One payment for a whole family

Updated 2026-08-21

One payer, one charge, one line per member. The parent sees a single amount leave their account. You still see the adult's plan and each child's plan separately in revenue by plan and by discipline.

Why not just make a family plan

Because a blended "family plan" at one price destroys the reporting. The money arrives as one lump against one plan, and an adult's tuition becomes indistinguishable from a child's. You can no longer tell what BJJ earned versus what the kids programme earned.

A family payment keeps the split. The charge is one line on the parent's statement, and underneath it every person has their own plan at their own price. Nothing is apportioned or estimated.

Family billing is part of Pro.

Set a family up

Go to My Academy, then Billing setup.
You get everyone on your roster grouped by who can pay, with a status against each: Ready to send, Sent, not paid yet, Paying through MatPilot, or Not ready.
Not ready always says why: no plan assigned, no email on file, invite not accepted, or a managed profile whose guardian pays instead. Fix the reason and they move up.
Open a payer and build their basket. Add a line for each person the payment covers, including the payer themselves if they train. Each line carries that member's own plan and price.
Add a one-off line if you need to, for a gi or a signup fee. A one-off can be negative, which is how you give an ad-hoc discount without creating a code.
Tap Send payment link.

What the parent gets

An email with a link. Paying it once sets up the subscription and every line on it. Nobody is charged until they complete the link, so you can send a whole roster and watch them come in.

Leave Remind daily until paid on and a reminder goes out every day starting 24 hours later, until they pay or you revoke the link. Revoke link kills it immediately, including from an email they already have.

Sending to many payers at once

Select several payers and send in one go. You get a review first: who will be emailed, who is being skipped and why. Nothing sends until you approve it, and nothing is charged until each parent pays.

Stopping whatever was billing them on your old system is still your job. MatPilot will not cancel it for you.

A parent can set it up themselves

A parent does not have to wait for you. On their own My family screen they get One payment for the family, pick who it covers from their linked children, and pay. Anyone without a plan shows as No plan yet, ask the academy, so assigning plans is all you need to do to unblock them.

Discounts on a family payment

A discount code can apply two ways, and the difference matters for your reporting:

On the payment takes it off the total. Stripe spreads it across the lines pro-rata.
On one plan takes it off a single member's line, so every other plan still reports its full price.

Sibling discounts usually want the second one.

When a family changes

Add or remove a member from the payment and the subscription changes with it, keeping the same single charge. A member covered by someone else shows Billed via family plan on their own profile, so nobody looks unpaid when they are not.