Account Setup

Create your AppFlowy account, customize your profile, and configure preferences

Setting up your AppFlowy account enables cloud sync, collaboration, and AI features across all your devices. This guide covers account creation, profile customization, and essential settings.

Creating an Account

Desktop

1. Launch AppFlowy

   Open AppFlowy on your computer.

2. Choose Cloud Workspace

   On the welcome screen, select Cloud Workspace to enable sync and collaboration.

3. Sign up

   Choose your sign-up method:

   Email

   1. Click Sign up with Email
   2. Enter your email address
   3. Create a strong password (minimum 8 characters)
   4. Click Create Account
   5. Verify your email (check inbox/spam)

   Google

   1. Click Continue with Google
   2. Select your Google account
   3. Authorize AppFlowy to access your account
   4. You’re signed in automatically
4. Complete onboarding

   1. Choose your workspace name
   2. Set your profile picture (optional)
   3. Complete the quick tutorial

Mobile

1. Open AppFlowy

   Launch the AppFlowy app on your iOS or Android device.

2. Sign up

   Tap Create Account and choose:

   • Email & Password - Enter email and create password
   • Google Sign-In - One-tap authentication with Google
3. Verify email

   If using email sign-up:

   1. Check your email inbox
   2. Tap the verification link
   3. Return to the app
4. Set up profile

   1. Add your name
   2. Upload profile picture (optional)
   3. Start using AppFlowy

Privacy First: AppFlowy respects your privacy. We only collect essential data for functionality. Read our Privacy Policy for details.

Signing In

First Time on a New Device

1. Open AppFlowy

   Launch AppFlowy on your new device.

2. Sign in

   Use the same method you used to create your account:

   • Email & password
   • Google Sign-In
3. Wait for sync

   Your workspace will sync automatically. Large workspaces may take a few minutes.

Forgot Password

If you’ve forgotten your password:

1. Click Forgot Password? on the sign-in screen
2. Enter your email address
3. Click Send Reset Link
4. Check your email for the reset link
5. Create a new password
6. Sign in with your new password

Use a password manager to generate and store strong, unique passwords for each service.

Profile Customization

Accessing Your Profile

To customize your profile:

1. Click your profile picture or initials in the top-right corner
2. Select Profile from the dropdown
3. Or navigate to Settings > Account

Profile Settings

Profile Picture

Your profile picture appears in:

• Sidebar (top-right)
• Collaboration mentions
• Shared page permissions
• Member lists

To change your profile picture:

1. Click your current picture in Profile settings
2. Choose an option:
   • Upload Image - Use your own photo (JPG, PNG, max 5MB)
   • Choose Avatar - Select from built-in avatars
   • Remove Picture - Display initials instead
3. Crop and adjust if needed
4. Click Save

Use a clear, professional photo for work workspaces. Fun avatars work great for personal use.

Name & Display

Display Name: Appears to collaborators and in mentions

1. Enter your preferred name (first, last, or both)
2. Changes reflect immediately across all shared pages

Username: Unique identifier for your account

• Used in @mentions
• Cannot be changed after creation
• Must be unique across AppFlowy

About Me

Add a short bio visible to collaborators:

1. Click Edit About Me
2. Write a brief description (max 200 characters)
3. Include:
   • Your role or title
   • Team or department
   • Contact preferences
4. Click Save

Example:

Product Designer @ Acme Corp
Working on mobile apps and design systems
Best reached via email or Slack

Profile Banner

Personalize your profile page with a banner:

1. Go to Profile settings
2. Click Change Banner
3. Upload an image (recommended: 1200x400px)
4. Or choose from gradient presets
5. Click Save

Banners display when others view your profile in collaborative settings.

General Settings

Language & Region

Customize localization settings:

1. Open Settings > General
2. Configure:

Setting	Options	Description
Language	20+ languages	Interface language
Date format	MM/DD/YYYY, DD/MM/YYYY, etc.	How dates display
Time format	12-hour, 24-hour	Clock format
Week starts on	Sunday, Monday	Calendar and date picker
Timezone	Auto or manual	Accurate timestamps

Sync settings across devices: With cloud workspaces, your language, date format, and week start preferences sync automatically across all devices.

Appearance

Personalize the look and feel:

Theme

Choose your visual theme:

• Light Mode - Bright, clean interface
• Dark Mode - Easy on the eyes, battery-friendly
• System - Auto-switches based on OS settings

Toggle theme from:

• Settings > Appearance > Theme
• Or use quick toggle in top-right menu

Font Settings

Customize typography:

1. Font Family - Choose from available fonts:
   • Default
   • Serif
   • Mono
   • Additional fonts vary by platform
2. Font Size - Adjust for readability:
   • Small (14px)
   • Medium (16px) - Default
   • Large (18px)
   • Extra Large (20px)
3. Line Height - Spacing between lines

Document Width

Control page layout:

• Full Width - Content spans the entire page
• Centered - Fixed width, centered (ideal for reading)
• Custom - Set your preferred max width

Access via Settings > Appearance > Document Width.

