Operator quick guide

This is a cheat sheet for the front-desk operator: everything you do during a shift, in order, from opening the register to closing it. Open a shift, register a guest, sell a time product or a product, top up a deposit, log a guest in on a PC, reserve a seat, close a frozen game, reconcile the money and close the shift.

It covers only the operator's basic actions. How the administrator sets all of this up is described in the other guides of this section — each step has links.

Step 1. Open a shift

Cash operations are tied to the club's register. If the operator has required shifts, open a shift before you start selling.

  1. Sign in to Gizmo Manager — the administrator gives you the club's address.

  2. On the Select Register page, choose a register from the list and click Continue.

IMAGE: Select Register page in Gizmo Manager with a register chosen and the Continue button

  1. If the operator has required shifts, the Enter Shift Start Details screen opens. In the Cash Amount field, enter the amount in the cash drawer and click Continue.

IMAGE: Enter Shift Start Details screen with the Cash Amount field filled in

  1. The shift is open — the club map opens. You can check the shift in POS → Actions → Shift Management, on the Active Shifts page.

Whether a shift is required for an operator is set by the administrator: Settings → Operators and permissions → Operators, operator card, Shift block — Disabled, Optional or Required. For details, see How to manage shifts in the Manager.

Step 2. Register a guest

  1. Open the Users section and click Create User.

  2. In the User Information block, fill in First Name, Last Name and Username — this is the login, and the field is required. Add an email and phone number if needed.

  3. Leave User Group set to Members — these are regular registered customers.

  4. Click Save — the user appears in the user list.

IMAGE: Create User form with the User Information block filled in and the Members user group selected

Only the administrator creates operator accounts for signing in to Gizmo Manager: Settings → Operators and permissions → Operators, Create Operator button. Customer website credentials do not work for signing in. Enter the operator's real email and phone number — they are needed to restore access.

For more about guest accounts, see Customer accounts.

Step 3. Sell a time product or a product

  1. Open POS → Sales.

  2. In the Search or create user/guest field, start typing the login or phone number and choose the user from the list. A "1 of 1 selected" counter appears above the cart.

  3. Click the time product or product you need in the catalog on the left — the item is added to the cart.

IMAGE: POS Sales screen with a user selected, the catalog on the left and an item in the cart

  1. Click Payment.

  2. Choose the payment type: Single Payment or Split — dividing the amount into several payments.

  3. Choose the method: Cash, Credit Card, Deposit or Pay Later. Once you choose a method, the received amount is filled in.

  4. Check the Total and click Pay. The "Payment completed successfully" confirmation appears.

IMAGE: Payment dialog with the payment type, payment methods, total and the Pay button

  • The sale is tied to the selected user. If several users are selected in the search, each of them gets the purchase — check the counter above the cart before you pay.

  • Pay Later does not take any money: the amount goes to the user's deferred payments. The "Payment completed successfully" message confirms that the operation was recorded, not that the money was received.

  • With Cash, count the money received and the change first; with Credit Card, check the payment result on the card terminal. Deposit uses funds the guest added earlier.

Selling to a specific host

  1. In the Map section, click the host you need.

  2. Open the right-click menu and choose POS → Sales (CTRL+S).

  3. The same cart opens, but tied to this host. If nobody is on the host, a guest is created for the sale. Add a time product or product and pay as described above.

IMAGE: Club map with the right-click menu of a host open and POS → Sales highlighted

The guest logs in on the host automatically after a deposit or time product sale if the administrator turned on the Automatic Guest Login setting. If the host is gray (turned off), turn it on first: Hosts → Turn On.

Step 4. Top up a deposit

Guests who pay by the hour spend their deposit.

  1. Open POS → Sales and choose the user.

  2. Click Add Deposit next to the Payment button.

  3. Enter the amount on the on-screen keypad and click Apply.

IMAGE: Add Deposit on-screen keypad with an amount entered and the Apply button

  1. A Deposit line appears in the cart. Click Payment, take the money — for example, Cash — and click Pay.

The deposit is credited only after payment: until you click Pay, the money does not reach the guest's balance.

Step 5. Log a guest in on a PC

  1. In the Map section, click a host and open the right-click menu.

  2. Choose Users → Log In (CTRL+L).

  3. In the Advanced Login window, switch to guests: click the second toggle button next to the host number and choose the Guests group in the drop-down list.

IMAGE: Advanced Login window with the guest toggle selected and the Guests group in the drop-down list

  1. Type the guest's name in the search field, choose them and click Log In.

You can log a guest in only on a free — green — host. A gray host is turned off: turn it on first with Hosts → Turn On.

