Frequently asked questions

Question 1

What is Flumin?

Accepted Answer

Flumin is an operating system for professional consultants and the organisations they work within. It connects services, intake, enquiries, booking, cases, documents, client messaging, payments, and optional AI assistance in one platform — so you are not duct-taping Calendly, forms, Stripe, and spreadsheets together.
Consultants run day-to-day work in a workspace. Clients use a branded portal. Organisation admins configure services, team access, billing, and your public website from the same system.

Question 2

Which types of practice is Flumin built for?

Accepted Answer

Flumin is designed for structured client work: therapy and mediation, coaching, tutoring and education, wellness and health consulting, legal and immigration advisory, financial and tax services, HR and people consulting, and multi-consultant firms.
If your practice involves onboarding clients, running cases or matters over time, scheduling sessions, collecting documents, and getting paid for defined services, Flumin is a strong fit.

Question 3

How does billing work?

Accepted Answer

Flumin uses transparent subscription plans billed through Stripe. Individual plans start with a Free tier (no credit card required). Paid tiers — Individual Starter, Individual Pro, Team Starter, and Team Pro — add storage, AI credits, team seats, custom domain, and whitelabel features as described on our pricing page.
Subscriptions can be monthly or annual. You can upgrade, downgrade, or cancel from billing settings. Separately, when you charge clients through the platform, a platform fee applies to each client payment according to your plan — see pricing for current rates.

Question 4

Is Flumin GDPR compliant?

Accepted Answer

Flumin is built with data protection in mind. We host data in UK/EU infrastructure, support role-based access, consent capture on intake, and activity logging. We provide a Privacy Policy and can supply a Data Processing Agreement for organisations that need one.
You remain the data controller for your clients' personal data; Flumin processes it on your instructions to deliver the service. Configure retention and professional safeguards appropriate to your regulated sector.

Question 5

Can multiple consultants use Flumin?

Accepted Answer

Yes. Team plans let you invite consultants and admins, each with their own login. Consultants see their own caseload; organisation admins see firm-wide visibility, shared services, and billing.
Solo practitioners use an individual workspace today and can upgrade to a team workspace later without switching products — your cases and clients stay on the same platform.

Question 6

Does Flumin integrate with my calendar and video tools?

Accepted Answer

Yes. Flumin includes built-in scheduling and optional sync with Google Calendar and Microsoft Calendar so bookings and busy times stay aligned.
For online sessions you can connect Zoom, Google Meet, or Microsoft Teams so meeting links attach to bookings automatically. Calendar and video connections are configured per consultant in your workspace.

Question 7

What happens to my data if I cancel?

Accepted Answer

Your data belongs to you. Before or after cancellation, export what you need from the platform. We retain data for a limited period in line with our policies and legal obligations, then delete or anonymise it.
We do not sell customer data. For full details see our Privacy Policy and Terms of Service.

Question 8

Is there a free plan?

Accepted Answer

Yes. The Free plan lets individual consultants explore the platform with no credit card required. It includes core case management, scheduling, intake, 200 AI credits per month, and the ability to take client payments via Stripe Connect (with a platform fee on each charge).
Upgrade when you want more document storage, higher AI allowances, custom domain, remove platform branding on client-facing pages, or team seats. Compare plans on our pricing page.

Question 9

Do I need technical skills to use Flumin?

Accepted Answer

No. Flumin is designed for consultants, not developers. You configure services, intake forms, availability, and branding through guided admin screens. Most consultants publish their first service and client portal in under an hour.
Custom domains require adding DNS records at your domain registrar — we show you exactly what to enter.

Question 10

What do I need before I sign up?

Accepted Answer

At minimum you need:

A working email address — sign-in uses secure magic links (passwordless).
  A clear idea of what you sell (even one service to start).

To charge clients, you will need a Stripe account (or be willing to create one during setup). Stripe handles identity verification and payouts to your bank.
Optional but recommended before going live:

Logo and brand colours for your portal.
  Intake questions you already use with clients.
  Weekly availability for bookings.
  A custom domain (on eligible plans) — you will need access to your DNS settings.

Question 11

Should I choose an individual or team workspace?

Accepted Answer

Choose individual if you are a sole practitioner today. All cases and clients are yours; assignment options are simplified.
Choose team if you run a firm with multiple consultants or plan to hire soon. You get shared services, per-consultant logins, assignment routing, included seats on team plans, and firm-wide admin visibility.
You can start individual and upgrade to a team workspace later on the same platform.

Question 12

What is the difference between Flumin and my organisation workspace?

Accepted Answer

Flumin is your personal platform account — where you sign in and pick which organisation (practice) to open.
An organisation is one practice: its own subdomain (e.g. yourfirm.flumin.co), clients, cases, services, branding, and billing. Consultants can belong to multiple organisations; clients are invited into a specific organisation's portal.

