Absences and make-up classes

Parents can tell you ahead of time when their child will miss a class. If you turn on make-ups, an absence reported in time earns a credit the family can use to book an open seat in another class at the same level.

How it works for families#

1. A parent reports the absence in the family portal before the class.
2. If it's reported with enough notice, the student earns a make-up credit.
3. The parent (or your staff) books the credit into a class at the same level that has an open seat.

Make-ups only use open seats, never a seat an enrolled student is holding. They don't change anything on the family's bill.

What parents see in the portal#

It helps to know the parent's side when a family calls with a question:

• Parents open Schedule in the portal, find the class and select Can't make it. They can add a reason, then select Report absence.
• The class then shows Away, or Away · make-up credit earned if the absence earned a credit. They can select Undo until the class starts.
• The Can't make it button disappears once a class has started, so late absences need to come to you.
• Credits show under Make-ups on the Schedule page and under Needs your attention on Home. Parents select Book a make-up, then Book next to an open class. They can also Cancel make-up to free the seat and use the credit again.
• The top of their Schedule page explains your policy, like the notice needed and how long a credit lasts.

Turn on make-ups#

1. Open Studio settings with the gear icon in the top bar.
2. Choose the Attendance tab and find Absences and make-ups.
3. Switch on Absences earn make-up credits.
4. Set your rules:
   • Notice needed (hours): how far ahead a parent must report the absence. 0 means any time before the class starts.
   • Credit lasts (days): how long the credit can be used, counted from the missed class.
   • Credits per term: the most credits each student can earn in a term. 0 means no limit.
5. Save your changes in the bar at the bottom.

With make-ups off, reported absences still show on the attendance list, but they don't earn credits.

See a family's absences and credits#

Open the family's page (from Students, choose View Profile) and find the Absences and make-ups card. It shows each credit with its level, the date to use it by and its status (Available, Booked, Revoked or Expired), plus the absences the family reported.

Book a make-up for a family#

1. In the Absences and make-ups card, select Book next to an available credit.
2. Pick a class from the list. It shows classes at the right level with open seats before the credit expires.
3. Select Book next to the one you want.

If nothing is listed, there are no open seats at that level before the credit runs out.

To undo a booking, select Cancel make-up. The seat is released and the credit can be booked again.

Give a credit yourself#

You can grant credits for a studio closure or as a goodwill gesture. These don't count toward the per-term limit.

1. Select Grant a credit in the Absences and make-ups card.
2. Choose the student and How many credits.
3. Set a Use by date if you want one, and a Level (leave it empty to allow any class).
4. Add a Note and select Grant.

To take a credit back, select Revoke next to it.

Who can do this#

Owners and admins can change the make-up rules. Owners, admins and front desk staff can grant, revoke and book credits.