Notifications

Manage how you receive notifications:

1. Open notification settings

   Go to Settings > Notifications

2. Configure notification types

   Enable or disable:

   • Mentions - When someone @mentions you
   • Comments - Comments on shared pages
   • Page shares - New pages shared with you
   • Workspace invites - Invitations to workspaces
3. Choose delivery method

   • In-app - Notification center within AppFlowy
   • Email - Email notifications (can set frequency)
   • Push - Mobile push notifications

Adjust email frequency to Daily Digest to reduce inbox clutter while staying informed.

Account Management

Email & Password

Change Email

1. Open account settings

   Settings > Account > Email

2. Enter new email

   Type your new email address

3. Verify change

   1. Click Update Email
   2. Verify your current password
   3. Check both old and new email for confirmation
   4. Click verification link in new email

Change Password

1. Navigate to password settings

   Settings > Account > Password

2. Update password

   1. Enter current password
   2. Enter new password (min 8 characters)
   3. Confirm new password
   4. Click Change Password
3. Re-authenticate

   You’ll be signed out on all devices. Sign back in with your new password.

Subscription & Billing

AppFlowy offers both free and paid plans:

• Free Plan: Unlimited pages, 1GB cloud storage, basic AI features
• Pro Plan: Advanced AI, unlimited storage, priority support, premium features

View Subscription

1. Go to Settings > Subscription
2. View:
   • Current plan
   • Storage usage
   • Billing cycle
   • Payment method

Upgrade to Pro

1. Open subscription settings

   Settings > Subscription > Upgrade to Pro

2. Choose billing cycle

   • Monthly ($10/month)
   • Yearly ($100/year) - Save 17%
3. Add payment method

   Enter credit card or use PayPal

4. Confirm subscription

   Review and click Subscribe

Pro features activate immediately.

Data & Privacy

Export Your Data

Download all your workspace data:

1. Settings > Account > Export Data
2. Choose format:
   • ZIP Archive - Complete workspace backup
   • Markdown - Plain text format
   • JSON - Structured data
3. Click Export
4. Download will begin automatically

Exports include all pages, attachments, and metadata.

See Data Export for details.

Privacy Settings

Control data sharing and analytics:

Settings > Privacy:

• Usage Analytics - Help improve AppFlowy (anonymized)
• Crash Reports - Automatic error reporting
• AI Data Processing - How AI features use your data

All settings are opt-in and can be disabled anytime.

Delete Account

Permanently delete your account:

This action is irreversible. All your workspaces, pages, and data will be permanently deleted.

1. Settings > Account > Delete Account
2. Read the warnings carefully
3. Type your email to confirm
4. Enter your password
5. Click Permanently Delete Account
6. You’ll receive a confirmation email

Account deletion takes effect after 30 days. You can cancel anytime during this period.

Multi-Device Setup

Syncing Across Devices

With a cloud workspace, your data syncs automatically:

1. Install AppFlowy on your other devices
2. Sign in with the same account
3. Wait for sync - First sync may take a few minutes
4. Start working - Changes sync in real-time

Checking Sync Status

• Desktop: Click the sync icon in the bottom-left corner
• Mobile: Pull down on any page to refresh
• View sync log: Settings > Sync > Sync History

Troubleshooting Sync

If sync isn’t working:

1. Check internet connection
2. Ensure you’re signed into the same account
3. Force sync: Settings > Sync > Force Sync Now
4. Check sync log for errors
5. Contact support if issues persist

See Mobile Sync for platform-specific guidance.

Next Steps

Workspace Basics

Learn how to organize and navigate your workspace

Collaboration

Invite team members and share pages

AI Features

Explore AI chat, search, and content generation

Mobile Setup

Configure widgets and mobile-specific features

Frequently Asked Questions

Can I use AppFlowy without an account?

Yes! Create a Vault Workspace to use AppFlowy completely offline without an account. However, you won’t have:

• Cloud sync
• Collaboration features
• Cloud AI (local AI still works)

Can I switch from Vault to Cloud Workspace?

Yes. Export your Vault Workspace as a ZIP, create a Cloud Workspace, and import the ZIP file. See Vault Workspace for instructions.

Is my data encrypted?

Yes. AppFlowy uses:

• End-to-end encryption for cloud data
• TLS/SSL for data in transit
• Encrypted storage on our servers

Even we cannot access your content. Learn more in our Security docs.

What happens if I downgrade from Pro to Free?

• You keep all existing data
• Advanced AI features become unavailable
• Storage limited to 1GB (existing data remains accessible)
• Premium colors and options revert to default

No data is deleted when downgrading.