Gladstone 360 Implementation Sequence and Go-Live Checks

Problem

Sites rolling out Gladstone 360 need to know what to agree before configuration, the order to configure 360, the GMC, Plus2 and Go in, what to test and what to check before and on go-live day.

Resolution

1. Agree the decisions before configuration

   • User groups and responsibility levels; tasks needing supervisor authorisation; named PCs, tills, printers, scanners, drawers, cameras and terminals; payment methods; till layout; front-of-house products; booking and alert-list rules.
   • Memberships to sell in 360 and specialist ones to keep in Plus2; freeze, cancellation, upgrade and downgrade policies; contact fields and consent; email templates; DD details; entry points and access rules; test scenarios and sign-off.

2. Configure 360 in order

   • Name and test hardware services → roles and permissions → visible activities and global rules → payments, entry points and cash-up → emails → tills → contact and membership workflows → end-to-end test → train → go live with a Plus2 fallback.

Build order across products

1. Plus2

   • Sites, price levels, statuses (including freeze, Pending eligibility, DD query and non-member statuses), payment methods (with Non-banked income and a GSP method), departments, products, product groups, activity groups, subscriptions (payment method, auto-renew, Apply to links, Automatic Pro Rata Refund, More details group, Purchase via web), entry points and access products. See Configuring Plus2: Overview and Cross-Product Impact.

2. Operator

   • Create user accounts. See Adding and Managing Staff Users in Go Operator.

3. GMC Security

   • Password complexity, roles and permissions (360 and Operator), one role per area.

4. GMC Configuration Manager

   • Sub Type price level and status for every subscription; Front of House activity groups and subscription type groups; membership, workflow and freeze settings; CheckIn POS general settings (allowed sites, payment methods, entry point); Member Facing Global and Shared Global.

5. 360 hardware

   • Name and test hardware services and card terminals.

6. GMC access control

   • Entry point profiles, allow lists and restrictions, questions. Gladstone then links the hardware.

7. GMC discounts, then Operator promotion codes

8. GMC emails, then Operator Go templates

   • 360 templates and subscription mapping, membership email switches, SaaS_PayByLink, RCP emails. Then the Operator Go templates and business rules.

9. GMC RCP service and EFT module access

   • Including the Plus2 EFT > Run permission.

10. 360 tills and workflows

    • Tills and buttons, then add contact, add membership, freeze and cancel workflows.

11. Operator and GladstonePay

    • Operator: tag mapping, Go Join settings, linked memberships, Centre Management. GladstonePay: merchant set-up and portal access.

Test

1. Test each role

   • Login, visible modules, an allowed and a denied high-risk action, supervisor authorisation, audit trail.

2. Test devices and sales

   • Every device; retail, booking and invoice sales, linked payments, reprint, authorised and denied refunds, discounts, user shift/X/Z readings and reconciliation.

3. Test contacts and memberships

   • New contact, duplicate detection, preferences, documents, messages, password reset, membership sale, upgrade/downgrade, freeze and extension, cancellation and cooling-off, DD set-up, emails, access and expiry.

4. Test bookings and access

   • Class search, activity booking, alert-list override, gate allow/deny, manual and multiple attendance, registers and Centre Manager visibility.

5. Test end to end

   • In the test environment, then live: sale in 360 and on Go, freeze, cancel, DD test run, RCP collection, invoice and Pay by Link payment, till readings, and gate allow/deny.

Go live

1. Check everything before go-live

   • Every 360 membership is in a workflow group and shows in the right button at each site.
   • Price level and status set on every 360 subscription in the GMC.
   • Workflows enabled and restricted to the right roles.
   • One tested till per site.
   • GMC settings agreed.
   • Activity groups and booking sheets tidied.
   • Emails written and tested; Override Email Address removed.
   • Staff trained in test.

2. Go live

   • Freeze configuration changes, export the permission matrix, confirm hardware names, activate only approved emails and keep Plus2 contingency routes.
   • Monitor the first trading day and first cash-up, reconcile 360, terminal and finance totals, and log defects.
   • Remove temporary elevated permissions afterwards.

Notes

• The two sequences above come from different guidance and place hardware at different points: the 360 order names and tests hardware services first, while the cross-product build order sets up Plus2, users, security and the Configuration Manager first.
• A typical 360 rollout is two days of training plus one day of set-up on live.
• 360 can go live one site at a time (a soft launch), because it works on the same data as Plus2. Use the Allowed Sites setting (see Gladstone 360 CheckIn POS General Settings).
• Test first. Your test system shows a different coloured bar at the top from live (typically red for test, green for live; see Gladstone 360 Home GMC Settings). Staff should practise only in test.
• While you are building, make each change in both live and test, or ask your Gladstone project contact for a fresh copy of live into test. A copy replaces what is in test.
• Each configuration area is covered from Gladstone 360 – Permissions and GMC Configuration and GMC / Gladstone 360: Configuration and Cross-Product Impact.
• Related: Go Configuration Build Order Across Products; Planning a New Site Build in Plus2.

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