How Do I Set Up/Configure Makeup Tokens? – iClassPro Support

IN BRIEF
Makeup Tokens allow staff or families to approve students for a makeup class by issuing a token that can be exchanged for a makeup enrollment. Tokens can be created automatically when a student is marked absent, or manually by staff members. Makeup Token settings control how tokens are created, used, displayed in the Customer Portal, and when they expire.

Overview
- How Makeup Tokens Can Be Redeemed
- How Makeup Tokens Are Created
Configuring Staff Permissions
Accessing the Feature
Step-by-Step Instructions
Troubleshooting & FAQs
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Overview

Makeup Tokens provide a flexible way to manage student absences by granting families or staff members the ability to book makeup enrollments. Tokens can be issued automatically when a student is marked absent or excused, or manually by staff with the appropriate permissions.

How Makeup Tokens Can Be Redeemed

By staff when creating a makeup enrollment in the Office Portal.
By families through the Customer Portal/Mobile App under the “Makeups” area in My Account.

How Makeup Tokens Are Created

Automatically when a student is marked Absent (or Excused, depending on settings).
Manually by staff with permission.
Automatically based on attendance in the Check-In Kiosk (issued ~30 minutes after class ends).
Adjusted automatically at end-of-day if attendance records are changed (e.g., “Absent” is changed to “Excused”).

Configuring Staff Permissions

Create Makeup Tokens – allows staff to manually create or edit tokens.
Delete Makeup Tokens – allows staff to manually delete tokens.
Create Makeup Enrollments Without Tokens – allows staff to bypass tokens when creating a makeup enrollment.

Accessing the Feature

Navigate to SETTINGS.
Select Makeup Tokens.

Step-by-Step Instructions

Configure your desired settings for how Makeup Tokens are created, any applied limitations, and how they are presented to families in the Customer Portal/Mobile App.
Be sure to Save your selections.

General Settings

Enable or disable the Makeup Token system.
Define how students earn tokens:
- Any absence
- Any excused absence
- Manually created by staff
Exclude certain Programs from automatic token generation.
Automatically send token generation emails
- NOTE: this template can be customized under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>"iClassPro" tab>"New Makeup Token Created".
Create a new token for missed makeups (if the student is marked absent on a scheduled makeup date).
Auto-expire tokens after a set number of days.
Limit number of tokens per calendar year/month.
- NOTE: ALL makeup tokens count towards this limit, regardless of how they are generated. This setting simply prevents the system from automatically issuing a token due to a recorded absence that would exceed the defined number of tokens per year/month.
  - If a staff member chooses to issue makeup tokens for a canceled class, manually creates an individual makeup token for a student, or mass creates makeup tokens for multiple students, then the system will allow them to exceed this limit if they choose to do so.

Customer Portal Settings

Show Makeup Tokens in the Makeups section.
- Show or hide staff comments.
- Hide expired tokens.
- Allow/disallow families to request makeups.
  - Auto-approve makeup enrollments (with age/gender prerequisites enforced if enabled).
    - Enforce Auto-Approve prerequisites for makeup requests
  - Send email notification to class location when a token is used.
  - Allow tokens across Programs or Locations.
- Limit booking to at most “X” days from current date.
- Apply expected absences to availability.
- Restrict redemptions to:
  - Only classes with expected absences.
  - Students with Active/Future enrollments.
    - Same Class Level as an active enrollment.

Other Related Settings

Show Attendance in Customer Portal - required for parents to view attendance and use tokens.
- This setting is located under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>GENERAL SETTINGS.
Expire Makeup Tokens Autopilot Workflow – updates expiration date if student drops and has no future enrollments.
- For more information about configuring and using this workflow, see our "Which Autopilot Workflows are Available?” document.

Customizing the “New Makeup Token Created” Email

Edit the template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>"iClassPro" tab>"New Makeup Token Created."

In addition to General, Family, and Student variables, there are specific Token variables available for this template:

[[token_type]] – reflects which method was used to create the token (manually created by a staff member, created due to cancelled class, created due to absence/unexcused absence).
[[token_expires]] – will show the expiration date of the token that was created.
[[token_description]] – gives details related to the token’s creation (such as the class name/date).
[[token_comment]] – will show any comments associated with the token.
- NOTE: this variable is not included in the default template, but it can be manually added.

Troubleshooting & FAQs

Why didn’t a Makeup Token generate after an absence?
- Check whether the class Program is excluded, whether the absence was marked “Excused,” and whether the attendance record was updated in a manner that would otherwise have excluded the student from receiving a token.
Why can’t parents see tokens in the Customer Portal?
- Verify that Show Makeup Tokens and Show Attendance in Customer Portal are enabled.
What happens if a student misses a scheduled makeup class?
- If Create a new makeup token for missed makeups is disabled, the token is lost unless a staff member issues one manually.
- If Create a new makeup token for missed makeups is enabled, they will be issued a new token.