How to | Use the Pro Shop with a Barcode Scanner

Add products, sell faster, and keep inventory accurate

Who is this for? Program Directors, Admins, Front Desk
What you’ll need:

• A barcode scanner (USB dongle or Bluetooth)

• An iPad/computer logged into GB Members → Pro Shop
  
  

1) Scanner Setup

You can use either:

• USB/Dongle scanner (recommended for front desk computers) – simple and reliable; just plug in the receiver or cable.

• Bluetooth scanner (great for tablets/kiosks) – pair via Settings → Bluetooth on your device.

2) Add Inventory by Scanning

Use this flow when new products arrive.

1. Go to Pro Shop → Record Stock.

2. Click the barcode icon (not the white typing field).

• If your cursor is in the white box, the scan will paste raw numbers rather than trigger the product lookup.
  
  

3. Scan the item’s barcode.

• If found, the product appears.

4. Select Size/Variant (e.g., S / M / L, OS).

5. Enter Quantity → Add to Stock.
   
   

Best practice:

• Scan each stack of the same SKU/size (rather than selecting size manually). Packaging and labels can be very similar—scanning ensures perfect SKU/size accuracy and prevents shrinkage or miscounts.

3) When a Scan Doesn’t Find the Product

Sometimes a brand-new GB Wear item isn't searchable by barcode yet (e.g., the SKU is missing “OS”).

Try this quick sequence:

1. In Record Stock, search by name/keyword (e.g., “tactical bag”, “ranked rash guard”).

2. If you locate it, open Edit Product and confirm:

• SKU exactly matches the tag (including “OS” if present).

• Variants (sizes/colors) are set.

3. Save, do a refresh of the Pro Shop page, and try scanning again.

4. If the item is still not discoverable by scan:

• Workaround: Add stock by searching name and choosing the right variant—then log a note for Support (we’ll sync with GB Wear/Dev to correct the SKU mapping).

Faster lookup tip: If searching thousands of items is slow, search the product on GB Wear first to copy the exact SKU/name, then paste into Pro Shop search.

4) Add Custom Products (Non–GB Wear)

For custom apparel or school-specific items:

1. Pro Shop → Edit Products → New (or edit an existing custom item).

2. Enter Name, Color/Variant, upload an image.

3. Set Cost (your cost) and Price (retail).

4. Add Categories (e.g., Apparel → Shirts).

5. Save, then Record Stock to add quantities.

• If the vendor didn’t supply barcodes, you can print or assign your own.

5) Sell with the Scanner

1. Go to Pro Shop (any category).

2. Scan the item → verify size/variant → Add to Cart.

3. Click Keep Shopping to scan more items.

4. At the bottom cart, check tax/discounts.

5. Checkout → Select Member (or Guest if allowed) → Pay Now.

6. Use the Email Receipt option at payment confirmation.
   
   

Owner tip: “Everything I sell gets scanned.”
This keeps inventory tight and removes guesswork for part-time staff.

6) Refunds & Inventory

• When you refund properly through the Pro Shop, the system will adjust inventory.

• If you exchange without refunding/charging (straight swap), remember to manually adjust stock to keep counts accurate.

7) Common Pitfalls & Fixes

• Scan just types numbers → Click the barcode icon first, then scan.

• Item not found by barcode → Search by name/keyword, confirm SKU (incl. OS) in Edit Product, Save → hard refresh → rescan.

• Similar labels (men/women/edition) → Always scan; don’t rely on look-alike packaging.

• New GB Wear drop not in CRM yet → Add by name now; report SKU mismatch so Support can sync with GB Wear/Dev.

8) Roles & Setup Suggestions

• Front Desk: scanning at checkout, quick adds to cart, email receipts.

• Inventory Lead (weekly/quarterly): record stock on arrivals, run reports, audit counts.

• Owner/PD: monitor trends, spot re-order needs, set pricing/margins.

FAQs

Q: My scanner isn’t Bluetooth—can I still use it?

Yes. USB/dongle scanners work great on desktops/laptops and can be more reliable.

Q: The barcode won’t scan a brand-new item.

Search by product name, add stock, then log the SKU issue to Support so we can sync it (often an “OS” or variant mismatch).

Q: Can I forecast what to buy?

Most owners rely on the Purchase Items Report + local knowledge. Use it to confirm which sizes/variants move most before big orders.

Need Assistance?

For further assistance or clarifications, please contact northamerica@graciebarra.com

You can also schedule a 1-1 consultation: https://graciebarra.link/gbmembers-consultation