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 on your profile icon in the top right corner
3. Select "Billing & Subscription" from the dropdown menu
4. You'll be taken to your subscription management dashboard

Subscription Dashboard Overview

Your subscription dashboard displays:

Current Plan Information

• Plan Name: Your current subscription tier (Pro, Team, or Enterprise)
• Status: Active, Trial, or Cancelled
• Billing Cycle: Monthly billing date
• Next Payment: Date and amount of your next charge
• Payment Method: Last 4 digits of your card

Usage Metrics

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

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/Enterprise)

   • 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

Access your complete billing history:

1. Navigate to "Billing & Subscription"
2. Click on "Billing History" tab
3. View or download invoices:
   • Invoice date
   • Amount paid
   • Payment method used
   • PDF download option

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 monthly
• Disable auto-renewal to cancel at period end
• 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/Enterprise accounts:

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

Managing Team Subscriptions

For Team and Enterprise 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

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
• Schedule a call with your account manager (Enterprise)

Related Articles

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