# Gladstone 360 Front of House Guide

HTML version: [Gladstone 360 Front of House Guide](https://support.gladstonesoftware.cloud/gladstone360/gladstone-360-front-of-house-guide)

## Problem
Reception, contact-centre and duty-manager staff need to carry out everyday front-of-house tasks in Gladstone 360: adding customers, selling memberships, managing bookings and messages, and taking end-of-day readings.

## Resolution

1. **Get around 360**
   - Work from **Check-in** (the reception screen). It shows memberships, debts and messages when a member swipes. Use **Contacts** to add or edit records.
   - Use **Go to** to move between Contacts, Check-in and Point of Sale on the same member.
   - Try to stay in **one browser tab**. Opening screens from **Home** opens new tabs, and only one tab can use the card reader and receipt printer (green bell). If the bell is not green, click it and select your hardware service.

2. **Add a customer**
   - Choose the right **Add contact** button (for example, adult, concession, young person).
   - **Email**: always select **Home**, even for a work address. It is the customer's online login.
   - **Phone**: mobiles start 07; landlines go under Home. Mark the main number.
   - **Address**: search by postcode or type it in.
   - Complete any **additional information**, take a **picture** (**Freeze**, then **Save**), and set **preferences**.
   - The record is saved straight away and appears in Plus2 too.

3. **Work on the record**
   - **Blue/green buttons edit, red buttons delete.** Each section is edited on its own.
   - `Options > Last five` jumps back to recent records. Click the member's **name** for a quick summary you can copy from.
   - **Links**: link **from the primary member's record** (for example, the parent). If they are the wrong way round, edit the link and swap the primary; no need to unlink. You can choose whether the linked member shares the primary's memberships and contact details.
   - **Online account**: send a **password reset email** for a customer who cannot log in.
   - **Bank details** (with permission): edit the Direct Debit on the membership.

4. **Sell a membership**
   - Click **Add membership** and choose the button.
   - Pick the membership. For a linked member, choose who pays.
   - Click through the remaining steps, updating anything out of date.
   - Click **Save**, then **Pay now** and choose the payment method.
   - The price level updates automatically and the member receives a confirmation email.

5. **Use the Check-in tabs**

   | Tab | Use it for |
   |---|---|
   | **Memberships** | View and add memberships |
   | **Attendance** | Every swipe |
   | **Correspondence** | Notes, messages and every email sent, with **Resend** |
   | **Documents** | Upload proof of eligibility, PAR-Q and similar; set a *valid until* date. Medical documents are marked sensitive |
   | **Sales** | All sales; use the filter at the bottom (for example, just subscriptions) |
   | **Event log** | Who changed what; click **View** for detail |
   | **Bookings** | Cancel or **move** a booking (for example, to another court or day) |
   | **Basket** | Pay for anything waiting, without going to the till |
   | **Access** | A live view of everyone passing through the gates. It is not about the member you have open |

   - History tabs show the last 7 days by default. Use the filter for 30, 60, 90 days or all.

6. **Manage messages**
   - **Notes** stay on the record without popping up.
   - **Reception messages** pop up when the member swipes. Choose **Pass to contact** once dealt with: it becomes a note so there is a record. **Delete** removes it completely.

7. **Manage bookings**
   - **Cancel**: select the booking, cancel, and choose whether to refund.
   - **Move** (activities): pick the new slot; any price difference is shown.
   - **Party bookings** add several people at different prices to one session, where the activity allows it.
   - **Courses** buttons are for courses set up in Plus2.

8. **Take the end of day reading**
   - Go to `Cog > Point of sale readings` (from any screen).
   - Choose **Terminal reading** (or the reading your site uses).
   - If your site uses **counted total**, enter each payment method separately (cash, card, vouchers).
   - Check the difference column. When asked *"Is this your final reading?"*, choose **Yes** only when you are finished.

## Notes

- This guide is for reception, contact-centre and duty-manager staff and their trainers, and covers **Gladstone 360** Contacts, Check-in and Point of Sale.
- A **payment prompt on a free member booking** is expected with some price levels. Click **OK** to continue.
- If a customer joining in centre has a card problem, their unpaid joining payment may sit in the **Basket** for a short while.
- **Customers joining online**: if a customer is told **"You already have an account"**, they should log in first, then buy the membership from their account. A parent can buy for a linked child after logging in.