IN BRIEF
Staff members can manually issue Makeup Tokens in the Office Portal either when canceling a class or by creating a token for an individual student. These tokens allow students to attend a future class as a replacement for a missed enrollment, based on your Makeup Token settings.
Overview
Makeup Tokens provide a flexible way to compensate students for missed classes. In the Office Portal, staff can generate these tokens in two primary ways:
- Automatically for all enrolled students when canceling a class.
- Manually for a specific student, with customizable details such as expiration date, program association, and optional notifications.
How tokens behave—such as expiration rules and visibility in the Customer Portal/Mobile App—is controlled by Makeup Token settings.
Accessing the Feature
Depending on how you plan to create Makeup Tokens, you will access different areas of the Office Portal:
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For class-wide tokens:
- Go to Classes, then open the Attendance view for the class.
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For individual student tokens:
- Go to Students, then open the Attendance view for the student.
Step-by-Step Instructions
Creating Makeup Tokens When Canceling a Class
When canceling a class, there is an option asking whether you wish to create makeup tokens for the students enrolled in that class.
To cancel a class:
- From the CLASSES page, locate the class that needs to be canceled.
- Click the Attendance icon (checkmark) to the left of the class name to open the Attendance view.
- Click on the date for which the class needs to be canceled.
- Click Cancel for this day.
- In the next screen, enable/disable the option to create makeup tokens (as needed).
- Click YES to cancel the class.
Click here for more information about canceling classes.
Creating Makeup Tokens for an Individual Student
- From the STUDENTS page, locate the student who needs to have a makeup token issued.
- Click the Attendance icon (checkmark) to the left of the student’s name to open the Attendance view.
- Click Makeup Tokens.
- Click the Create Makeup Token button.
- Fill in the appropriate details for the token.
- Location is optional. For accounts with multiple locations, choosing a Location will lock the token for use at that particular Location (unless settings allow otherwise). If you do not choose any Location, the token can be used anywhere.
- Choose a Program if you want to associate the token with classes in a particular Program.
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Comment is optional. However, keep in mind that parents may be able to see comments depending on your setting under SETTINGS>MAKEUP TOKENS>Show makeup token comments on Customer Portal.
- NOTE: This comment is limited to 300 characters.
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Issue Date will be set automatically to use the current date. Update this if needed.
- NOTE: The "Issue Date" controls when the makeup token can be viewed/used from the Customer Portal/Mobile App. Only tokens with an issue date equal to or before the current date will be available for redemption.
- Expiration Date (which acts as a use/redeem by date) will be set automatically based on the setting under SETTINGS>MAKEUP TOKENS>Auto-expire makeup tokens. Update this if needed.
- Never Expire will set the token to have no expiration date.
- Choose whether or not to send a notification email to the parent.
- Click Add Another if you need to create multiple tokens. When you have finished, click the Create [#] Token(s) button. (Note that this button may say “Create [#] Token(s)” or “Create [#] Token(s) & Send [#] Email(s)” depending on how many tokens you are creating/notification emails are being sent.)
Troubleshooting & FAQs
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Why can a parent not see a newly created Makeup Token in the Customer Portal/Mobile App?
- Verify that the token’s Issue Date is set to the current date or earlier. Tokens with a future Issue Date are not visible or redeemable until that date.
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What happens if I cancel a Background Task while Makeup Tokens are being generated?
- If you cancel a Background Task after it has started, it is strongly recommended that you also delete the task entry from the Background Task window using the Delete (trash) icon. This is especially important for tasks that both perform actions and send emails, such as generating Makeup Tokens, canceling classes or camps, assigning substitute instructors, or sending Statements.