Step 6. Reserve a seat

  1. Open the Reservations section — the Calendar opens by default, with a grid of hosts by day and time.

  2. Click Create Reservation and choose an option: With Payment or Without Payment.

IMAGE: Reservations calendar with the Create Reservation menu open and the With Payment and Without Payment options

  1. Set the Start Date and Time and the Duration. Use the toggle to choose the reservation owner: a guest from the database or a person without an account — for them, choose a group in the Owner field, for example Guests. Add a phone number and notes if needed.

  2. In the Available Hosts block, check one or more computers — the list shows only the ones that are free at the selected time.

  3. Check the details and click Continue.

  4. Check the reservation summary and click Save. The reservation appears in the calendar and in the Reservation Log with the "Pending" status.

A With Payment reservation requires payment when you create it. If the time is already taken, the host is not in the list of available ones — choose another computer or time. For details, see How to create a reservation.

Step 7. Help a guest with their account

Everything about a guest is in their card: open the Users section and double-click the guest's row.

  • Which PC the guest used — the Sessions tab: the host name, start and end time and duration of each session. The Time Products and Deposits tabs show the purchased time and the deposit history — top-ups and charges.

  • How much the guest spent — the Statistics tab: money spent (time products, sessions, products), loyalty points earned and redeemed, time in the system and the number of logins.

  • The guest forgot their password — click Actions in the upper-right corner of the card, choose Reset Password and confirm in the dialog. The password is cleared immediately: the guest logs in with the login only and sets a new password after logging in.

IMAGE: User card with the Actions menu open and the Reset Password item

Reset a password only at the request of the account owner and after you verify their identity.

Step 8. Close a frozen game

  1. Open the Management section, Processes tab.

  2. On the left, click Expand All and check the host you need.

  3. Find the frozen process — manually or with the Process Name filter — and click the "…" icon on the right of the row.

  4. Choose Terminate. Terminate on Selected and Terminate on All close the process on several hosts at once.

The command result is shown in Logs at the bottom of the tab.

Do not terminate Windows system processes — System, Registry, csrss, smss, wininit, svchost, services: this can cause a crash, a restart or a "blue screen". Terminating a game can destroy unsaved progress. If the problem is on one host, do not choose Terminate on All.

For details, see Remote management.

Step 9. Reconcile sales and money

  • POS → Payment Log — the Day summary at the top: total revenue, cash, card, other, unpaid and Total Refunded. Below is the list of operations: date, operator, user, register, operation type, payment method and amount. You can narrow the list with the Branch, Shift Id, Operator, User, Register, Operation Type and Payment Method filters. By default, the current day from 00:00 to 23:59 is shown — for yesterday's shift, change the dates.

IMAGE: Payment Log with the Day summary at the top and the list of operations below

  • Deferred payments — amounts charged with Pay Later are recorded in the user's deferred payments block. Invoices are recorded separately: Reports → All Reports → Invoice Log.

  • POS → Deposits — every deposit operation: type (top-up or charge), payment method, branch, user, balance after the operation, operator, date and amount. The Balance column shows the balance after that specific operation, not the current one — the current balance is shown in the Users list, in the Balance column.

Closing the payment screen with the cross cancels the checkout — the payment has not been made yet. The administrator handles questions about payments that have already been made.

Step 10. Close the shift

  1. Count the cash in the drawer and check your shift's operations in Reports → Shift Log: it shows the shift, the starting cash and the expected amount for each payment method. Keep in mind that a shift lasts from opening to closing and may not match the calendar day.

  2. If needed, take an interim total: POS → Actions → X-Report (Register). This is a cash report that does not close the shift — you can take it as many times as you want.

  3. Open POS → Actions → Shift Management. On the Active Shifts page, find your shift and click End.

  4. In the Close Shift dialog, compare the expected and actual amounts for each payment method and click Continue.

IMAGE: Close Shift dialog with expected and actual amounts for each payment method

If the amounts do not match, find the cause first. Do not enter the expected amount instead of the actual one.

If you signed out of Gizmo Manager without closing the shift, the What would you like to do? screen appears the next time you sign in, with a choice: Continue Open Shift or Close Open Shift.

Result

  • The operator opens a shift on their register and closes it with a cash reconciliation.

  • The operator registers guests, sells time products and products, tops up deposits and logs guests in on free hosts.

  • The operator makes reservations, helps guests with passwords and session history and closes frozen games.

  • All operations are visible in the payment log, the deposit log and the shift log.

If you have questions about your work, contact the club administrator or Gizmo support.