Collecting Membership Payments

Flow Roll bills your members through your own Stripe account, so payouts go directly to your bank and you keep full control of your payment history. This guide covers connecting Stripe, getting members onto plans, and what to do when a card fails.

1. Connecting Your Stripe Account

Flow Roll uses Stripe's standard OAuth connection, so if you already have a Stripe account it keeps its entire history — you're connecting it, not replacing it.

1. Navigate to the Account page (gear icon).
2. Scroll to the Stripe Integration section.
3. Select Link Stripe Account to Gym (link icon). A secure browser window opens where you log into Stripe and authorize Flow Roll.
4. Once authorized you land back in the app, and the button reads Stripe Linked to Gym with a checkmark.

[!IMPORTANT] Your gym needs an active or trialing Flow Roll subscription before you can connect Stripe.

2. Creating a Membership Plan

Plans live on the Products page alongside your one-time items.

1. Open Products (storefront icon) and select the Subscriptions tab.
2. Select the Create Plan floating button (a round + on a phone).
3. Enter a name, description, and price, then pick a Billing Period: Daily, Weekly, Monthly, Yearly, Every 3 months, Every 6 months, or Custom… for any other cadence.
4. Select Create Plan.

For selling merchandise and drop-ins, see Selling Products and Memberships.

3. Getting a Member onto a Plan

There are three routes, depending on whether the member is standing in front of you.

At the Front Desk

1. Open Products → Subscriptions and select the plan's card.
2. Choose New Customer to enter their card, or Existing Customer to charge a card already on file.

[!WARNING] After a New Customer payment, a Member Found! dialog offers Link Profile — select it. The subscription is not attached to their profile automatically.

By Payment Link

When the member isn't at the gym, send them a secure Stripe link and let them pay on their own phone.

1. Open the member's profile from the Members page.
2. Scroll to the bottom and select Manage Billing (or Set Up Billing).
3. Select Send Payment Link.
4. Pick the plan from the Plan dropdown, then select Create Link.
5. Select Copy Link, Send by Text, or Send by Email. Text and Email only appear when the member has a phone number or email on file.

Their membership starts on its own as soon as they pay — nothing for you to do afterwards.

[!NOTE] A link expires after 24 hours and can only be paid once. Creating a new link for the same member stops the previous one working, so always send the most recent one.

Send Payment Link shows up for members not yet tied to a Stripe subscription. A paused member shows subscription controls instead, and a member whose only subscription was canceled shows a "subscription has been canceled" notice — unlink them first with Unlink Stripe Customer in the Danger zone to send a fresh link.

In Bulk, After a Migration

If you're moving from another platform, see Migrating to Flow Roll — it covers linking your whole roster and starting everyone's billing at once.

4. Matching Existing Stripe Customers

Already collecting payments in Stripe? Link members to their existing Stripe customers so their card and history carry over instead of creating duplicates.

In bulk: Navigate to Account → Stripe Integration and select the member-linking button (group add icon), labelled Link Members to Stripe or Link [N] member(s). Flow Roll matches by email address. The Suggestions tab holds what it found, with anything uncertain grouped under Needs review or Shared; members with no email match land on the Manual tab, where Pick a Stripe customer… lets you choose by hand. Once everyone is linked the button is replaced by a green [linked] / [total] members linked pill.

One member at a time: Open their profile, select Manage Billing (or Set Up Billing), then Link Stripe Customer.

Afterwards, select the start-billing button (play icon) in Stripe Integration — labelled Start Membership Billing or Start billing for [N] member(s). If it reads All linked members have a subscription, there's nothing left to start.

5. Managing Subscriptions

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

1. Navigate to Account → Stripe Integration → Manage Subscriptions (sliders icon).
2. Filter by All, Active, Trialing, Paused, or Past due.
3. Select a subscription to Pause Subscription, Resume Subscription, or Cancel Subscription. Update Payment Method puts a new card on file. When a cancellation is already scheduled, you'll see Undo Cancellation and Cancel Immediately instead.

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

6. When a Payment Fails

A failed charge turns the member's status pill red, reading Issue, and their subscription shows Payment Issue (past_due). The Past due filter in Manage Subscriptions rounds them all up.

1. Open Manage Subscriptions — the failure reason and next retry date are shown inline on the subscription, so you don't have to dig.
2. Update their card: from their profile, Update Payment Method sets a new default card and repoints their active subscriptions to it. Or ask them to bring an updated card next visit.
3. Stripe retries failed charges automatically on the schedule set in your Stripe settings.