Members & families
A household is the unit,
not the individual
Families enrol together, pay together and leave together. Software that models each member as an unrelated person makes you rebuild the household by hand every time you send a bill, a reminder, or a child home with the wrong adult.
The actual problem
The household is real whether the software admits it or not
More than a fifth of the families on this system have more than one member enrolled. A parent with three children does not think of themselves as three customers, and does not want three invoices, three reminders and three logins. When the software insists otherwise, the front desk absorbs the difference — combining bills by hand, remembering which adult pays for which child, keeping the pickup list on paper.
None of that is visible in a feature comparison, and all of it costs you an hour a day.
The household
One account, several people, different roles
- Siblings on different everything
- Three children on three programs, three rates and three billing cycles, arriving as one statement to one parent. The complexity stays in the software instead of in a spreadsheet.
- More than one adult, with different jobs
- A family can hold several contacts, each with their own relationship, phone, email and messaging preference. Separated parents, a grandparent who handles pickup, a guardian who is not the payer.
- Payment details per contact
- Each contact can carry its own card or bank details and be marked as a billing contact, so two adults can pay for different things without two accounts. Uncommon, but when you need it there is no workaround.
- Release authorization and emergency contact
- Who may collect a child, and who to call, held as flags on the contact rather than a laminated list behind the desk. Both are filled in on virtually every family on the system.
- Documents, photos and agreements on the record
- Waivers, signed agreements and photos attach to the member, with the agreement’s status stored alongside it. What someone signed, and when, is answerable at the desk.
- Portal access for the family
- Families can see their own account, statements and details rather than phoning to ask — which is the cheapest support you will ever build.
What makes the reports possible
The record keeps everything, including the leaving
Every status change is written to the member’s history with its date. Not a current status field that gets overwritten — a history. Promotions, programs, documents and attendance sit on the same record, and none of it is discarded when someone leaves.
That is a filing decision with a large consequence: it is the only reason the retention reports can exist. You cannot compute how long members last before they cancel unless you kept the dates. A member who leaves and comes back rejoins their own history instead of arriving as a stranger, and the cohort they belonged to still has them in it.
In practice
How this runs in your business
Martial Arts
Ranks, promotions and testing fees are first-class here — not a custom field someone bolted on.
Gyms & Fitness
Recurring revenue, real retention numbers, and a front desk that is not chasing failed cards.
Dance, Gymnastics & Cheer
Tuition, siblings, levels and competition season — handled on one account.
Swim, Music & After-School
Session packages, weekly and daily rates, pickup services and parents who need one bill.
Questions
The things people actually ask
Can one parent get a single bill for three children on different programs?
Yes, and that is the default rather than a workaround. Billing is held per member but rolls up to the household, so three siblings on three different programs, cycles and rates arrive as one statement to one parent.
Can two parents pay for different things?
Yes. A family can hold more than one contact, and each contact can carry its own card or bank details and be marked as a billing contact. Separated parents splitting tuition, or a grandparent paying for one child, do not need two accounts and do not need a note in the margin.
How do we record who is allowed to collect a child?
Release authorization is a flag on the contact, alongside the emergency contact and the relationship. It is on the record the front desk already has open, rather than on a laminated list behind the counter.
What happens to a member record when someone leaves?
Nothing is deleted. The status change is written to the member history with its date, so the record stays intact — which is what makes retention reporting possible later. A member who leaves and comes back rejoins their own history rather than starting as a stranger.
Where do waivers and signed agreements live?
On the member record, with the documents, photos and notes. The agreement is stored with its status, so what someone signed and when is answerable without opening a filing cabinet.
Does the software know a family is one household for messaging too?
Yes. Contacts carry their own email, phone numbers and a messaging preference, so a reminder about one child goes to the person who actually needs it rather than to whichever address was typed in first.
Included, like everything else
From $39 a month with every feature switched on. Thirty days free, no card and no contract.