Add Athlete Membership Packages

When you’re ready to launch your gym on Kilo Gym Management, one of the most important steps is recreating your athletes’ membership packages inside Kilo. This allows you to start running your revenue directly through Kilo, and then cancel memberships in your former gym management system without disrupting billing cycles or accidentally double-charging members.

The best way to do this is to have two tabs (or two screens) open:

  • One with your current provider, showing each athlete’s package details.
  • One with Kilo GMS, so you can recreate the package with the same billing dates.

Once you’ve added a package in Kilo, you can go back to your current system and cancel it there.

Step 1: Open Your Athlete List

From the main navigation bar, select the Users drop-down and click Athletes.

Here, you can see at a glance which active packages are applied to each athlete.

Step 2: Select the Athlete

Click on the athlete you’re updating. On the first page of their profile, you’ll see an Active Packages section with a + Package button.

Click + Package to start assigning a new membership.

Step 3: Choose the Package

When the package selector opens:

  1. Search for or browse to the package you want to apply.
  2. Select it.

For example: if you’re setting up a new client with On-Ramp, you’d choose your On-Ramp package.

Step 4: Pick the Billing Plan

Once you’ve selected a package, the available billing plans will appear on the right.

Choose the billing plan you’ve agreed on with the athlete.

Kilo will show you the exact billing schedule for the plan you’ve chosen, including start dates, amounts, and payment frequency.

Step 5: Review and Adjust Package Details

On the left side, you can customize package details specific to this athlete:

  • Start Date & Bill Date: Align these with the athlete’s agreed-upon start date. This is critical when you’re recreating memberships from another system to avoid billing overlap.
  • Membership Status: By default, the package settings will apply (e.g. counted as a Member). You can override this here if necessary.
  • End Status: Choose what happens when the package ends (e.g. stay as a Member, switch to Alumni, or no change).
  • Auto-Renew: Turn this on if the package should roll into ongoing billing, or off for fixed-term packages like On-Ramp.

Step 6: Configure Payment Settings

Decide how payments will be collected:

  • Auto-Pay ON → Use this if you’re charging the athlete via card on file. The system will automatically process payments as scheduled.
  • Auto-Pay OFF → Required if collecting via cash or check. Kilo will prompt you to manually collect payments.

⚠️ Important: Auto-Pay and manual payments are mutually exclusive. If you set payment method to cash/check, Auto-Pay will default to off.

Step 7: Save the Package

Once you’ve confirmed all settings:

  • Click Save.
  • The package will appear under Active Packages on the athlete’s profile, showing start date, end date, and renewal status.

Best Practices for Launch

  • Double-check billing dates: Always match the bill date in Kilo to what’s currently set in your former system before cancelling there.
  • Use $0 Billing Plans as needed: If you want to start your members on Kilo simultaneously, but use rolling billing dates, use $0 billing plans to give members a partial plan without a double charge. Learn more here.
  • Two screens help: Keeping Kilo and your old system open side-by-side prevents mistakes.
  • Avoid double-charges: Never cancel the old system first—always recreate the package in Kilo, confirm the billing plan, and then cancel in your current provider.