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.

[!NOTE] You must have Owner or Admin permissions to access and edit most of these configuration settings.

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 (profile 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 (like Coach or Admin), 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 (profile icon).
2. Scroll to the Onboarding section.
3. Toggle Show setup checklist to hide or reveal the setup checklist on your dashboard.
4. Click on any of the Replay tour options (e.g., Dashboard, Members, Schedule) to launch the guided walkthrough for that feature.

3. Core Configurations

The 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 Custom 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 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, you can enforce those limits automatically based on their check-ins.

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

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. Your financial charts will be replaced with a privacy banner.

Enabling AI Summaries

Flow Roll can use AI to automatically summarize your gym's performance on the dashboard, analyzing trends in attendance and revenue.

• 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.

6. Security & Notifications

Biometric Login

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

• Locate the Security section and toggle Enable Biometric Login.

Lead & billing notifications

Never miss a prospective student. You can choose how you and your team are alerted when a new lead fills out your web form.

• In the Notification Preferences section, toggle Push notification for new leads (alerts this gym's devices) and/or Email me about new leads (a personal email to you).
• Toggle Member & billing alerts to get a push whenever a member's billing status changes — cancellations, pauses, failed payments, or trials.
• Toggle CC a shared inbox and enter an address to copy a front-desk or shared inbox on every new lead — independent of your personal settings above.
• Admins can also toggle Email billing alerts and enter one or more addresses to email a back-office inbox when a member's subscription changes or a payment fails (gym-wide, separate from your personal alerts).
• Expand Lead Notifications → Who gets notified to see every admin and editor, with tags showing what each person turned on. Switch someone off to stop their lead alerts.

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 lets you 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 Pause, Resume, or Cancel it. 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.