Getting Started with Flow Roll

Welcome to Flow Roll! Whether you're moving from another platform or setting up your academy's software for the first time, this guide will walk you through the essential steps to get your gym up and running smoothly.

1. Configure Your Academy Settings

Before you start adding members, it's crucial to ensure your academy's foundational settings are tailored to how you run your classes.

Initial Setup During Registration: When you first created your Flow Roll account, you were asked to provide your gym's basic information, select your martial art, and configure your Belt System. This ensures your academy is ready to go from day one.

Updating your Belt System later: If you skipped this step during sign-up or need to make changes later:

1. Navigate to the Account page (profile icon).
2. Scroll to the Configuration section and locate Belt System.
3. Select Edit (pencil icon).
4. Choose a predefined martial arts system (like Brazilian Jiu-Jitsu, Judo, or Karate) or select Custom to enter your own belt colors from lowest to highest rank.

Creating Membership Tiers: Set up the different plans you offer your students.

1. On the Account page, scroll to Membership Tiers.
2. Select Add Tier to define your plans (e.g., "Basic", "Unlimited", "Kids Program").
3. You can optionally toggle Attendance Limit to restrict how often a member on this tier can attend classes per day, week, or month.

Enabling AI Summaries: If you want smart, AI-driven insights about your gym's health and member retention on your dashboard, toggle AI Summaries on in the Configuration section.

2. Add Your Staff and Members

Once your settings are dialed in, it's time to bring your people into Flow Roll.

Inviting Staff Members: If you have other coaches or admins who need access to manage the gym:

1. Go to the Account page.
2. Select Manage Users under your personal details.
3. Invite your staff members and assign them the appropriate roles (Admin or Coach).

Adding Students: You have two options for bringing your students into the system:

• Manual Entry: Go to the Members page and click the + button in the top right corner to add students one by one.
• Bulk Import: If you have a spreadsheet from your old software, click the Import button on the Members page to upload a CSV file and add everyone at once.

3. Connect to Stripe for Billing

To fully automate your academy, connect Flow Roll to Stripe. This allows you to track subscription statuses directly within your dashboard.

Linking Your Gym:

1. Navigate to the Account page.
2. Scroll to the Stripe Integration section.
3. Click Link Stripe Account to Gym.
4. You will be redirected to Stripe to securely authorize the connection. Once complete, you'll be brought back to Flow Roll.

Linking Members to Subscriptions: After Stripe is connected, you can link your Flow Roll member profiles to their existing Stripe customer records so that Flow Roll automatically tracks if their payments are active or past due.

4. Daily Operations

With your gym set up, you're ready for daily use!

• Taking Attendance: Use the built-in check-in tools to log student attendance. If you set up Attendance Limits on your tiers, Flow Roll will enforce them automatically.
• Monitoring Leads: When prospective students fill out contact forms, they'll appear in your Leads tracker. You can set up push notifications or emails in your Account settings to be alerted instantly.
• Dashboard Insights: Check your dashboard regularly to see your total active members, revenue metrics, and recent attendance trends.