The Default Payment Method is the card or bank account Kilo GMS uses for an athlete's billing: their unpaid invoices, active packages, and autopay. Defaults can be set at the moment a payment method is added, are protected from being accidentally removed or deleted, and are handled automatically when accounts are merged or unlinked. Both staff (in the GMS) and athletes (in the athlete app) use the same flow.
This article walks through how defaults work 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 set a new payment method as the default the moment you add it: there is 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.
Open the athlete's profile (or, for athletes, open the athlete app).
Go to Billing → Payment Methods.
Click Add Payment Method.
Enter the card or bank details.
Check Set as default payment method.
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. A single checkbox covers both, so you never have to reconcile which invoices and packages are linked to which method, and there is no risk of unexpected autopay failures from a partial update.
When you check it, the 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):
Open the athlete's profile.
Go to Billing → Payment Methods.
Find the method you want to make the new default and click Edit.
Check Set as default payment method.
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 is blocked until you resolve the conflict. This protects the athlete's active billing: nothing silently switches to another method and autopay is never turned off without your knowledge.
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 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:
Open the primary athlete's profile.
Go to Billing → Payment Methods.
Add a payment method and set it as the default.
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 an unknown payment method. Please collect a new default payment method for this athlete.
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:
Open their profile.
Go to Billing → Payment Methods.
Click Add Payment Method.
Enter the new card or bank details.
Check Set as default payment method.
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?
| Scenario | What happens to payment methods | What you need to do |
|---|---|---|
| Merging an independent athlete into a primary (linked profile) | The independent athlete's methods are deleted. Their active packages and unpaid invoices are relinked to the primary's default. | Make sure the primary has a default on file before merging, or the merge will be blocked. |
| Unlinking a sub-account to make them independent | The sub-account loses access to the primary's methods. Their packages and invoices are set to "Unknown" and autopay is turned off. | Collect a new payment method from the now-independent athlete and set it as their default. |
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 automatically relinks everything the old card was covering.
The "Unknown" payment method status is a flag for staff action, 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.