Setting Up Block Bookings in Go Operator

Problem

Sites need Block Bookings switched on and configured in Go Operator Centre Management before staff can create recurring bookings, and need to know which steps still happen in Plus2.

Resolution

1. Ask Gladstone Software Support to enable Block Bookings

   • Block Bookings is enabled for the site by Gladstone Software Support. It isn't a GMC setting, and customers and Centre Managers can't switch it on.

2. Make Invoicing the default payment method for hosts

   • In Plus2, tick Default for Hosts on the Invoicing payment method. This is the most common set-up blocker; see Fixing "Payment method Cash is not an invoicing account".

3. Give each block booker an invoicing account

   • In Plus2 (surfaced in Go), make sure the customer record has an invoicing account on the contact. This is a hard gate on the customer search: only these contacts appear, and that contact receives the invoices.
   • Set the contact's preferred mailing address to Work. Invoicing reads the Work address type.

4. Assign roles

   • Assign roles per the permissions matrix, one role per user, in GMC > Security Configuration > Permissions. See Block Booking Permissions in Go Operator.

5. Set up the Block Booking email

   • In Go Operator (Automation Portal), set up the Block Booking email template and custom placeholders. It is sent on confirmation, edit and cancellation. Set it up before going live.

6. Enable Pay-by-Link (if taking payment up front)

   • Pay-by-Link is a separate flag from Block Bookings (see Notes on where it is switched on).
   • Agree the Pay-by-Link expiry window with the Centre Manager, in Go, so unpaid occurrences don't fall outside the sale lifecycle. See Invoicing Module and Pay by Link (GladstonePay).

Notes

• What still needs Plus2: creating the customer record and assigning its invoicing account (see Block Bookings (Plus2 Hosted Reservations) and Invoicing for creating a block booker), and payment method configuration (Configuration > Financials > Payment Methods).
• Courts/areas, products and existing bookings carry over from Plus2 and show in Centre Management. Removing reliance on Plus2 entirely is the end goal; Block Bookings moves a large, daily workflow out of Plus2 in one step. The remaining Plus2 steps haven't been migrated yet; the split isn't permanent.
• Rollout phases: Alpha (internal only) → Beta (UAT/Test) (structured testing, not live bookings) → Private Preview (Production) (live for a limited set of customers) → General Release (all Go Operator customers).
  • Ask your Regional Sales Manager or Account Manager about enabling it.
  • Private Preview also depends on the Permissions and Modules work being in place, and on Pay-by-Link being available in Go behind a feature flag.
  • When a flow "isn't working", first check which phase the site is on and which flags are on.
• Where Pay-by-Link is switched on: documentation differs. The block bookings training says it is flagged in the GMC; the Pay by Link FAQs say Pay by Link is enabled per site via Customer Success. Other set-up guidance says to contact Gladstone Support to enable Pay by Link and agree its expiry. These may describe the same switch; confirm with Customer Success or Gladstone Support.
• Some set-up checklists say Block Bookings is enabled "in Go"; it is enabled by Gladstone Software Support.
• Approving and issuing the invoices block bookings raise is a separate job someone at your site must own: see Block Booking Invoicing and Credit Notes in Go Operator.
• Related: Block Bookings in Go Operator (Centre Management); Configuring Access to Centre Management.

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