IN BRIEF
The Expire Makeup Tokens workflow automatically expires a student’s remaining makeup tokens when their enrollment is dropped and they do not have any current or future enrollments. This ensures unused tokens do not remain active indefinitely after a student is no longer attending classes. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Additional Options
• Best Practice Recommendations
  • Configuration Tips
  • Operational Tips
• Troubleshooting & FAQs
• Related Articles

Overview

The Expire Makeup Tokens workflow automatically expires a student’s remaining makeup tokens when their enrollment is dropped and they do not have any current or future enrollments after a defined waiting period.  Unlike most Autopilot workflows, this workflow does not send a communication to the customer—it simply updates token expiration dates to maintain accurate records.

• Workflow type: Event-driven
• Trigger: Enrollment drop event
• Purpose: Automatically expire unused makeup tokens for students who are no longer enrolled.

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Accessing the Feature

1. From the Office Portal, navigate to AUTOPILOT>WORKFLOWS>"Add a Workflow."
2. Locate Expire Makeup Tokens in the list of workflows.
3. The workflow will automatically be copied to your account and will open in the Workflow Editor.
4. After configuring the workflow, Save your changes.
5. When you are ready, Enable the workflow to begin using it.

NOTE: Only account administrators or staff members who have been granted “Admin Access” permissions can copy or edit Autopilot workflows.

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Step-by-Step Instructions

1. Open the Expire Makeup Tokens workflow.
2. Review the workflow details to confirm:
   • Trigger Type: Event-driven – activates after an enrollment is dropped. (i.e., ANY type of class enrollment is dropped -- Active, Trial, Makeup, etc.)
   • Communication: None – this workflow does not send messages.
3. Configure the available options:
   • Wait for Action – Defines how long the System waits after the enrollment drop before checking for current or future enrollments.
     • This value defaults to 3 days.
   • Count Class Enrollments – Determines which enrollment types are considered when checking for active or future enrollments.
     • Options include:
       • Active (default)
       • Trial
       • Wait
       • Makeup
     • NOTE: If no enrollment types are selected, the system will default to counting only Active-type enrollments.
4. After configuring the workflow, Save your changes.  
5. When you are ready, Enable the workflow to begin using it.

Important Note: This workflow expires all makeup tokens for students whose final enrollment has a drop date entered after the workflow is enabled. It does not affect tokens for students whose drop dates were entered before the workflow was enabled.

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Additional Options

• Audit Tracking: Once a token is expired, it will show an updated expiration date in the student’s token record.

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Best Practice Recommendations

Configuration Tips

• Keep the “Wait for Action” period short (3–7 days) to prevent confusion about token eligibility.
• Confirm that your business policy clearly communicates when tokens expire after disenrollment.
• Review token activity reports regularly to verify proper expiration.

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Operational Tips

• Combine this workflow with the Dropped Enrollment Follow-Up workflow for consistent offboarding communication and data cleanup.
• Avoid disabling the workflow mid-cycle, as this may result in unexpired tokens for recently dropped students.

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Troubleshooting & FAQs

• Why did some students still have active makeup tokens after their enrollment ended?
  • This workflow expires all makeup tokens for students whose final enrollment has a drop date entered after the workflow is enabled. It does not affect tokens for students whose drop dates were entered before the workflow was enabled.
• Can I notify customers before their tokens expire?
  • This workflow does not send notifications. Consider updating your policies to include information about expiring makeup tokens if their enrollment drops for more than "X" days.
  • Consider combining this workflow with the Dropped Enrollment Follow-Up workflow and update the "Dropped Enrollment with No Follow Up" communication template to note that makeup tokens will be expired for dropped enrollments.
• What happens if a student re-enrolls before the workflow runs?
  • The workflow will detect the new enrollment and skip expiring tokens for that student.

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Related Articles

• What is Autopilot?
• How Do I Copy and Configure Autopilot Workflows?
• How Do I Set Up/Configure Makeup Tokens?
• How Do I Configure the Dropped Enrollment Follow-Up Workflow?

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