Linking Members and Setting a Primary Payee in Gladstone 360

Problem

Staff need to link family members in Gladstone 360, share a membership between them, or charge one person's membership to another (the primary payee).

Resolution

1. Create each person with a workflow

   • For a parent and child who are both new, add each with the Add contact workflow (so the price level is correct), then link them.
   • Creating the second person from Links > Add gives them the default price level, which the workflows won't let you change.

2. Add the link from the primary's record

   • Open the primary's record and use Links > Add to search for and link another member. The record you link from becomes the primary, so linking from a child's record makes the child primary.
   • Links added this way share details by default; untick what shouldn't be shared under Edit.

3. Change the primary (if applicable)

   • Switch it with Options > Edit > Set as primary. Go to opens the linked record.

4. Set the primary as payee (if applicable)

   • When adding a membership to a linked member, set Paid by = primary.
   • Each person has their own membership, but the charge goes to the primary's basket/DD (the primary's DD shows one line per membership).

Notes

• Membership is shared only if the subscription has Apply to links ticked (on the Creation/Renewal tab in Plus2). This can't be applied retrospectively to existing subscriptions.
• Freezing a shared membership freezes everyone sharing it, because it belongs to the primary (see Freezing a Membership in Gladstone 360).
• A child sharing a parent's adult membership gets that membership's price level overrides, so in 360 they can technically book adult activities. Online, control this with the Go minimum own-account age (for example 16). Put an additional child subscription on the child's own record rather than the primary's.
• Subscription settings Allow duplicate subscriptions and Prevent concurrency (in Plus2) decide whether a second subscription can be added and whether it starts only when the current one ends. Inconsistent ticks explain why some subscriptions don't appear in a workflow.
• Links on Go: links made in 360 are the same links Go uses. The primary can book and pay for linked members online as allowed by Member Facing Global > Linked Member Bookings (see Member Facing Global and Shared Global Settings in the GMC) and the Operator settings Enable Linked Memberships, Enable Book for Others and Maximum linked members. Juniors joining on Go below the own-account age get a parent or guardian created as primary payee automatically. The first person to have someone linked to them becomes the primary.
• Family DD: one DD for a family reduces transaction charges, but if it fails, every member on it is affected.
• Access control: the primary linked member unpaid sales rule lets a linked member's debt block the primary. See Access Control – Entry Points and Entry Point Profiles.
• Linked members in Go: Group, Junior and Linked Memberships in Gladstone Go; Gladstone Go – Joining Online, Pay-as-You-Go and Eligibility Checks.

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