Managing Member Profiles

Every student in Flow Roll has a dedicated Member Profile page. This is your central hub for viewing their attendance history, updating their contact information, tracking their belt progression, and managing their billing connection.

1. Quick Communication

You can reach out to a member directly from their profile page without having to manually copy and paste their contact info or open a separate app.

How to quickly contact a member:

1. Tap their Email Address to immediately open your device's native email app with a blank draft.
2. Tap their Phone Number or Emergency Contact Phone to immediately open your device's phone dialer and call them.

2. Generating a Check-In QR Code

Flow Roll allows you to generate a unique, personal QR code for each member. They can save this code on their phone and scan it themselves at the check-in kiosk, or a staff member can check them in from the Members roster.

How to share a QR code:

1. Open the member's profile.
2. Click the ⋮ (more options) button at the top right, then Check-in QR Code.
3. A page displaying their unique, scannable code will appear.
4. You can have the member take a picture of your screen, or use your device's native sharing options (like AirDrop or Messages) to send the direct link to them.

9. Inviting a Member to Mat Log (Athlete Companion App)

Members can track their attendance, view gym classes, and RSVP using Mat Log, the companion app for athletes.

How to manage Mat Log access:

1. Open the member's profile.
2. Click the ⋮ (more options) button at the top right.
3. If they are not linked yet, select Invite to Mat Log (Flow Roll prompts you to enter an email if none is on file). Flow Roll sends the invitation email immediately.
4. Once invited or connected, select Manage Mat Log in the same menu to view their status, Resend Invite, Revoke Invite, or Disconnect Mat Log.

(Note: Invite to Mat Log and Manage Mat Log are available to gym admins and editors.)

9. Editing Profile Information

Whether a member got promoted to a new belt, changed their phone number, or needs their membership paused, keeping their profile up to date takes only seconds.

How to edit a member's profile:

1. Select the Edit button (located at both the top right and bottom of the profile page).
2. Update their photo: Tap the camera icon over their current photo to take a new picture or choose one from your gallery. The app includes a built-in cropper so you can center the image perfectly.

   [!NOTE] Profile pictures are uploaded and saved immediately, even before you hit the Update Member button.

3. Update personal details: Edit their name, birthday, email, phone number, and emergency contact details.
4. Update belt rank and attendance: For each martial art your gym tracks with a belt system, set the member's Belt (or leave it as Not ranked) and, if that art tracks stripes, their number of Belt Stripes — which becomes Belt Degree once they reach black belt. You can also manually override their attendance stats (Total Visits and Visits Since Promotion).
5. Update membership: Change their assigned Membership Tier or manually override their Status (e.g., setting them to Paused or Canceled). For cash or externally billed members, set a Paid Through date — when that date passes, the member automatically shows as Payment Due and staff are alerted at check-in.

   [!NOTE] The manual Status and Paid Through fields are hidden while a Stripe subscription manages the member — their status and renewal come straight from Stripe.

6. Add notes: Toggle follow-up reminders, set follow-up dates, or write internal staff notes.
7. Select Update Member to apply your changes.

[!NOTE] Editing here corrects a rank without recording a promotion. To log an actual belt promotion (which stamps the date and resets the attendance counter), use Promote Member instead — see below.

Signing Their Waiver

Members sign your gym's waiver straight from their profile, so you never have to leave the page to get one on file.

• They haven't signed yet: click Sign Waiver (grey pen icon) near the bottom of the profile, hand the device over, and have them sign.
• They have signed: the profile shows View Signed Waiver (date) (green pen icon) — click it to read the signed document. Re-sign beside it captures a fresh signature; Flow Roll asks Re-sign waiver? first and explains that the current signature is archived and stays viewable under View Waivers.

Once they've signed more than once, a Waiver History section lists each earlier version. A separate Waivers section holds waivers kept under this member for other people — a parent's waiver for their child, for instance — and is read-only here.

[!NOTE] Upload your gym's master waiver on the Waivers page before collecting any signatures.

Clearing the "Needs Review" Badge

A member created from one of your Stripe customers opens with a Created from Stripe · Mark reviewed chip near the top of their profile, because Stripe only holds a name and email. Fill in what's missing — phone number, emergency contact, belt — then click the chip to clear the badge from their profile and from the roster. Admins and editors can clear it; viewers see the chip but can't click it.

9. Promoting a Member

When a student earns a new belt or stripe, use Promote Member to record it as a dated event. Unlike editing—which simply corrects a rank—promoting advances the member's rank, resets their Visits Since Promotion counter, and adds a permanent entry to their promotion history.

How to promote a member:

1. Open the member's profile, scroll to the bottom, and select Promote Member.

   [!NOTE] The Promote Member button only appears when your gym has at least one martial art that uses a belt system.

2. If your gym tracks more than one belt-using discipline, select the Discipline to promote in — their Current rank is shown for reference.
3. Choose the New belt, and the number of Stripes (or Degrees at black belt) if that art tracks them.
4. Set the Awarded on date (it defaults to today).
5. Optionally add a Note, such as "Promoted at Saturday seminar."
6. Select Promote to save.

