Designing Gladstone 360 Add Contact Workflows

Problem

Administrators need to design Add contact workflows in Gladstone 360 so that new customer records get the right price level and status and collect only the data the site needs.

Resolution

1. Disable the system workflows

   • Disable the system Quick add and Add with details workflows.

2. Create one workflow per price level

   • For example New adult, New concession, New young person, each specifying the non-member price level and status so staff can't change them.
   • The date of birth is validated against the price level (an adult can't be added as a young person). Test child, adult and other age-dependent records to confirm the rule is enforced.

3. Add the steps

   • Typical steps: personal details, contact details, address, additional information, preferences (GDPR channels and campaigns), picture.
   • Collect only approved data: name, date of birth, photo, phone, email, address, marketing preferences. Add emergency contact, year of study, referral source and similar only when needed.

4. Choose the user fields (if applicable)

   • The Additional information step shows your user fields (the fields after Privacy policy in the Plus2 screen profile). Each workflow can use its own screen profile, for example concession eligibility for concessions and emergency contact for juniors. See Configuring Screen Profiles for Gladstone360.
   • For a pick-list that must be answered, include an option such as Not applicable so staff can always continue.

5. Make date of birth mandatory (if applicable)

   • 360 treats Plus2's Advisable setting as optional. Set the field to Required on the Standard screen profile in Plus2. This also makes it mandatory for everyone added in Plus2.

6. Add a documents step for proof (if applicable)

   • For price levels needing proof (for example student, concessions or corporate), add a documents step so staff must upload the ID before the record is created or the sale continues. It works best on a tablet, where staff can photograph the document. The price level's age range still limits who can be added.
   • Alternatively, record what evidence was seen in a user field.

7. Choose where it launches and finishes

   • Launch from Contacts, Check-in and POS (not Prospects). On completion, stay in Contacts.

8. Save and enable

   • Save, enable the workflow, then log out and back in.

Notes

• To rename a button (for example "55+" to "60+"), edit the workflow; the change shows straight away.
• Price level changes can't be done through a workflow; staff with Edit price level change it on the personal details card.
• The default Card ID token type can't be deleted in Plus2. Ask support if staff should see only your own types (for example key fob).
• Block bookers: add them with the adult workflow, then change the status.
• The Contact details step saves the email as Home and main, which becomes the customer's Go login.
• Check your data protection policy before storing copies of ID or medical documents.
• How to build a workflow and what each step does: Creating a Workflow in Gladstone360.
• How staff use the workflow: Adding a New Contact in Gladstone 360.

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