Managing Default Payment Methods

We've released a set of improvements to how Default Payment Methods are assigned, protected, and communicated in Kilo GMS. The updates make defaults faster to set, harder to disrupt by accident, and clearer when accounts are merged or unlinked. Both staff (in the GMS) and athletes (in the athlete app) get the improved flow.

This article walks through what's changed, how the updated workflow works, and what to expect in scenarios like deletions, merges, and unlinks.

What You Can Do with Default Payment Methods

• Set a card or bank account as the default at the moment it's added
• Link the default to all unpaid invoices and active packages in a single step
• Replace an existing default by choosing a new one
• See an explicit error before deleting a payment method that's tied to active billing
• Keep billing continuity when merging an independent athlete into a primary account
• Get a clear warning when unlinking a sub-account so you know to collect a new payment method

How do I add a payment method and set it as the default at the same time?

You can now set a new payment method as the default the moment you add it — no need to save it first and edit it afterward. This applies to both staff adding methods in the GMS and athletes adding their own methods in the athlete app.

1. Open the athlete's profile (or, for athletes, open the athlete app).
2. Go to Billing → Payment Methods.
3. Click Add Payment Method.
4. Enter the card or bank details.
5. Check Set as default payment method.
6. Click Save.

The new method is saved, set as the default, and linked to the athlete's billing in one step.

What does the "Set as default payment method" checkbox actually do?

Checking the box does two things at once: it makes the method the default, and it links that method to all of the athlete's unpaid invoices and active packages.

This used to be two separate checkboxes (one to set the default, one to use it for future invoices). They've been combined into a single checkbox to remove the guesswork — previously, staff often had to manually reconcile which invoices and packages were linked to which method, which led to unexpected autopay failures.

When you check it, the new default is applied to:

• Unpaid invoices — upcoming, past due, and payment failed
• Active packages — upcoming, active, and on hold
• Linked sub-accounts — the same updates apply to the primary athlete and any sub-accounts (a sub-account is an athlete linked under another athlete's profile, like a child under a parent)

You don't need to update each invoice or package individually.

Can I uncheck the default payment method without choosing a new one?

No — the default checkbox is disabled unless you select a different payment method to take its place. This prevents an athlete from ending up with no default on file, which would break autopay on their active packages.

To switch the default (upgrade, replace, or change cards):

1. Open the athlete's profile.
2. Go to Billing → Payment Methods.
3. Find the method you want to make the new default and click Edit.
4. Check Set as default payment method.
5. Click Save.

The previous default is automatically replaced.

What happens if I try to delete a payment method that's tied to active packages or unpaid invoices?

You'll see an explicit error and the deletion will be blocked until you resolve the conflict. Previously, deleting a payment method linked to active packages would silently switch those packages to cash/check and turn off autopay — which often went unnoticed until a payment didn't run.

Now, if you try to delete a method that's linked to active billing, you'll see this message:

This payment method is linked to at least one invoice in one of the following statuses…

To delete the method, first either:

• Add a new payment method and set it as the default (which relinks the affected invoices and packages automatically), or
• Manually update the linked invoices and packages to a different payment method.

Once nothing is linked to it, you can delete the method.

What happens to payment methods when I merge an independent athlete into a primary account?

The independent athlete's payment methods are deleted during the merge, but the system first relinks any of their active packages or unpaid invoices to the primary account's default payment method. This keeps billing running without interruption. Merging an independent athlete into a primary creates what we call a "linked profile" — the merged athlete becomes a sub-account under the primary.

If the primary account has no default payment method on file, the merge is blocked and you'll see an error.

✅ Before merging an independent athlete into a primary account Make sure the primary account has a valid default payment method on file. This prevents the merge from being blocked and keeps active packages from losing their payment linkage.

To complete a merge in that case:

1. Open the primary athlete's profile.
2. Go to Billing → Payment Methods.
3. Add a payment method and set it as the default.
4. Return to the merge and try again.

What happens to payment methods when I unlink a sub-account to make them independent?

When you unlink a sub-account, they lose access to the primary's payment methods, so all of their active packages and unpaid invoices have their payment method cleared and set to "Unknown," and autopay is turned off. You'll see a warning right after the unlink:

Any active packages or unpaid invoices have been set to unknown payment method. Please collect a new default payment method for this athlete.

⚠️ Required staff action after unlinking Immediately after unlinking a sub-account, collect a new payment method from the now-independent athlete and set it as their default. Autopay won't run on their packages until you do.

To restore billing for the newly independent athlete:

1. Open their profile.
2. Go to Billing → Payment Methods.
3. Click Add Payment Method.
4. Enter the new card or bank details.
5. Check Set as default payment method.
6. Click Save.

The new default is applied to their packages and invoices, and autopay resumes.

Merge vs. Unlink: What's the Difference for Payment Methods?

Quick Reference: What's Changed

Helpful Tips

• Always check that the primary account has a default payment method on file before attempting a merge.
• After unlinking a sub-account, follow up with the athlete promptly to collect a new card — their autopay won't run until you do.
• If you're replacing a card that's about to expire, just add the new one and check Set as default payment method — it'll automatically relink everything the old card was covering.
• The "Unknown" payment method status is a flag for staff action — it's not a billing method itself. Packages in that state won't auto-charge.
• Athletes can set their own defaults from the athlete app, so they can self-serve a card change without needing staff to step in.

When This Feature Is Most Helpful

• Onboarding a new athlete and collecting their card for the first time
• Replacing an expired or declined card without disrupting active packages
• Letting athletes update their own payment method from the athlete app
• Merging duplicate athlete records and keeping billing continuous
• Converting a sub-account (like a child on a family membership) into their own independent account
• Cleaning up old payment methods on a profile without accidentally turning off autopay

If you have questions about default payment methods in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com.