Each profile has a Promotion History section listing every recorded promotion—the discipline, the belt or stripe change, the date, and any note. Click Show all to expand a long history, and each belt rank on the profile shows the date of its most recent promotion.

[!NOTE] Owners and admins can remove a mistaken entry with its Delete record (trash) icon. Staff can view the history but can't delete entries.

9. Membership Status & Recording Payments

Every billing action for a member lives behind a single button. Scroll to the bottom of the profile and click Manage Billing — or Set Up Billing if the member doesn't have billing set up yet — to open the billing hub, which surfaces only the actions that apply to that member.

The profile displays the member's current Membership Status as a single color-coded pill with an info icon—tap it to pull up the full status legend. Just below, a billing line tells you who manages the member: Billed through Stripe, or Cash / manual billing — paid through a specific date (or that no paid-through date is set yet).

For cash members, log a payment whenever they pay so their status stays accurate:

1. Scroll to the bottom of the member's profile and click Manage Billing (or Set Up Billing).
2. In the billing hub, select Record Payment.
3. Confirm or adjust the new Paid Through date (it defaults to one month ahead).
4. Select Save.

This pushes their Paid Through date forward and instantly flips a lapsed Payment Due member back to Active.

[!NOTE] The Record Payment row appears for members who aren't billed by a Stripe subscription—before billing is set up, for cash/manual members, and for members linked to a Stripe customer with no subscription record. Once a member has any Stripe subscription on file (even a paused or canceled one), the hub shows their subscription controls instead (see below).

9. Linking a Stripe Customer

To automatically track a member's active payments, failed charges, and cancellations, their Flow Roll profile needs to be linked to their Stripe billing account.

How to link or unlink an account:

1. Scroll to the bottom of the member's profile and click Set Up Billing (or Manage Billing) to open the billing hub.
2. If they are not connected, select Link Stripe Customer to search your Stripe account and attach their billing profile.
3. If they are already connected, the hub's Danger zone shows Unlink Stripe Customer. Selecting it cleanly disconnects their Flow Roll profile from Stripe — but it does not cancel their active Stripe subscriptions, which keep billing until you cancel them in Stripe.

[!TIP] If you have a large roster and want to connect everyone at once instead of doing it one-by-one, you can bulk-link members to Stripe directly from the Account page.

9. Updating a Card or Starting Billing

Once a member is linked to Stripe, open Manage Billing to find two more actions in the hub, depending on their situation:

• Update Payment Method — Available for any Stripe-linked member. Enter a new card on their behalf: it becomes their default card and, if they have active subscriptions, those are repointed to the new card. Perfect for when a payment fails or a card expires.
• Start Membership Billing — Appears when a member is linked but doesn't have a subscription yet (for example, a card imported during a processor migration). Assign them a plan and begin billing that single member. (A member whose plan was canceled keeps their subscription view — unlink them first to start over.)

9. Sending a Payment Link

Rather than taking a card at the front desk, you can text or email a member a secure Stripe link and let them pay on their own phone. Look for Send Payment Link in the billing hub—it appears for members who aren't linked to a Stripe subscription yet. A paused member sees the subscription controls instead; a canceled-only member sees a "subscription has been canceled" notice—unlink them (Unlink Stripe Customer in the Danger zone) before sending a payment link.

1. Scroll to the bottom of the member's profile and click Manage Billing (or Set Up Billing).
2. Select Send Payment Link.
3. Choose the membership to bill from the Select a plan dropdown.
4. Click Create Link.
5. Deliver it with Send by Text or Send by Email (each appears only when a phone number or email is on file), or hit Copy Link to paste it wherever you like.

[!IMPORTANT] The link expires in 24 hours and can only be paid once—and creating a new link for the same member stops the earlier one from working, so always send the newest link. Their membership switches on automatically the moment they pay—no follow-up needed on your end.

9. Managing a Member's Subscription

Once a member is linked to Stripe, you can adjust their billing right from their profile—no need to dig through your Stripe dashboard.

1. Scroll to the bottom of the member's profile and click Manage Billing.
2. Each of the member's subscriptions appears inline in the hub, with the controls that apply: Pause Subscription, Resume Subscription, or Cancel Subscription — plus Cancel Immediately, Undo Cancellation, or Update Payment Method when relevant.
3. If a recent payment failed, you'll see why and when Stripe will retry.

10. Deleting a Member

If a student leaves permanently or a duplicate profile was created by accident, you can completely delete them from the system.

How to delete a member:

1. Open the member's profile.
2. Click the ⋮ (more options) button at the top right, then the red Delete Member. It's in the same menu on the edit screen, so you can delete without saving first.
3. A Delete Member confirmation appears. Select Delete to permanently remove their profile.

[!NOTE] Only gym admins see Delete Member in the menu. Staff with editor or viewer access can update a profile but cannot delete it.

[!TIP] The confirmation has a Don't ask again checkbox. Ticking it means future deletions happen straight away on that device, with no confirmation — leave it unticked unless you're clearing out a batch of duplicates. The setting is per device, not gym-wide.

[!WARNING] Deleting a member cannot be undone. All of their attendance history and personal notes will be permanently lost. Their signed waiver is kept — it moves to the Archived tab on the Waivers page.