Configuring Your Account Settings

The Account page is your central hub for customizing how Flow Roll works for your gym. From managing membership tiers to enabling AI features, this page puts you in full control of your academy's operations.

[!IMPORTANT] Gym-wide configuration is admin-only — the Member Configuration and Dashboard Preferences sections, plus linking Stripe and the Show Dashboard & Products in menu switch. Editors and viewers see a "You have view-only access for this gym configuration." note under those section titles, with the controls greyed out. The exceptions are Create members from Stripe, Link Members to Stripe and Start Membership Billing, which editors can use too.

Your own settings are a different matter — your notification toggles, the Onboarding section, and biometric login are yours to change whatever your role.

[!NOTE] Belong to more than one gym? A Select Gym dropdown sits beside the page title. Flow Roll remembers your choice per account on that device, so you return to the same gym next time you sign in — even after signing out.

1. Managing Gym Staff and Users

If you are a gym admin or owner, you can manage your coaching staff's access to the gym.

1. Navigate to the Account page (gear icon).
2. Under your personal details section, select Manage Users (group icon).
3. From here, you can invite new staff members, assign them specific roles (Admin, Editor, or Viewer), and remove access for former employees.

2. Onboarding & Feature Tours

You can toggle the visibility of the guided setup checklist on your dashboard or replay feature tours for different parts of the app. These settings are device-local, meaning they only affect the device you are currently using.

1. Navigate to the Account page (gear icon).
2. Scroll to the Onboarding section.
3. Toggle Show setup checklist to hide or reveal the setup checklist on your dashboard.
4. Click Replay Dashboard tour to relaunch the dashboard walkthrough, or click Show More to reveal the rest (Members, Follow Up, Leads, Schedule, and Products). The Dashboard and Products tours only appear while Show Dashboard & Products in menu is turned on.

3. Core Configurations

The Member Configuration section allows you to tailor the Flow Roll experience to your specific martial art and business model.

Setting Up Your Martial Arts & Belt Systems

Flow Roll lets your gym offer one or more martial arts, each with its own optional belt system. Member ranks are tracked per art, so a student can hold different belts in different disciplines.

1. Scroll to the Member Configuration section and locate Martial Arts.
2. Select Edit (pencil icon).
3. For each art, pick it from the Martial Art dropdown (or choose Other and type its name).
4. To track rank for that art, toggle Belt System on and choose a predefined system (like Brazilian Jiu-Jitsu, Judo, or Karate), or select Create Custom Belt System to enter your own belt colors in order from lowest to highest.
5. Use Add martial art to offer more disciplines, then click Save.

Setting a Trial Period

Configure how many free days a new member gets before their paid subscription kicks in.

1. Locate Trial Period (calendar icon) in the Member Configuration section.
2. Choose from the available options (e.g., 0, 3, 7, 14, 21, 30, 60, or 90 days).

Enabling Attendance Limits

If your memberships limit how often students can attend, Flow Roll can warn your staff at check-in when someone goes over. Checking in a member who has reached the limit shows a Limit Exceeded! prompt with Cancel and Add Anyway — staff can always let them in, so treat this as a reminder rather than a lock.

1. Toggle Enable Attendance Limits on.
2. Select the Max Visits number.
3. Select the Period (Per Day, Per Week, or Per Month).

4. Privacy & AI Features

Both of these switches live in the Dashboard Preferences section.

Hiding Financial Values

If you use Flow Roll on a public-facing device (like a front desk iPad), you can hide your gym's revenue metrics.

• Toggle Show Dashboard Values off. A Values Hidden by Admin banner appears at the top, names and amounts are masked, and the revenue chart is replaced by a Chart Hidden by Admin — Enable in Account Settings placeholder.

Enabling AI Summaries

Flow Roll can use AI to automatically summarize your gym's financial performance on the dashboard — revenue, refunds, disputes, and failed payments. (The dashboard covers billing only; attendance lives on the Members and Check-In pages.)

• Toggle AI Summaries on to activate the smart assistant.

5. Managing Membership Tiers

Tiers represent the different plans you offer to your students (e.g., Basic, Unlimited, Kids).

1. Scroll to the Membership Tiers section.
2. Select Add Tier (plus icon).
3. Enter a Tier Name.
4. (Optional) Toggle Attendance Limit to set specific attendance restrictions just for this tier, overriding the global limit.
5. Select Save.

6. Security & Notifications

Biometric Login

For faster, secure access on mobile devices, you can enable Biometric Login (FaceID / Fingerprint).

• Locate the Security section (shown only on devices with biometrics) and toggle Enable Face ID or Enable Touch ID.

Lead & Billing Notifications

Never miss a prospective student. Notification settings live on a page of their own: scroll to Notification Preferences and select New leads & member billing.

That page holds two cards laid out identically—NEW LEADS (a prospect submitted your web form) and MEMBER & BILLING (a member's billing changed: cancellations, pauses, failed payments, or trials).

Your own alerts. Each card holds your own Push notifications and Email toggles—for admins and editors, your row sits first under Who gets notified; viewers just see their own settings. Toggle Push notifications for a push on your device, Email for a personal email.

Your team's alerts. Who gets notified lists your other admins and editors with Push and Email chips—on the NEW LEADS card a lit Email chip means opted in, on MEMBER & BILLING it means they hold one of the 3 email slots. The chips are read-only, and the switch beside each name includes or excludes that teammate from the card's alerts entirely. Flow Roll confirms before switching anyone off. Only admins can change someone else's settings—and an admin can't switch off another admin, though they can switch a previously excluded admin back on. Up to 3 people per card can receive emails (push is unlimited), and viewers never receive new-lead or billing alerts.

Shared inboxes. Each card can copy one shared inbox on every alert (admins only). Toggle CC an inbox and enter the address under Inbox Email—useful for a front desk or a back-office billing address.

[!NOTE] Keeping billing issues admin-only. In the MEMBER & BILLING card, switch Let staff see billing issues off and only admins will see payment problems or receive billing alerts—member payment status still appears on the member list. Leave it on to decide per role with the Editors and Viewers toggles beneath it.

7. Stripe Integration

To fully automate your billing and track subscriptions directly in Flow Roll, you need to connect a Stripe account.

1. Scroll to the Stripe Integration section.
2. Click Link Stripe Account to Gym.
3. You will be redirected to Stripe's secure portal to authorize the connection. Once completed, your dashboard will automatically populate with real-time financial data.

Once connected, the same section walks you through the rest in order: create members for the Stripe customers who aren't in Flow Roll yet (Create members from Stripe), link your existing roster to their Stripe customers (Link Members to Stripe), and start billing for migrated members (Start Membership Billing).

Showing or Hiding Dashboard & Products

If your gym doesn't use Stripe Billing, you can declutter your navigation menu. At the bottom of Stripe Integration, toggle Show Dashboard & Products in menu off to remove the Dashboard and Products pages from the navigation menu.

Managing Member Subscriptions

When Stripe is linked, admins can review and adjust every member subscription from one screen.

1. In the Stripe Integration section, click Manage Subscriptions (sliders icon).
2. Filter the list by All, Active, Trialing, Paused, or Past due.
3. Click any member's subscription to manage it with Pause Subscription, Resume Subscription, or Cancel Subscription. Payment-failure reasons and retry dates are shown inline so you can follow up quickly.

[!NOTE] Canceled and expired subscriptions don't appear here — open the member's profile to see their full billing history.