FLEX User Management

Your FOD FLEX users are managed within the FitnessOnDemand Management App. New users can be invited, and access can be revoked from any of your users. Once you login to the Management App, click the Users tab and select FLEX.

Inviting Users

Note: It is very important that you ensure that all email addresses that are added are valid. We recommend using an email verification service like Neverbounce to clean large email lists. Invalid email addresses that are added to FLEX will still count towards your user cap and may increase the probability that the invites to your valid users are caught in spam/junk folders.

New users can be invited one of two ways; with the open text field or by importing a csv file. In the open text field, manually type or copy/paste a list of email addresses that you would like to invite. The emails can be separated by any common text separator, such as a space, comma, tab, line break, etc. Once you have added your list, press the Invite button to send email invites to all emails added.

Alternatively, you can import a csv list of email addresses. Make sure your csv has just one column, with a header of "Email" (case sensitive). You can download the attached template at the bottom of this article.

1. Click Batch Upload
2. Click Choose File
3. Browse your computer and select your csv
4. Click Import

If you are inviting a short list of users, you will see a popup immediately to let you know which emails have received invites. Any duplicate email addresses that have already accepted your FLEX invite in the past will not receive a new invite. If you are importing a large csv, you will see a message at the bottom of the screen to let you know that the emails are processing. You will receive an email shortly to confirm that the invites have been sent.

Your new FLEX users will receive email invites with a link to complete their user creation within the mobile app or our FLEX web portal. Their first and last names will be entered when they do so and will show up in the FLEX user list. You can find information on accepting user invites here. A user that has received an invite but hasn't accepted will show a Pending status in the list. Once they follow your link to create an account, their status will change to Accepted.

Pending users will receive reminder emails every week for four weeks to complete their account creation. After 30-days the invitation will expire. The user will still show up in the FLEX user list but will be grayed out and will not count against the total FLEX users in use. A new invite can be resent to that user at any time.

Self-Service Invitations

As an alternative FLEX user creation method, you can turn on the self-service invitations feature. When enabled, your patrons are able to visit a FOD-hosted webpage to provision themselves for FLEX access to your zone. Please note that enabling this feature will allow anybody with your unique URL and optional passcode to add themselves to your FLEX account. To enable self-service invitations:

1. Navigate to Users >> FLEX
2. Click the Gear  on the top-right to open the FLEX Access Settings dialog.
3. Select the toggle to enable Self-service Invitations
4. Set any optional settings:
   • Expiration Date: The date that the self-service website will stop receiving new FLEX users. New users will be accepted through the expiration date. The self-service page will be disabled at midnight UTC at the end of the expiration date.
   • Passcode: A passcode that the user will need to enter on the self-service page in order to add themselves to your list. Note: If you do not set a passcode, anybody who lands on your self-provisioning page can add themselves to your FLEX list.
   • Max. Uses: The maximum number of users that can add themselves through the self-provisioning link. This number must be lower than the total number of available seats. 
   • Require Custom ID: This can be used to require the user to enter any type of custom ID, such as a member ID, room number, etc. The Custom ID Label will change the name of the field that the user will see when filling out the form.
   • Access Expiration: When enabled this feature will limit the amount of time that a new user can access FLEX. The user will be set to expire after the configured number of days and they will lose access automatically at that time. See Expiration Dates below for more info.
5. Copy your unique Link
6. Select Confirm to save the settings

You can now share the link with your patrons via email, social media, etc. If you would like to use a QR code you can enter the self-service link into an online QR generator such as QRCode Monkey. When they land on the page they will enter their email address and any optional requirement that have been configured. They will then receive an email with a link to confirm their email address and complete their account setup. They will have access to FLEX immediately and will be added to your FLEX user list to manage as needed.

To disable the self-service invitations, simply click on the Gear  again and toggle the feature off. The self-service page will be immediately disabled and will show a message to contact the facility manager for more information.

Resending Invites

If a user is in Pending status, they have not yet accepted the user invite. You can resend an invite by clicking on the  Resend button next to their email address in the list. This function will resend their initial invite with the temporary password.

Revoking Access

If you need to remove users for any reason, such as clearing space for new users or if you have users who are no longer patrons at your facility, you can revoke a user's access. Simply find the user in your list, press the Revoke button next to their name and email, and confirm in the pop-up. The user will receive an email to let them know that their access to FOD FLEX has been revoked.

Expiration Dates

FLEX user access can be set to expire at a specific date. If a user has an expiration date set, they will be able to access FLEX until midnight local time at the end of the expiration date. Expired FLEX users will still show up in your list as expired, but will not count against your total FLEX user seats. Expirations can be used to run promotional offers or trial periods for your patrons. To set an expiration date for an individual user, simply click the user to edit and select a date. You can also set a Zone-wide setting for all new users to have an expiration date.

1. Navigate to Users >> FLEX Users
2. Click the Gear  on the top-right to open the FLEX Access Settings dialog.
3. Select the toggle to enable Access Expiration
4. Set the number of days that you would like each new FLEX user to have access.

Any FLEX users who are invited after Access Expiration is enabled will have an expiration date set automatically. They will have access for the number of days that you have designated.

Exporting Users

Your full FLEX user list can be exported via a csv file by clicking the download icon on the top-right next to the search field.