Customer accounts

The Users tab is the database of all the club's customers: regular guests with a login and password, and one-time visitors from guest groups. For each account you can see which group it belongs to, how much money, time and points the guest has, and whether they are sitting at a host right now.

A regular guest is better off with their own account: money on the deposit, purchased time and points are kept between visits, and discounts and access to hosts are defined by their group. Below is how to prepare the rules, create an account, assign a group and top up the deposit.

Step 1. Check the password policy

The password policy sets the requirements for a customer's password. If a password does not meet them, it cannot be saved — so first check which requirements are turned on.

  1. Open Settings → Client → Shell, the Password Policy block.

  2. Set the Minimum Password Length and the Maximum Password Length.

  3. In the Password Must Contain field, mark the required character groups: lowercase letters, uppercase letters, digits. You can turn on several requirements at once.

Changes in the Shell section take effect only after Gizmo Client is restarted.

If a password for a customer account is not saved, most often it does not meet the policy: for example, uppercase letters are required, but the password is typed only in lowercase. Come up with a password that meets the requirements, or relax them. Keep in mind that simpler passwords are easier to guess.

Step 2. Prepare a group for new customers

New accounts go to the group marked as the Default Group in the list of groups. The group defines the guest's discount, the hosts available to them and what they can pay for time with.

  1. Open Users → User Groups and check which group is marked in the Default Group column.

  2. Open the card of this group by double-clicking its row and check the main blocks:

    • Required User Information — the pencil icon opens a window where you mark the required fields of the customer card: First Name, Last Name, Date of Birth, Email, Phone and others;

    • Billing — the allowed sources of payment for time: Time Product and Deposits;

    • Settings — Login from Manager (the operator can sit the guest at a host from Gizmo Manager) and Login from Host (the guest logs in on their own on the client PC).

  3. Save the card.

How to make another group the default group:

This section is under development.

How to create and set up groups is described in User groups, and all card fields are in the User group card article.

Step 3. Create a customer account

Manually at the front desk

  1. Open the Users section — the Users tab opens first.

  2. Click Create User in the top right corner — an empty user card opens.

  3. In the User Information block, fill in the First Name, Last Name and Username — this is the login the guest uses to log in to the client shell, and the field is required. If needed, enter the Email, Phone and Mobile Phone, as well as the required fields marked in the group.

  4. In the User Organization block, check the User Group. For regular customers, Members works — this is the group of registered customers.

  5. Click Save in the top right corner — the user appears in the general list.

The card also has other blocks: Status (the Account Disabled and Request User Info checkboxes), Notes and Attributes.

How to set a password when you create an account:

This section is under development.

Self-registration by the guest

A guest can register on their own, without an operator. Open Settings → Client → Shell, the User Registration block:

  • Client Registration — a self-registration screen appears in Gizmo Client;

  • Web Registration Portal — the registration screen becomes available on the web portal. You can open the portal link in Settings → Others → About, the Modules block → User Registration Portal — see the About article;

  • Registration Confirmation — email or phone verification is requested at registration; the method is chosen after you turn on the option;

  • Password Recovery — a password recovery screen appears in Gizmo Client; the method (email or phone) is chosen after you turn on the option.

For registration confirmation and password recovery, set up the communication method for the selected method — for more details, see the Communication methods article.

Email and SMS templates with the confirmation code. You can change the text of the message the guest gets at registration:

  1. On the server, open the C:\Program Files\NETProjects\Gizmo Server\templates folder.

  2. For the email, rename the RegisterByCodeWithEmail.example file to RegisterByCodeWithEmail; for SMS, rename RegisterByCodeWithMobile.example to RegisterByCodeWithMobile.

  3. Change the text in any text editor and save the file.

To make the guest accept the club rules at registration, set up the user agreement.

Many customers at once

If you already have a customer database in an Excel spreadsheet, upload it with the Import Users button: specify the Phone Country Code and drag the file into the upload area (.xls, .xlsx and other formats, up to 50 MB). The User Audit window finds and merges duplicate records of the same person.

Step 4. Assign a group to the customer

If the guest should go not to the default group but, for example, to "Regulars" or "VIP", change their group:

  1. Find the guest in the Users list — for example, with Search or the User Group filter.

  2. Open the guest's card by double-clicking the row.

  3. In the User Organization block, select the User Group you need and click Save.

The guest's current group is shown in the User Group column of the list.

Step 5. Top up the deposit

A customer has two different values: Deposits — the amount on the deposit, and Balance — the state of the money account. A negative Balance means a debt.

Most often, the deposit is topped up through the register:

  1. Open POS → Sales and find the guest by login or phone number in the Search or create user/guest field.

  2. Click Add Deposit next to the Payment button.

  3. In the Deposit window, enter the amount in the Enter amount field and click Apply — a Deposit line appears in the cart.

  4. Click Payment, choose the method — for example, Cash — and click Pay.

You can also open the top-up window elsewhere:

  • From the user list — select the record with a checkbox, click the "..." icon and choose Deposit. The keyboard shortcut is CTRL+D.

  • From the club map — on the Map, select the gaming station the guest is sitting at, and click Deposit in the POS category. The action is not available if no customer is logged in on the PC.

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

The history of top-ups and charges is in POS → Deposits and on the Deposits tab of the guest's card. The Balance column in the history shows the amount left after a specific operation, and the current amount is shown in the Users list.

For the guest to be able to pay for time from the deposit, the Deposits source must be turned on in the Billing block of their group's card.

Step 6. Sit the guest at a host

  • The guest logs in to the shell on their own, with their login and password — if Login from Host is turned on in their group.

  • The operator can sit the guest down themselves: select the record in the list and click Log In (CTRL+L). To end the session, click Log Out (CTRL+ALT+L).

Guests without an account

A one-time visitor does not have to register: they can play as an unregistered customer from a guest group. For this:

  • in the group card, the Used For field must be set to Guests Only or Registered and Guests;

  • in the cards of the time products and products the guest will buy, the Unregistered option must be turned on. For more details, see the Time product card and Product card articles.

Password reset

If a guest forgot their password:

  1. Open the guest's card by double-clicking the row in the Users list.

  2. Click Actions in the top right corner of the card and select Reset Password.

  3. Confirm the action with the Reset Password button in the dialog.

The reset takes effect immediately: the password is cleared, the guest logs in with the login only and sets a new password after logging in.

Reset a password only at the request of the account owner and after you have made sure it is really them.

Ban and deletion

  • Ban — blocks the guest's access to hosts. A ban can be permanent — until Unban — or for a set period. Ban reasons are set in advance as a list in Settings → Policies → Ban Reasons, so that you do not have to type free text every time. For more details, see the Ban reasons article.

  • Unban — removes the ban. The Unban, Delete, Hard Delete and Restore actions are in the "..." → Other Actions menu.

  • You can find banned and deleted records with the Banned and Deleted filters above the table.

The operator needs permissions for these actions. In the permission card, the User category has separate permissions: Create, Reset Password, Change User Group, Ban User, Unban User, Delete, Permanent Delete, and the Sales category has Deposit. For more details, see the Permission card article.

Result

  • The guest has their own account: they log in to the shell with a login and a password that meets the club's password policy.

  • The guest belongs to the right group — it defines their discount, the available hosts and the ways to pay for time.

  • Money on the deposit is kept between visits and is charged for time if the Deposits source is turned on in the group.

The tab and all actions are described in the Users article, and the registration settings and password policy in the Shell article. How to let guests play on credit is described in How to enable postpay.