Cohort seat management
MastermindSeats holds the administrative weight of a paid mastermind so you can stay in the facilitator chair. Seat billing, rotation order, monthly check ins and attendance all live in one record per cohort.
The part nobody sells you
Twelve women pay you every month. Two cards expired in March and you found out in May. One member has missed four sessions and nobody logged it. The hot seat order lives in a document you rename every quarter.
A declined card in a small room is not a rounding error. It is a seat you are facilitating for free, and you usually notice it a full cycle late.
$1,164Average recovered per cohort per year once failed charges are surfaced within a daySomeone always ends up with three hot seats while a quieter member gets one. Members notice long before they say anything, and then they do not renew.
6.2 hoursMedian time facilitators spend each month rebuilding the rotation by handWhen members arrive without last month's commitment in front of them, the first twenty minutes go to catching up instead of working the problem.
21 minutesAverage session time lost to recap in cohorts without a structured check inWithout attendance history you are guessing who is at risk. The member who quietly stopped showing up in week six is the one who leaves at renewal.
3 in 10Share of non renewals that follow two or more unlogged consecutive absencesHow a cohort runs
Name the cohort, set the number of seats, the monthly seat price and the billing day. Import members from a CSV or add them one by one. Each seat carries its own start date, so a member who joins in month three is billed from month three.
Recurring seat charges go out on the day you chose, under your own business name. Failed charges appear on your dashboard the same morning with a one click retry and a prewritten note you can send without sounding like a collections department.
Choose your hot seat cadence and the platform builds a fair order for the whole term, skipping members who are away and rebalancing when someone joins. Two days before each session every member gets the check in: what you committed to, what happened, what you need the room for.
You open the session with every answer already in front of you. Attendance is marked in one tap. At renewal you look at a real history per member: sessions attended, hot seats taken, commitments kept.
Built for the facilitator chair
Every chair in the room has a record: who holds it, what they pay, when they joined and whether the current cycle cleared. Empty seats are flagged the day they open so you can fill them before the next session.
Set the cadence once and the order is generated for the full term, balanced across every member and adjusted when someone is traveling. Members can see their own upcoming date without asking you for it.
A short structured form goes out before every session and closes an hour before it starts. Answers arrive grouped by member with last month's commitment printed above this month's update.
When a card fails, the retry schedule runs quietly and the member gets a note in your voice, not a payment processor template. You see the status of every seat in the cohort on one line.
One tap marks the room, and absences are logged with a reason when a member tells you in advance. At renewal you have twelve months of evidence instead of an impression.
Bring in an assistant coach or an operations manager with access to only the cohorts you assign. Billing details stay restricted to the owner unless you decide otherwise.
What changes in a term
Failed charges surface the same morning and retry on a schedule that respects the member. Across cohorts on the platform, 97.4 percent of billed seats clear within the cycle they were charged in.
Rotation building, check in chasing, invoice reconciliation and attendance notes were the four biggest hand built tasks. Automating them returns roughly six hours a month per cohort.
Coaches who use attendance history in renewal conversations see an average eighteen point lift, because the at risk member is identified in week six rather than at the renewal email.
A two question form that closes an hour before the session gets answered. Eighty nine percent of members submit before they arrive, which is what makes the first twenty minutes usable.
Who sits in this chair
MastermindSeats assumes money changes hands every month and that the room is small enough for every absence to be felt. If that describes your practice, the shape will feel familiar on the first screen.
Ten to sixteen women founders, one monthly half day, one hot seat per session. You know every member's revenue number by heart and you want the billing to be invisible.
A morning cohort for established operators and an evening cohort for founders still in their first two years. Different prices, different cadences, one calendar you can read at a glance.
You have handed two rooms to associate coaches and you still carry the commercial risk. You need scoped access, shared standards and one place where retention is visible.
From facilitators running paid rooms
I ran three cohorts on a spreadsheet and a payment link for four years. The first month here I found two seats that had not been charged since January. That alone paid for the plan for a decade, and my Thursday mornings are mine again.
The rotation tool ended an argument I had been having with myself for two years. Everyone can see their hot seat date in advance, they come with a real question, and I stopped being the person who decides who gets the room this month.
What sold me was the attendance record. At renewal I sat down with a member who thought she had been present all year, showed her she had made five of eleven sessions, and we had an honest conversation instead of a polite one. She renewed and she shows up now.
Priced per cohort, never per member
A full table costs you exactly what an empty one does. Choose the plan that matches how many rooms you facilitate, not how many people sit in them.
$39 per month
For the coach running a single flagship room with up to sixteen seats.
$89 per month
For the practice running a morning room and an evening room on different cycles.
$189 per month
For a coaching business with several facilitators and a rolling cohort calendar.
Every plan is billed monthly in US dollars and can be cancelled at any time. No annual commitment, no setup fee, and no percentage taken from your seat revenue.
Questions we get on the first call
Pricing is per cohort, not per member, so a full room never costs you more than an empty one. One Cohort is $39 per month, Two Cohorts is $89 per month, and Coaching Business is $189 per month for unlimited cohorts and up to five facilitators. Card processing fees are charged by your own payment provider at their published rate, and we take no percentage of your revenue. Every plan is billed monthly and you can cancel at any time from your account settings.
Most facilitators move one live cohort in a single afternoon. You import members from a CSV or paste a list of names and emails, set the seat price and billing day, then choose the meeting cadence and the hot seat order. Members receive one email that lets them confirm their seat and update their card. The median time from account creation to first billed cycle across our customer base is nine days, and that includes the time coaches spend deciding on their own house rules.
You own every record your cohort creates: member profiles, check in answers, hot seat notes and attendance history. Data is stored on encrypted infrastructure in United States regions, encrypted in transit and at rest, with role based access so an assistant facilitator sees only the cohorts you assign. We never sell or share member data, and we do not use it to train anything. You can export a full archive as CSV or PDF at any moment, and deletion requests are completed within thirty days.
Yes. Sessions sync two ways with Google Calendar and Outlook, and each session carries your Zoom, Google Meet or Teams link so members join from the reminder email. Recurring seat billing runs on Stripe Billing under your own merchant account, so payouts land where they already land. Zapier and a documented webhook feed cover the rest, including Kajabi, Circle and ConvertKit. If a member cancels a card, you see the failed charge before the next session, not a month later.
You cancel in two clicks and the plan stops at the end of the current billing month, with no exit call and no cancellation fee. Many coaches run seasonally, so you can also pause a plan for up to three months and keep your history intact for when the next cohort opens. Your members are never billed by us; their seat payments always run through your own merchant account, so pausing your plan does not interrupt their records. If you leave, export everything first and we will delete your workspace on request.
That objection is the reason the product looks the way it does. Members never see a dashboard full of scores; they see the date of their hot seat, the commitment they made last month and a two question check in that takes ninety seconds. Everything administrative stays on your side of the wall, which is exactly where the transactional feeling belongs. Facilitators consistently report that the room gets warmer once the money and the calendar stop being discussion topics.
Book a walkthrough
Thirty minutes, your actual member list, your actual billing day. You leave the call with one cohort configured, or with a clear answer that this is not the right tool for the room you run.
We answer every request ourselves within one business day, Monday through Friday, US business hours. If you would rather write, use the address below and tell us how many rooms you facilitate.
One reply from a person, no automated sequence, and no sales call unless you ask for one. Prefer email? Write to jimenezjulien42@gmail.com.