Question 13

Do my clients need to install an app?

Accepted Answer

No. Clients use a secure web portal in their browser — on desktop or mobile. They sign up with email, complete intake, book sessions, upload documents, message you, and pay online without installing anything.

Question 14

Which browsers and devices are supported?

Accepted Answer

Flumin works in current versions of Chrome, Safari, Firefox, and Edge on desktop and mobile. We recommend keeping your browser up to date for security and the best experience.
Some admin features — such as bulk document work — are more comfortable on a laptop, but consultants and clients can manage bookings and messages from a phone.

Question 15

Can I migrate from Calendly, Typeform, or spreadsheets?

Accepted Answer

Flumin replaces the connected workflow rather than offering a one-click import from every tool. Most practices recreate their services and intake forms once, then benefit from everything living on the case timeline going forward.
Historical notes or files can be uploaded to cases manually. New clients flow through your configured services from day one.

Question 16

What is the recommended setup order?

Accepted Answer

For most consultants we recommend:

Create your workspace — sign up and create an individual or team organisation.
  Complete organisation profile — name, timezone, and branding basics.
  Connect Stripe — required before clients can pay you through the platform.
  Set your availability — weekly hours and any calendar sync.
  Create your first service — pricing, intake, booking, and payment rules.
  Configure your website or portal — choose a layout and publish.
  Share your link — send clients to your portal or public site.

See our pricing page for a visual setup journey on Individual and Team plans.

Question 17

How long does setup take?

Accepted Answer

Many consultants are live with a first bookable service in under an hour. Complex firms with multiple services, team invites, and custom domains may take a few hours spread across DNS propagation and content writing.
You can explore the platform on the Free plan before connecting Stripe or publishing to clients.

Question 18

Do I need Stripe before I can test the platform?

Accepted Answer

No. You can configure services, intake, availability, and branding without Stripe. Client card payments require a connected Stripe account — checkout prompts you to connect when a paid service needs it.
Your Flumin subscription (paid plans) is also billed through Stripe separately from client payments.

Question 19

How do I create my first service?

Accepted Answer

From your organisation admin area, open Services and create a new service. Name it, set the price, and configure the client flow: intake form, optional enquiry step, booking rules, payment timing, and whether AI is enabled.
Use the flow preview to see the client journey before publishing. Once active, the service appears on your website or portal for clients to start.

Question 20

How do clients sign up and start a case?

Accepted Answer

Clients visit your public website or portal link and choose Get started or select a service. They create an account with email, complete intake (and enquiry if configured), pay if required, and book sessions — all guided in one flow.
You can also invite existing clients by email from the admin area.

Question 21

How do I invite team members?

Accepted Answer

On a team plan, organisation admins invite consultants from team settings. Each person receives an email invite, creates their Flumin login, and gets their own availability and caseload while sharing the firm's service catalogue.
Included seats depend on your plan; additional seats are billed per month on team tiers.

Question 22

What should I configure before inviting my first real client?

Accepted Answer

At minimum: organisation name and branding, one published service with intake, your availability (and calendar sync if you use it), Stripe connected if the service has a fee, and a quick test walkthrough of the client flow yourself.
Publish terms and privacy for your organisation if your profession requires client-facing legal notices.

Question 23

What plans are available?

Accepted Answer

We offer five public plans:

Free — individual, no monthly fee.
  Individual Starter and Individual Pro — for solo consultants.
  Team Starter and Team Pro — for firms with multiple consultants and included seats.

Current prices, storage, AI credits, and feature lists are always shown on our live pricing page (EUR).

Question 24

What is included on the Free plan?

Accepted Answer

The Free plan includes core platform access: cases, intake, scheduling, client portal basics, 200 AI credits per month, document storage within the Free quota, and client payments via Stripe with a 5% platform fee on each charge.
Custom domain, whitelabel branding, higher storage, and team features require a paid plan.

Question 25

What is the difference between Individual Starter and Pro?

Accepted Answer

Starter adds more storage and AI credits at a lower platform fee on client payments. Pro adds substantially more storage and AI credits, a lower platform fee, custom domain, and remove platform branding on client-facing pages.
Compare exact allowances on pricing — figures update from our live plan catalogue.

Question 26

How do team plans and seats work?

Accepted Answer

Team plans include a number of consultant seats (5 on Team Starter, 10 on Team Pro at time of writing — confirm on pricing). Each invited consultant uses a seat.
Extra seats are available for a monthly per-seat fee. Organisation admins manage invites and billing; consultants cannot change the firm subscription.

Question 27

What is the platform fee on client payments?

