What Billing Events Are
Billing Events help you see recent student payment activity in MatAdmin.
Use this article for student and member payment billing. This is separate from your academy's own MatAdmin subscription.
A Billing Event can appear when MatAdmin receives a useful update about a student payment, such as a payment attempt, a payment method update, or a payment that needs review.
Not every Billing Event is a problem. Many events are informational and help you understand what changed.
What Gym Owners Typically Use This For
Use Billing Events when you need to:
- Review recent student payment activity before contacting a student.
- Understand whether a student payment item looks resolved, informational, or worth a closer look.
- Coordinate owner, front desk, or billing staff follow-up.
- Add a short internal note about what your team already checked.
- Confirm that you are looking at student payment activity, not your MatAdmin subscription.
What The Billing Attention Timeline Shows
The Billing attention timeline summarizes student payment items that may be worth a closer look.
It is designed for operational visibility. It helps owners or billing staff see what changed, what may need awareness, and whether anything looks unresolved.
The timeline does not run billing actions by itself. It is a read-only view for review and follow-up.
If you see "replay preview" in the Billing Events page, treat it as informational review text. It does not retry a payment, contact a student, or change a student record by itself.
Common Event Examples
You may see Billing Events for situations like:
- A student payment succeeded.
- A payment failed.
- A card expired or needs to be updated.
- A payment method was updated.
- A retry later succeeded.
- A payment needs review before you rely on the status.
The exact wording may vary in MatAdmin, but the goal is the same: show the latest student payment context in one place.
What "Needs Attention" Means
"Needs attention" means MatAdmin cannot confidently tell you to ignore the item yet.
It does not always mean something is wrong. It means an owner or billing staff member should review the student record, payment status, or recent notes before making a decision.
For example, a payment may need attention because:
- A payment failed and the student may need to update their payment method.
- A recent update has not fully settled yet.
- A payment looks like it needs a human review.
- The payment status and student record do not clearly agree yet.
When Gym Owners May Need To Take Action
You may need to take action when:
- A student's payment method needs to be updated.
- A student says they paid, but the student record still looks unclear.
- A failed payment affects whether a student should be followed up with.
- Your team needs to decide who will contact the student.
- Support asks you to check the Billing Events page for recent context.
You may not need to take action when the timeline says nothing needs attention, or when an item is clearly informational.
Understanding Operator Notes
Operator notes help your team coordinate billing follow-up.
Use notes for short, practical updates, such as:
- "Texted parent about expired card."
- "Student said they will update payment method tonight."
- "Owner reviewed and no follow-up needed."
Keep notes professional and brief. Do not add full card numbers, passwords, bank details, or private personal information.
What Happens After Payment Retries Or Updates
Some student payment issues may clear after a retry or after the student updates their payment method.
When that happens, the Billing Events page may show newer activity that helps explain the current status. Review the newest information before contacting the student again.
If the timeline still says an item needs review after the student updates their payment method, check the student record and recent notes before deciding what to do next.
When To Contact Support
Contact support if:
- A student's payment status looks different from what you expected.
- The Billing attention timeline says an item needs review and you are not sure why.
- A student updated their payment method but the student payment status still looks unclear.
- You are unsure whether an item affects student access, follow-up, or membership decisions.
- The Billing Events page will not load.
Need help? Contact support at support@matadmin.app and include your academy name plus a short description of the issue.
Do not send full card numbers, passwords, bank details, or private reset links.