Using the Gladstone360 Check-in Screen and Basket

Problem

Front-of-house staff need to use the Gladstone 360 Check-in screen to view a customer's record, make class, activity and course bookings, and pay for them through the shared basket.

Resolution

1. Open the customer's record on Check-in

   • Check-in is the main screen for customer-facing staff. From a member record you can sell memberships, make bookings, refund and find sales, and pay off basket items.
   • The search / personal details card is the same on every 360 screen, and you can add a new record from it.

2. Use the cards on the screen

   Card	What it does
   Make bookings	Classes daily, classes weekly, classes by type, activities, activities by location, activities by type (some builds also by instructor), and courses (Plus2 courses). Classes daily loads faster than weekly; weekly is slow if the booking sheet is cluttered with old booking types (move them to a "do not use" group)
   Party bookings	Book more than one person onto a session. This will eventually merge into Make bookings as one tab
   Recent usage	Rolling summary of recent purchases (for example drinks bought), including till sales, separate from full sales history
   Upcoming bookings	Appears when the customer has bookings due soon (the window is configurable), usually noticed on check-in alongside any debt or reception message
   Memberships	View and sell memberships
   Attendance	Every swipe or Record attendance is listed here
   Correspondence	Notes, reception and office messages, recorded consents (for example T&Cs accepted) and every automated email. Open an email to see when and where it was sent, whether it succeeded, and resend it
   Documents	Upload documents (limit set by GMC Contact Document Upload Maximum Size, typically about 5 MB each; multiple allowed). Add a subject and document type. The Medical type is automatically marked sensitive, and any document can be marked sensitive manually; 360 permissions control who can view sensitive documents. Documents can be linked to a membership and given an expiry date; expiry doesn't send alerts but can be reported on. Useful for freeze evidence and proof of cancellation
   Sales	All sales on the record, with detail
   Event log	As in Plus2 but easier: click View for detail and filter events
   Debts & alerts	Outstanding debts and alerts
   Picture	Larger photo; retake if needed
   Bookings	Bookings within the configured window (default 30 days ahead and 7 days back)
   Basket	See step 6
   Access	Summary of allowed and denied access

3. Book several items at once (if applicable)

   • Select multiple classes or activities and Add all to basket.
   • A summary shows which items are free (covered by membership) and which need paying for. Nothing is confirmed until payment or confirmation at the basket.
   • Click Pay now on the check-in screen to take payment without going to the till.

4. Book an activity

   • Choose activities by type, pick the group (for example badminton, halls), then select the activity to see availability and book.
   • The availability search fetches 7 days by default (GMC Activity Slots Prefetch Period) and shows up to the Advance Booking Period (default 30 days). Bookings are allowed up to the Activity Start Tolerance Time after the start (default 15 minutes).
   • With Search for anonymous availability for non-member on, staff search open availability first, then find the contact and 360 applies their restrictions.
   • When booking, check what is booked before and after in the same space, to avoid unnecessary equipment changeovers.

5. Sell a course (if applicable)

   • Courses set up in Plus2 appear and are sold in 360 the same way: pay now, then the customer is assigned to the course.
   • Course tickets print for the first session only, or one per session (GMC Print Course Ticket(s)).

6. Pay through the shared basket

   • There is one shared basket across Plus2, Gladstone 360 and the customer's Go account. Items added from different tills (for example main and retail) stay in the same basket.
   • The quantity of a basket item can't exceed the GMC Max Quantity Limit (default 999).
   • Clear any item added by mistake (for example a drink left unpaid at the desk): customers can pay off cash debt online themselves, but they can't remove items from the basket.

Notes

• History tabs (attendance, correspondence, event log, sales) default to the last 7 days for speed. Use the filter (top right) for 30, 60, 90 days or all dates. The defaults are set per tab in the GMC.
• Tickets for bookings are generated automatically and can be printed on a standard receipt printer.
• Cashless: cashless accounts aren't supported by Go and there are no plans to add them. They can be used in-house only, with a till button to top up. Many sites are phasing cashless out; report remaining balances and remove the option from 360 to avoid confusion.
• Unpaid basket items block online booking: an unpaid item in the basket blocks the customer from booking on Go until it is paid. This is intended for unpaid subscription debts.
• Missing cards: each card has its own view permission (for example View Bookings, View Access Events); a missing card usually means the role lacks it. See Gladstone 360 Check-in and Member Record Permissions.
• Party bookings: party bookings exist for classes (reservations) but typically not activities, which are almost always single-person-per-slot. Class Party Booking (Member Facing Global > Class Party Booking Price Levels) lets a customer add extra bookees to a reservation in 360 Check-in where configured; check your site's settings. See Member Facing Global and Shared Global Settings in the GMC.
• Booking sheet: the booking sheet is view-only at present: you can't click a slot to book it. It also needs a manual refresh to show bookings made on other terminals. Click-to-book from the sheet is on the development plan.
• Courses: test each course type you sell (pro-rated and full price) before go-live.
• Documents: see Documents in 360 (Contact Documents and Workflow Document Steps).
• The GMC settings named here are described in Gladstone 360 CheckIn POS General Settings.
• Searching for a record and the non-member record: Finding and Viewing Member Records in Gladstone 360.

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