Accepted Answer

When a client pays you through Flumin, a platform fee (percentage of the charge) is deducted before payout to your Stripe account. The rate depends on your Flumin plan — from 5% on Free down to 1% on Team Pro.
Stripe also charges card processing fees directly. You receive the remainder after both fees. Your plan page and checkout show the applicable platform fee.

Question 28

Can I pay annually?

Accepted Answer

Yes. Paid plans offer an annual billing option with a lower effective monthly rate than paying month-to-month. Choose monthly or annual when upgrading in billing settings.

Question 29

How do I upgrade, downgrade, or cancel?

Accepted Answer

Organisation admins manage the Flumin subscription from Billing in the workspace. Upgrades take effect through Stripe checkout; downgrades or cancellation typically apply at the end of the current billing period unless stated otherwise in checkout.
Downgrading may affect features such as custom domain or seat limits — review your plan before changing tier.

Question 30

What is a service in Flumin?

Accepted Answer

A service is how you define what you sell: name, description, price, what is included, and the client flow — intake, optional enquiry, booking, payment, sessions, and optional AI steps.
One service definition powers your website listing, client portal, booking rules, and case workflow. Change it once and client-facing surfaces stay in sync.

Question 31

What is the difference between intake and enquiry?

Accepted Answer

Intake collects structured information (forms, consents, uploads) when a client starts a service.
Enquiry is an optional earlier step where the client describes their situation before you approve them to proceed — useful for legal, immigration, and advisory work. Staff can approve, decline, or request more detail before booking or payment.

Question 32

Can I sell one-off sessions and multi-session programmes?

Accepted Answer

Yes. Configure a single appointment, a fixed package (e.g. six sessions), or recurring programmes with session count, duration, and gaps between meetings. Payment can be upfront, on booking, after approval, or per milestone depending on the service.

Question 33

What are approval gates and once-per-client rules?

Accepted Answer

Approval gates let you review intake, enquiries, or payments before the next step — for example approve payment before sessions begin, or approve each session in a programme.
Once per client limits a service to one case per client — useful for MIAMs, initial assessments, or introductory offers.

Question 34

Does intake support conditional logic?

Accepted Answer

Yes. Show or hide intake fields based on earlier answers so clients only see relevant questions — shorter forms for them, richer data for you.

Question 35

Who configures services in a firm?

Accepted Answer

Organisation admins create and edit the shared service catalogue. Consultants deliver services through their cases and bookings but typically do not edit firm-wide service definitions unless given admin access.

Question 36

How does scheduling work?

Accepted Answer

You set weekly availability, exceptions, and buffers. Clients book against live slots from your portal or website. Each booking attaches to a case with client context — not a disconnected calendar event.
Confirmations and reminders are sent automatically. Reschedules update the case timeline.

Question 37

How do I sync Google or Microsoft Calendar?

Accepted Answer

Each consultant connects their own calendar from Connections in the workspace. Flumin can create calendar events for bookings and respect busy times from your external calendar to reduce double bookings.
Connections are per person — admins cannot connect on behalf of another consultant.

Question 38

How are Zoom, Meet, and Teams links created?

Accepted Answer

Connect your preferred video provider in Connections. When a client books an online session, Flumin generates the meeting link and attaches it to the booking and case — no manual copy-paste into email.

Question 39

Can clients reschedule themselves?

Accepted Answer

Yes, within the rules you set — availability, notice periods, and service policies. Clients reschedule from their portal; you keep oversight on the case timeline.

Question 40

How does team booking assignment work?

Accepted Answer

On team plans, services can route enquiries and cases to specific consultants or use assignment rules (e.g. by service or round-robin). Clients book available slots for the assigned consultant or according to your firm's routing configuration.

Question 41

Why do I need Stripe?

Accepted Answer

Stripe Connect powers client card payments and payouts to your bank. Flumin does not hold client funds — money flows through Stripe to your connected account, minus platform and card fees.
You also need Stripe for paid Flumin subscriptions (separate from client checkout).

Question 42

When do clients pay?

Accepted Answer

You choose per service: pay upfront before intake completes, on booking, after staff approval, per session, or via one-off payment requests raised on an open case. The client pays in the portal with card and receives a receipt on the case timeline.

Question 43

Who receives client payments?

Accepted Answer

Client payments go to the organisation's connected Stripe account. In a firm, payouts are configured to the practice's Stripe identity; individual workspaces connect a solo Stripe account.

Question 44

How do refunds work?

Accepted Answer

Refunds are initiated from the case or payment record in your workspace according to Stripe's rules. Refunded amounts and platform fee treatment follow Stripe and your plan terms at the time of refund.

Question 45

What is the difference between Billing and client Payments?

