cash debt triggers the unpaid sales rule. See Access Control – Entry Points and Entry Point Profiles.
• See also the RCP verification email in Gladstone Go and 360 Email Templates.
• Related: Monitoring RCP Reports and Failed Payments; Recurring Card Payments (RCP).

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