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.

[!TIP] The app has this comparison built in: select Compare roles (info icon) in the top-right corner of Manage Users to open the Staff Roles sheet, a grid of capabilities with a check under each role that has it. The same link sits inside the Add User form.

[!WARNING] Gym-wide configuration is admin-only. Editors see the Account page's Member Configuration and Dashboard Preferences sections with a "view-only access" note and the controls greyed out — the only Stripe-section actions open to them are Link Members to Stripe and Start Membership Billing. Their own notification toggles, onboarding preferences, and biometric login work normally.

Who Sees Money

Money isn't one of the rows in the Staff Roles grid — each gym sets it separately, and the sheet closes with a note saying so. Admins always see revenue and transaction amounts, and no setting can take that away from an admin.

For editors and viewers, an admin picks who sees what in Account → Financial Values: one row for the Dashboard, one for Transactions, and one for Billing issue alerts. Full details in Configuring Your Account Settings.

[!NOTE] A staff member whose role can't see money still opens the same pages. The figures are masked and a short note explains that financial values are hidden for their role and to ask a gym admin — it's not an error. On the dashboard the revenue chart and the AI summary are hidden too; everything that isn't money carries on as normal.

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.

If a staff member's details can't be loaded, their row shows Name unavailable. If the staff list or the pending invites can't load, that section says what went wrong and offers Retry. The rest of the page keeps working.

[!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 (person-add icon) floating button to open the Add User form.
2. Enter their Email.
3. Choose a Role — Admin, Editor, or Viewer. Each option in the dropdown carries a one-line summary, and Compare roles opens the full grid. Editor is the default.
4. Select Add User — it stays greyed out until the email address is valid.

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 and have verified their email — 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.
• They have an account but never verified their email — treated like a new invite: Flow Roll emails them and they sit under Pending Invites. They join once they sign in and verify. Nobody gets a role for an address they haven't confirmed.

[!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. If they already started an account with that email, they sign in instead.
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 collect in a Pending Invites section at the bottom of the page, visible to admins only — both people with no account yet and people who started one but never verified their email. 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. Confirm with Revoke in the Revoke Invite dialog and 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.