Managing Your FitFlow Subscription

This guide covers everything you need to know about managing your FitFlow subscription, including viewing your current plan, tracking usage, and making changes.

Accessing Your Subscription Dashboard

1. Log in to your FitFlow account
2. Click Billing in the sidebar
3. The Your subscription card at the top of the page shows your own FitFlow plan

You can also manage your plan from Settings › Plan.

Subscription Dashboard Overview

Your subscription dashboard displays:

Current Plan Information

• Plan Name: Your current plan (Free, Basic, Pro, Team Starter, or Team Growth)
• Status: For example Active, Trial, Past due, or Canceled
• Price: Your plan price, such as "$59.00/mo". Annual plans show the monthly equivalent, for example "$49.17/mo, billed annually"
• Dates: When your trial ends, when your plan renews, or (if you've canceled) the date your access runs until
• Manage subscription: Opens the Stripe billing portal, where you update your payment method, view invoices, change plans or cancel. This button appears only on a paid plan. On the Free plan there is nothing to manage yet, so use See plans in the upgrade prompt to compare plans

FitFlow does not show your card details on this page. Your payment method is kept in the Stripe billing portal.

Usage Metrics

• Active Clients: Current number vs. plan limit
• Trainer Seats: Used seats vs. available (Team plans only)
• Storage Used: Document and media storage usage

Managing Plan Features

Monitoring Usage

Keep track of your usage to ensure you're within plan limits:

1. Client Count

   • View active vs. archived clients
   • Get alerts when approaching limits
   • Archive inactive clients to free up space

2. Team Members (Team plans)

   • View all team members and their roles
   • Monitor seat usage
   • Manage permissions

3. Storage

   • Track uploaded files and documents
   • Clean up old program templates
   • Optimize media files

Usage Alerts

FitFlow will notify you when:

• You reach 80% of your client limit
• You reach 90% of your client limit
• You exceed your plan limits
• Your team is near seat capacity

Viewing Billing History

Your FitFlow invoices are kept in the Stripe billing portal:

1. On the Billing page, click Manage subscription (or go to Settings › Plan and click View invoices)
2. The Stripe billing portal opens
3. View or download invoices:
   • Invoice date
   • Amount paid
   • Payment method used
   • PDF download option

If you own a Team organization, you can also open Billing History from the Billing tab of the Organization page.

The Invoices section of the Billing page lists the invoices you send to your clients, not your own FitFlow invoices.

Understanding Your Invoice

Each invoice includes:

• Service period
• Plan details and pricing
• Any prorated charges
• Applicable taxes
• Payment confirmation

Managing Billing Notifications

Configure how you receive billing updates:

1. Go to "Notification Settings"
2. Under "Billing Notifications," choose:
   • Payment confirmations
   • Upcoming renewal reminders
   • Failed payment alerts
   • Usage limit warnings

Subscription Settings

Auto-Renewal

• Subscriptions automatically renew at the end of each billing period (monthly or annually)
• Cancel in the Stripe billing portal to stop renewal at the end of the current period
• Re-enable anytime before expiration

Billing Contact

Update who receives billing communications:

1. Click "Update Billing Contact"
2. Enter new email address
3. Confirm the change

Common Management Tasks

Updating Company Information

1. Navigate to "Company Profile"
2. Update:
   • Company name
   • Billing address
   • Tax ID (if applicable)
3. Save changes

Downloading Tax Documents

1. Go to "Tax Documents"
2. Select the year
3. Download W-9 or tax summaries

Setting Spending Limits

For Team accounts:

1. Enable "Spending Alerts"
2. Set monthly budget threshold
3. Receive notifications when approaching limit

Managing Team Subscriptions

For Team Starter and Team Growth plans:

Adding Team Members

1. Go to "Team Management"
2. Click "Invite Member"
3. Enter email and assign role
4. Monitor seat usage

Removing Team Members

1. Select team member
2. Click "Remove Access"
3. Reassign their clients if needed
4. Seat becomes available immediately

Subscription Best Practices

1. Regular Reviews

   • Check usage monthly
   • Archive inactive clients
   • Remove unused team members

2. Plan Optimization

   • Upgrade before hitting limits
   • Downgrade if consistently under-utilizing
   • Consider annual billing for savings (2 months free)

3. Budget Management

   • Set up usage alerts
   • Review billing history quarterly
   • Plan for seasonal changes

Getting Help

For subscription management assistance:

• Use in-app chat for immediate help
• Email billing@fitflow.com
• Teams of more than 9 trainers: contact sales from the Pricing page

Related Articles

• Updating Payment Methods
• Understanding Plan Features
• Upgrading or Downgrading
• Canceling Your Subscription