Accepted Answer

Billing is what you pay Flumin for your subscription, AI top-ups, and storage add-ons.
Payments (in your workspace) is money from clients — successful case charges, linked to services and cases. Organisation → Payments connects Stripe for client checkout; Billing manages your Flumin plan.

Question 46

What can organisation admins see?

Accepted Answer

Admins see firm-wide caseloads, team activity, subscription and usage, organisation settings, shared services, and client sign-up controls. Consultants see their own clients and cases unless given broader permissions.

Question 47

What roles exist in a team workspace?

Accepted Answer

Typically organisation admins manage settings, billing, services, and team invites. Consultants deliver work on their caseload. Role boundaries control who edits firm settings vs who works cases day to day.

Question 48

Do all consultants use the same services and intake?

Accepted Answer

Yes. The organisation maintains a shared service catalogue so every consultant delivers consistent pricing, intake, and client flows. Individual availability and caseloads remain separate.

Question 49

Can I move from solo to a firm without losing cases?

Accepted Answer

Yes. Upgrade to a team workspace and invite colleagues on the same platform. Existing cases and clients remain in your organisation; you gain team features, seats, and admin visibility.

Question 50

What website layouts are available?

Accepted Answer

Choose a layout that fits your stage:

Auth-only — client sign-in focused (minimal marketing).
  Basic — simple public page with services and get started.
  Full website — services, team profiles, testimonials, and richer homepage sections.

All layouts connect to the same services and client portal.

Question 51

What do I need for a custom domain?

Accepted Answer

You need:

An eligible Flumin plan that includes custom domain (Individual Pro or Team Pro).
  A domain name you control.
  Access to DNS settings at your registrar.

Flumin shows the DNS records to add; once verified, HTTPS is provisioned and your subdomain redirects to the custom hostname.

Question 52

What is whitelabel branding?

Accepted Answer

On eligible plans, remove platform branding hides Flumin branding on client-facing pages so clients see your practice only. Combined with your logo, colours, and optional custom domain, the experience feels fully yours.

Question 53

What do clients see in the portal?

Accepted Answer

Clients see a branded dashboard: outstanding actions (intake, uploads, payments), upcoming sessions, case progress, secure messaging, and payment history. Everything is tied to their case with your organisation's branding.

Question 54

Can clients book directly from my homepage?

Accepted Answer

Clients discover services on your public site and start through Get started or a service flow — they create an account, complete intake, and book according to your service rules. Intake and scheduling happen after sign-in, not via a generic contact form on the homepage.

Question 55

What does AI assistance do in Flumin?

Accepted Answer

Optional AI can draft session notes from bullet points, assist with client assessments during intake, and help draft organisation terms text. AI is configured per service — enable only where it helps.

Question 56

How do AI credits work?

Accepted Answer

Each plan includes a monthly AI credit allowance (e.g. 200 on Free, more on paid plans). Credits are consumed when AI features run. Usage is visible in billing settings. Top-ups may be available depending on your plan.

Question 57

Is AI output saved without my review?

Accepted Answer

No. AI generates drafts — you review and approve before anything becomes part of the permanent case record. Nothing client-facing or clinical should rely on unreviewed AI output.

Question 58

Can I disable AI for certain services?

Accepted Answer

Yes. Toggle AI per service and choose client-facing AI, consultant-facing AI, or both. Services where human judgement is the product can leave AI off entirely.

Question 59

Who owns client data?

Accepted Answer

You (or your organisation) own the Customer Data you put into Flumin. We process it to provide the service under our Terms and Privacy Policy. We do not sell client data.

Question 60

Where is data stored?

Accepted Answer

Flumin uses secure cloud infrastructure with UK/EU hosting for production data. Backups and subprocessors are chosen to support reliability and compliance requirements.

Question 61

How long are documents and activity logs kept?

Accepted Answer

Retention depends on your plan (activity log and document retention days) and your organisation's practices. Higher tiers include longer retention windows and more storage. Export important records for your own archival requirements.

Question 62

Is two-factor authentication available?

Accepted Answer

Organisation admins can require two-factor authentication for staff accounts in organisation settings. We recommend enabling it for anyone with access to client data.

Question 63

Can I export my data?

Accepted Answer

Yes. Export case and client data in standard formats from your workspace for backups, migrations, or subject access requests. Plan ahead before cancelling your subscription.

Question 64

How is messaging and document upload secured?

Accepted Answer

Client uploads and case messages are stored within permissioned cases — encrypted in transit and at rest. Only users with appropriate access (assigned consultants, admins with visibility, and the client) can view case content.

Frequently asked questions

General

Getting started

Setup guide

Pricing & billing

Services & workflows

Booking & calendar

Payments & Stripe

Teams & organisations

Website & client portal

AI assistance

Security & data

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