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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.

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Creating an Account

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:
  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)
4

Complete onboarding

  1. Choose your workspace name
  2. Set your profile picture (optional)
  3. Complete the quick tutorial
Privacy First: AppFlowy respects your privacy. We only collect essential data for functionality. Read our Privacy Policy for details.

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Signing In

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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.

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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.

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Profile Customization

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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

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Profile Settings

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.
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
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
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.

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General Settings

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Language & Region

Customize localization settings:
  1. Open Settings > General
  2. Configure:
SettingOptionsDescription
Language20+ languagesInterface language
Date formatMM/DD/YYYY, DD/MM/YYYY, etc.How dates display
Time format12-hour, 24-hourClock format
Week starts onSunday, MondayCalendar and date picker
TimezoneAuto or manualAccurate timestamps
Sync settings across devices: With cloud workspaces, your language, date format, and week start preferences sync automatically across all devices.

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Appearance

Personalize the look and feel:
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

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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.

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Account Management

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Email & Password

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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

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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.

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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

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View Subscription

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

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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.

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Data & Privacy

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.
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.
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.

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Multi-Device Setup

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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

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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

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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.

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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

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Frequently Asked Questions

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

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