Managing Your Staff and Their Access

The Manage Users page controls who can get into your gym's Flow Roll account and what they're allowed to do once they're in.

1. The Three Roles

[!NOTE] Deleting a member, lead, or belt promotion is admin-only — editors can edit them but not remove them. Editors can delete classes from the schedule.

[!WARNING] The Account page shows editors working configuration controls, but those changes are rejected when they save. Gym settings are admin-only; if a setting won't stick for an editor, that's why.

Admins can additionally hide member billing problems from editors and viewers — see Keeping billing issues admin-only in Configuring Your Account Settings.

2. Viewing Your Team

Open Account (gear icon) → Manage Users (group icon). Staff are grouped by role, each showing their name and email, with a You badge on your own row.

[!NOTE] Non-admin staff can open this screen too, but they get a read-only version titled Gym Staff — they can see who's on the team without being able to invite, remove, or change anyone.

3. Adding a Staff Member

1. Select the Add User floating button.
2. Enter their Email Address.
3. Choose a Role — Admin, Editor, or Viewer.
4. Select Add.

What happens next depends on whether that email already has a Flow Roll account, and you don't need to know in advance — Flow Roll picks the right path:

• They already have an account — added to your gym instantly with the role you chose, appearing in the list right away. No email is sent.
• They don't have an account yet — Flow Roll emails them an invitation. They sit under Pending Invites until they accept, and the link expires after 7 days.

[!NOTE] If the email already belongs to someone on your team and you picked the role they already hold, you'll just get a message saying so. Pick a different role and an Already a Member dialog offers Change Role instead.

How an Invited Person Joins

1. They select Accept Invitation in the email.
2. They create their Flow Roll account — their email is pre-filled and locked, so they join with the right address.
3. They verify their email.
4. On first sign-in they're added to your gym with the role you assigned.

[!TIP] Joining is tied to the invited email address, not the link. They'll be added as long as they sign up and verify with the email you invited — even if they created their account before ever clicking the link. If they used a different email, the invite just stays pending; revoke it and re-invite the correct address.

4. Pending Invites

Invitations to people without an account yet collect in a Pending Invites section at the bottom of the page, visible to admins only. Each shows the email, the assigned role, and when it was sent and expires — or Expired — resend or revoke once it's lapsed.

From the three-dots menu on a pending invite:

• Resend Invite — sends the email again and resets the 7-day clock.
• Revoke — cancels it. The original link stops working immediately.

[!TIP] Can't find the invitation email? Have them check spam and junk first — you can always resend. Once accepted, the person moves out of Pending Invites into their role's section.

5. Changing Someone's Role

1. Find them in the list and select the three-dots menu next to their name.
2. Select Make Admin, Make Editor, or Make Viewer — only the two roles they don't currently hold are offered.

Their permissions change immediately.

6. Removing Someone

When a coach leaves, revoke their access the same day.

1. Select the three-dots menu next to their name.
2. Select Remove (person-remove icon).
3. Confirm with Remove in the Remove User dialog.

They lose access immediately, and you can invite them again later if they come back.

[!WARNING] Flow Roll won't let you remove or demote the last remaining admin — that's the safeguard that stops you locking yourself out of your own gym. Promote someone else to admin first.