# Using the Gladstone360 Check-in Screen and Basket

HTML version: [Using the Gladstone360 Check-in Screen and Basket](https://support.gladstonesoftware.cloud/gladstone360/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](gladstone-360-check-in-and-member-record-permissions.md).
- **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](member-facing-global-and-shared-global-settings-in-the-gmc.md).
- **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)](documents-in-360-contact-documents-and-workflow-document-steps.md).
- The GMC settings named here are described in [Gladstone 360 CheckIn POS General Settings](gladstone-360-checkin-pos-general-settings.md).
- Searching for a record and the non-member record: [Finding and Viewing Member Records in Gladstone 360](finding-and-viewing-member-records-in-gladstone-360.md).