Navigating the Members Page

The Members page is the heart of Flow Roll. It serves as your central hub for viewing your gym's complete student roster, tracking attendance, and directly managing your students' accounts.

1. Viewing the Member Roster

The main roster displays all your students in an organized list format. For each member, you can see their:

• Name
• Belt Rank
• Member Status (e.g., Active, Trial, Due Soon, Payment Due, Paused)
• Last Visit date
• Visits (how many times they've attended class since their last belt/stripe promotion)
• Check In — a sticky column pinned to the right of the roster; tap the + on any member's row to record a visit without leaving the page (the − removes one, after a confirmation)

To view a student's full profile, assign them a membership, or edit their details, simply click or tap on their name in the roster.

Roster Badges

Two small badges sit just before a member's name so you can spot who needs something without opening them:

• No waiver on file (orange scroll-and-pen icon) — they have never signed your gym's waiver. Open the member to sign it from their profile.
• Created from Stripe — details need review (pencil-and-note icon) — the member was created from one of your Stripe customers, so Flow Roll only has the name and email Stripe holds. Open them, fill in what's missing (phone, emergency contact, belt), and click Mark reviewed.

[!NOTE] Click the info icon at the far left of the Name column header to open the Roster Badges dialog, where Show waiver badges and Show Stripe review badges can each be turned off for everyone at the gym. Only gym admins can change these. Hiding a badge only affects the roster — checking in a member without a waiver on file still shows the front-desk reminder.

2. Searching for Members

If you need to find a specific student quickly, use the search bar located at the top of the page.

1. Select Members (list icon) from the left navigation menu.
2. Select the Search bar at the top of the page.
3. Start typing a member's name, status, belt, or martial art—the roster filters down a moment after you stop typing.

3. Filtering and Sorting the Roster

You can customize how the roster is displayed to help you manage specific groups of students, like checking up on your Kids classes or managing members at a specific location.

1. Select the Filter (three-line icon) button to open the Filter Members menu. On a wide screen it sits just left of the Search bar in the title row; on a phone it sits at the left end of the Search bar, below the title.
2. In the menu, you can:
   • Choose a specific gym branch from the Selected Gym dropdown (if you own multiple branches).
   • Filter by Age group (All, Kids (under 16), or Adults (16+)).
   • Filter by Member status—select a chip for each status you want to see.
   • Filter by Needs attention—select No waiver or Needs review (Stripe) to show only the members carrying that roster badge.
   • Change the Sort by order (First Name, Last Name, Last Visit, Joined Date, or Total Visits).
3. Your selections apply to the roster instantly as you make them. Select the close button when you're done to return to the roster.

Filtering by Member Status

Member status is a multi-select—pick one chip per status, for instance Payment Due and Payment Issue together to pull up everyone who owes you money in one view. The chips are tinted to match the roster's status pills. The Payment Issue chip covers the legend's Issue status (Stripe payment problems) and appears while your gym is connected to Stripe or any member still carries a Stripe payment problem; an Unknown chip covers members whose status can't be determined.

There's no "All" chip by design: selecting nothing already means everyone. To reset, select Clear next to Member status.

Filtering by What Needs Attention

Needs attention is the quickest way to work through the roster badges. Select No waiver to list everyone who has never signed, or Needs review (Stripe) to list the members created from your Stripe customers whose details nobody has filled in yet. Selecting both shows everyone in either group; selecting none turns the filter off, and Clear next to Needs attention resets it.

The Needs review (Stripe) chip only appears while your gym is connected to Stripe or a member still carries the review badge.

[!TIP] Active Filter Indicator: Whenever the age group, member status, or needs-attention filter is set away from its default, a small blue dot appears on the Filter icon to remind you that you aren't viewing the full list! (Changing the gym or sort order doesn't light it.)

4. Understanding Member Statuses

Every member shows exactly one color-coded status, so you can spot at a glance who needs attention. A link icon inside the pill means Stripe manages that status (a broken-link icon means Stripe managed it and the subscription has ended) and it updates automatically with their subscription; no icon means you manage it yourself — either by hand or with a Paid Through date for cash members.

If you aren't sure what a specific color or icon means:

1. Tap the Member Status column header at the top of the roster.
2. A legend will pop up explaining each status:
   • Active (green) — Membership in good standing.
   • Trial (blue) — On a trial.
   • Due Soon (orange) — A cash member's Paid Through date is within the next 7 days.
   • Payment Due (red) — A cash member's Paid Through date has passed; they need to pay.
   • Paused (slate) — Membership paused.
   • Past Due / Unpaid / Incomplete / Expired (red) — a Stripe payment problem. This legend row only appears when your gym is connected to Stripe, and the pill on the roster shows the exact reason.
   • Canceled (gray) — Membership ended.

[!TIP] Cash members: Set a Paid Through date on the member's profile. When it passes, they automatically show as Payment Due and staff are alerted at check-in. Use Record Payment to move the date forward once they've paid.

5. Viewing Important Alerts

Flow Roll automatically alerts you to important events, such as a member's upcoming birthday or a failed payment notification.

1. Look for the Notifications (bell icon) just to the right of the Members heading at the top left of the page. If there are new alerts, it will show a colored badge with a number inside.
2. Select the bell icon to open your alerts sheet — the first time, allow notifications when your device asks. If you've previously denied them you'll get an Enable Notifications prompt instead — select Open Settings to jump to your device settings and turn them on, or Not now to skip.

6. Sending Emails and Text Messages

You can send a mass broadcast email or text message (SMS) to your members directly from the Members page. This feature securely opens your device's native email or messaging app with your members' contact info automatically added (emails are always added via BCC to protect privacy).

1. Select the Notify Members (megaphone icon) button in the row of icons next to the Members heading at the top left of the page.
2. Choose whether you want to send an Email, Text, or Both.
3. Type your message — a Subject field also appears when you choose Email or Both.
4. Select Send Notification to open your device's native apps with everything pre-filled.

7. Adding a New Member Manually

If a student cannot sign themselves up via the gym's public portal, you can manually create a profile for them.

1. Select the Add Member (+) floating button in the bottom right corner.
2. Fill out their information — First Name, Last Name, Phone, and Emergency Contact Phone are required — then save to create their profile.

(Note: You can also convert a lead into a full member directly from the Leads board. If you need to import a large list of members from a previous software, select Import Members (download icon) at the top of the page. To let members check themselves in by name or QR code, select Check-In Kiosk (calendar-check icon) in the same row of icons.)