IN BRIEF:
Makeup Tokens allow staff to schedule one-day makeup enrollments for students who have missed a class. From the Office Portal, tokens can be applied directly from the STUDENTS page or during enrollment from the CALENDAR page when using Stacked view. All standard rules—such as Location restrictions, expiration dates, and scheduling limits—are enforced automatically.
Overview
The Makeup Tokens feature allows students to receive a token that can be redeemed for a one-day enrollment to make up for a missed class. Depending on account configuration, families may redeem tokens themselves via the Customer Portal/Mobile App, or staff can apply tokens on their behalf from the Office Portal.
From the Office Portal, staff members can:
- Apply an existing Makeup Token during enrollment, redeeming it immediately.
- Issue a new Makeup Token (requires the Create Makeup Tokens permission).
Makeup Tokens follow these rules:
- Automatically enforce any Location restrictions.
- Cannot be used if linked to a deleted Program until reassigned.
- Makeup start and end dates are limited to 90 days from the current date when redeemed via the Office Portal.
Accessing the Feature
Makeup Tokens are managed within a student’s Attendance profile.
- From the main navigation menu, go to Students.
- Locate and select the desired student.
- Select the Attendance icon (checkmark).
- Select Makeup Tokens.
Within the Makeup Tokens view, tokens are organized into the following sections:
- Available Tokens – Tokens ready for immediate use (expanded by default).
- Pending Tokens – Tokens attached to future makeup enrollments.
- Expended Tokens – Tokens linked to makeups that have already occurred.
- Expired Tokens – Tokens that passed their expiration date without being used.
To ensure that staff see tokens that will expire the earliest first within these views, Makeup Tokens are organized by Expiration Date (oldest to newest). If two Tokens have the same Expiration Date, they are further sorted by Token ID. Any tokens without an Expiration Date appear after expiring tokens.
Note: Staff members with the Create Makeup Tokens permission can override Location restrictions and apply a token at a different Location when necessary.
Step-by-Step Instructions
Check for Available Makeup Tokens
Within a student’s Attendance profile, select Makeup Tokens to view four sections:
- Available Tokens – ready for immediate use (expanded by default).
- Pending Tokens – attached to future makeup enrollments.
- Expended Tokens – attached to makeups that have already occurred.
- Expired Tokens – passed expiration date without being used.
NOTE: Staff with the Create Makeup Tokens permission can override a Location restriction and apply a token at a different Location when necessary.
Apply/Redeem from the STUDENTS Page
- On the STUDENTS page, locate the student.
- Select the Attendance icon (checkmark) beside the student’s name.
- Choose Makeup Tokens.
- In Available Tokens, select Apply Token next to the token you wish to use.
- In the Apply Token window, locate and select the desired class.
- If needed, use the filters on the left to narrow results.
- Enable Has Temporary Openings to limit results to dates for which openings created by future absences exist.
- Select Use Token beside the appropriate class date/time.
- Confirm by selecting Apply.
- The enrollment is created with Makeup enrollment type; the start and end dates will automatically be set to match the selected day.
- The token moves to Pending Tokens until attendance is taken.
Important Notes
- When Has Temporary Openings is enabled, an As Of Date field is displayed. Staff can define the date on which temporary openings must exist.
- The system will auto‑populate start/end dates based on the date selected for the class and skips the manual date selection step.
- If a class meets multiple times on the selected day (e.g., Monday 7:00–8:00 PM and 8:00–9:00 PM), the makeup enrollment is created for every timeslot on that day.
- If a class meets multiple days of the week (e.g., Monday 7:00–8:00 PM and Wednesday 8:00–9:00 PM), the makeup enrollment is created only for the timeslot on the selected day.
Apply/Redeem from the CALENDAR Page (Stacked View)
On the CALENDAR page, switch to Stacked view if not already enabled.
- Select the class date/time for the makeup.
- Choose Enroll Student.
- Search for and select the student, then choose Continue Enrollment.
- Select the Make UP enrollment type
- The start and end dates will automatically be set to match the selected day.
- An indicator shows if the student has Makeup Tokens available. If so, the system automatically applies the oldest token.
- If no token exists, staff may either be blocked from creating the enrollment or allowed to create it without linking it to a token, depending on their permissions.
Important Notes
- If a class meets multiple times on the selected day (e.g., Monday 7:00–8:00 PM and 8:00–9:00 PM), the makeup enrollment is created for every timeslot on that day.
- If a class meets multiple days of the week (e.g., Monday 7:00–8:00 PM and Wednesday 8:00–9:00 PM), the makeup enrollment is created only for the timeslot on the selected day.
Troubleshooting & FAQs
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Why is the "Apply Token" button disabled?
- Check to see if the token is linked to a deleted Program. If so, the token may need to be edited to reassign it to an active program before it can be used.
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Why do I see a location warning?
- Location restrictions are enforced unless the staff member has permission to override.
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Why can’t I select a date that is more than 90 days out?
- The Office Portal automatically limits makeup enrollments to within 90 days of the current date.
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What happens if no tokens are available?
- Staff may either be blocked from creating the enrollment or allowed to create it without linking it to a token, depending on their permissions.