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How to Add, Edit and Archive Payment Methods

Updated

Before Kicksite can charge anyone, it needs a card or bank account on file. The fastest way is to send your students a link and let them enter it themselves.

i Note: Schools that don’t process payments through Kicksite can’t enter or store card or ACH details at all. This whole article assumes a billing integration.

i Note: The family rule: A Payment Method added to an individual student can only be used by that student. A Payment Method added to a family is available to every member of that family. If one card pays for three kids, put it on the family profile — otherwise you’ll be entering it three times and updating it three times.

The fast way: bulk invites

Sending bulk invites is best when your billing has just gone live or after a run of new sign-ups.

  1. Click Finances in the left panel, open the Payment Methods tab, and click Invites.
  2. The list arrives pre-filtered to active students who have an email address and no Payment Method — which is exactly who you want. Select people by clicking their cards, or use Select All.
  3. Click Send Payment Method Invites, then Send Invites.
  4. Watch the progress bar, then click Close.

Each person gets an email with a secure link to enter their own details.

One person at a time

  1. Go to the student’s or prospect’s profile.
  2. In the Finances module, click Add New +, then Payment Method Invite.
  3. If they have more than one email address, choose which to use.
  4. Click Send Invite.

A Pending Invite appears on the Payment Methods tab of their profile until they complete it.

Entering a card yourself

For when someone hands you a card at the desk, or has no email address.

  • From their profile — Finances module → Add New + → Payment Method.
  • From the Finances page — Payment Methods tab → Add New, then type the student’s or family’s name in the Student/Family field.

Then:

  1. Card Number.
  2. MM/YY — use a leading zero for single-digit months, so 01 for January.
  3. CVV.
  4. ZIP — the billing ZIP for the card.
  5. Label (optional) — useful when someone has two cards on file. “Mom’s Visa — memberships” saves a conversation later.
  6. Click Add.

Adding a bank account (ACH)

Same starting point, then click ACH.

  1. Choose Checking or Savings.
  2. Choose Personal or Business. Almost always Personal.
  3. Enter the First Name and Last Name on the account, the 9-digit Routing #, the Account #, and the Zip/Postal Code.
  4. Add a Label if you want.
  5. Click Add.
i Note: Type card and bank details carefully. A single transposed digit produces a decline that looks identical to a bank problem, and you’ll spend the next week blaming the wrong thing.

Students can add their own

Anyone with a Member Portal account can add a Payment Method themselves, at any time, without an invite. Worth mentioning when someone’s card expires — it’s often faster than either of you doing it manually.

Editing and archiving

Once a Payment Method is saved, the only thing you can change is its label. This is deliberate: an edited card number can’t be re-verified, so Kicksite makes you add a new one instead.

To update an expiring card, add the new card and archive the old one.

  1. Find the Payment Method — the Payment Methods tab in Finances, sortable by Source, Expiration, or Updated; or the Payment Methods tab on their profile.
  2. Click the link in the Source column, which shows the card type and last four digits, or click the card icon on their profile.
  3. On the details page you can see attached recurring billings on the left and payment history on the right.
  4. Click the label and type to rename it. Click the check mark or press Enter.
  5. To remove it, click Archive, then confirm.
i Note: Archiving is reversible for 7 days. After that the card is deleted at the processor and can’t be restored — you’d have to collect the details again.

Students can add Payment Methods from the Member Portal but can’t archive them. That protects any recurring billing from suddenly having no card attached.

Troubleshooting

The card won’t save, but it charges fine. The bank has restricted the card from being stored for recurring use. The cardholder needs to call and ask for that restriction to be removed.

A field says it can’t be blank and it clearly isn’t. Your browser’s autofill has written into the wrong field. Pick the person from Kicksite’s own search results, not the browser dropdown, or try a private window.

I archived the wrong card. Restore it from the Archived tab if it’s been less than 7 days.

The recurring billing still declines after I added a new card. Adding a card doesn’t move existing billings onto it. Open the recurring billing and click Switch Payment Method.

Limitations

  • Saved Payment Methods can’t be edited beyond the label.
  • Card details can’t be imported from other software. Use bulk invites instead — see What Student Data Can Be Imported.
  • Archived Payment Methods are permanently deleted after 7 days.
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