Users

What it is

Module for managing the accounts of the people who use the platform: basic data, activation status, roles, passwords and administrative actions.

Every person who logs in to Flo has a user account. Other modules enrich the user record with dedicated sections.

When it is visible

It appears under Administration > Users when user management is active for the configuration.

• Administrators (Admin, SuperAdmin) see the list, creation and all actions.
• Professionals (Pro) with permission on the section can browse the list and records, without creating users and without administrative actions.
• If you don't see the section, the module is not active for your configuration.

Main industries

• Fitness
• Real Estate
• Enterprise
• Other customer configurations

Dependencies

No main dependencies. Other modules add content to the user record:

• Bookings: Bookings tab and booking assignment;
• Subscriptions: Subscriptions tab with purchases and entries;
• Properties: Access history tab;
• Electronic invoicing: Invoicing data section;
• Team: the professional role links the user to the Team module.

User list

Procedure:

1. Open Administration > Users.
2. Use the search bar: search by first name, last name, email or phone number.
3. Filter by status with the Users / Active / Inactive selector: the numbers next to the entries show the totals.
4. Sort the list from the column headers.
5. Open the record with the row management action.

Columns:

Column	Content
Last name	last name; a yellow icon flags media not compatible with Cloudflare
First name	first name
Email	login email
Phone number	phone number or "-"
Last login	date and time of last login or "—"
Actions	opens the user record

Available actions:

• Export CSV: downloads the list with the active filters (Last name, First name, Email, Phone, Last login). Visible to Pro, Admin and SuperAdmin.
• User creation: reserved to administrators.

Creating a user

1. Open Administration > Users.
2. Press Add User (the person icon with a "+").
3. In the Basic Information step fill in:
   • First and last name (required);
   • Email (required; Flo immediately warns if it is already registered);
   • Phone number (required only if the configuration asks for it; digits only, 10 to 15; Flo warns if it is already in use);
   • Initial role;
   • Create user as already active: if enabled, the user does not receive the activation email;
   • Available Entries: visible only if the Bookings module is active.
4. Press Next: if additional fields are configured, the Additional Information step appears.
5. Press Create Account.

Roles available at creation:

Role	Effect
Customer	standard account
Professional	Pro-role account; visible in Team if the module is active
Administrator	account with administrative permissions

The SuperAdmin role cannot be assigned at creation: it is set from the record of an existing user.

Activating a user

A user created without "Create user as already active" stays Disabled and receives an activation email. To manage it:

1. Open the user record.
2. Go to Administrative actions.
3. Press Send next to Send confirmation email to resend the email.
4. Alternatively, go to Permissions and roles and press Enable user (confirmation required).

Before enabling, check that the email belongs to the right person.

Roles and permissions

The Permissions and roles section shows the summaries (Professional, Administrator, User enabled) and the edit actions.

Role	How it is assigned	What it entails
User	default for every account	access as an end user
Pro	Promote user to professional (Admin) or creation/addition from the Team module	professional features and visibility
Admin	Promote to administrator (SuperAdmin only)	management of users, content and configurations
SuperAdmin	Promote to super administrator (SuperAdmin only)	full access, including the most sensitive functions

The corresponding Remove... actions are also available. Every change requires confirmation.

Good practices:

• change a role only after assessing which actions the person will be able to perform;
• assign Admin and SuperAdmin with care and only when necessary;
• before removing the Pro role, check the linked services in Team.

User record

The visible sections depend on roles and active modules:

Section	Content	Visibility
Overview	status, last login, password set, phone; for SuperAdmin also Account and access, Profile and Audit	everyone
Personal data	first and last name, email, phone, last login, additional fields and invoicing data	everyone
Bookings	upcoming and past; administrators can use Assign booking	Bookings module active
Subscriptions	purchases and entries; management actions for administrators	Subscriptions module active
Permissions and roles	account roles and status, with edit actions	everyone
Access history	property, access type, position, IP, date	Properties module active
Received emails	log of emails sent to the user's address	SuperAdmin, if the email service is configured
Administrative actions	confirmation email, password creation email, password change, deletion	Admin and SuperAdmin

Notes:

• Personal data in the record is read-only: users update it from their own Account area. For professionals, bio and titles are edited in Team.
• The Terms and Privacy policy badges follow the account's enabled status; they are not an independent record of consent.

Password

From Administrative actions:

• Send password creation email: appears only if the user has no password yet; sends the link to set it.
• Send confirmation email: appears only for non-enabled accounts; sends a new confirmation email.
• Change Password: opens the window with New Password and its confirmation. Minimum 8 characters. On save, all of the user's sessions are revoked.

Enabling and disabling

From Permissions and roles, with confirmation:

• Disable user: the user can no longer log in until re-enabled.
• Enable user: restores access.

Deleting a user

1. Open the user record.
2. Go to Administrative actions > Danger Zone.
3. Press Delete User.
4. Read the list of future bookings that will be cancelled (if any).
5. Confirm with Yes, cancel bookings and delete (or Yes, delete).

What happens:

• active future bookings are cancelled and the spots freed; history is preserved;
• the profile is anonymized (name, email, phone and personal data removed) and the account shows as deleted;
• the action cannot be undone from the user record.

Before deleting:

• consider whether disabling the account or changing the role is enough;
• check that there are no ongoing activities;
• keep the information needed for any administrative obligations.

Users can also request GDPR deletion from their own Account area (Delete account): it requires email and password and removes or anonymizes linked data (bookings, tokens, newsletter subscriptions).

Data visible by active module

• Without Bookings: no Bookings tab and no Accessi disponibili field at creation.
• Without Subscriptions: no Subscriptions tab.
• Without Properties: no Access history tab.
• Without Electronic invoicing: no Invoicing data section.
• The extended Account and access / Profile / Audit panel is reserved to SuperAdmins.
• Administrative actions is visible only to Admin and SuperAdmin.

If a section doesn't appear, the corresponding module is not active for the configuration.