How Do I Mass Create Makeup Tokens for Families/Students/Classes?

IN THIS ARTICLE:
Learn how to use the Mass Create Makeup Tokens tool to issue makeup tokens in bulk from the FAMILIES, STUDENTS or CLASSES page.

Why mass create Makeup Tokens?

Occasionally the need may arise to create multiple tokens at once for reasons other than class cancellation or a missed class.  These scenarios could include:

  • Issuing multiple tokens for all students in a family
  • Issuing tokens for several different students at once (who are not in the same family)
  • Issuing tokens to all students enrolled in a particular class

To make this process easier, you can now issue tokens in bulk from the FAMILIES, STUDENTS, or CLASSES page.

NOTE: The number of makeup tokens that can be generated at one time is set to a maximum of 10 per student. Note that the Mass Create Makeup Tokens Quick Action does not honor the “Limit number of makeup tokens” setting under SETTINGS>MAKEUP TOKENS, as these are considered manually created tokens and that setting only applies to tokens that are automatically generated.

Creating Makeup Tokens from the FAMILIES Page

  1. Set any filters needed to get the list of families to generate makeup tokens for. If filtering by ENROLLMENT STATUS/ACTIVE ON DATE, note that
    • INACTIVE/ALL will look at any current or previous enrollment
    • ACTIVE looks for ACTIVE type only, based on Active On Date
  1. Select the Family/Families, then click this icon to launch the “Generate Makeup Tokens” window:
    makeup01.png
    makeup02.png
  1. The Token Generation date will be the ACTIVE ON DATE (if selected in the filters). Otherwise, the system will use the current date.
  2. Select the number of tokens each student in the family should receive. Note that only students meeting the criteria based on the selected filters will receive tokens (i.e., if you choose ACTIVE with an ACTIVE ON date of 11/11/2019, only students active on 11/11/2019 will receive tokens).
  3. Set an Expiration Date for the token(s), or choose “Never Expire” if tokens should not expire.
  4. By default, all Locations within the account are selected. Deselect any locations if needed.
  5. Select at least one Program from the drop-down menu to allow the token(s) to be applied to makeup enrollments in that Program. Choose “Select All” to make it available for all Programs.
  6. Enter a comment if desired.
  7. Click CREATE to launch the token creation task. Note that this is done in real time (like other makeup tokens), so if you selected a large number of families or specified a large number of tokens per student this may take several seconds.
  8. A results window will show how many tokens were generated -- if there are some students that do not meet the criteria this number will be less than expected. 

Creating Makeup Tokens from the STUDENTS Page

  1. Set any filters needed to get the list of students to generate makeup tokens for. If filtering by ENROLLMENT STATUS/ACTIVE ON DATE, note that
    • INACTIVE/ALL will look at any current or previous enrollment
    • Choosing a specific Enrollment Type looks ONLY for that type, based on the Active On Date
  1. Select the Student(s), then click this icon to launch the “Generate Makeup Tokens” window:
    makeup03.png
    makeup04.png
  1. The Token Generation date will be the ACTIVE ON DATE (if selected in the filters). Otherwise, the system will use the current date.
  2. Select the number of tokens each student should receive.
  3. Set an Expiration Date for the token(s), or choose “Never Expire” if tokens should not expire.
  4. By default, all Locations within the account are selected. Deselect any locations if needed.
  5. Select at least one Program from the drop-down menu to allow the token(s) to be applied to makeup enrollments in that Program. Choose “Select All” to make it available for all Programs.
  6. Enter a comment if desired.
  7. Click CREATE to launch the token creation task. Note that this is done in real time (like other makeup tokens), so if you selected a large number of students or specified a large number of tokens per student this may take several seconds.
  8. A results window will show how many tokens were generated. 

Creating Makeup Tokens from the CLASSES Page

  1. Set any filters needed to get the list of classes to generate makeup tokens for.
  2. Select the Class(es), then click this icon to launch the “Generate Makeup Tokens” window:
    makeup05.png
  3. The Token Generation date will be the ENROLLMENT DATE (if selected in the filters). Otherwise, the system will use the current date.
  4. Select the number of tokens each student should receive. Note that only students with an ACTIVE or MAKEUP enrollment on the selected ENROLLMENT DATE will receive tokens. (Students with makeup enrollments on the selected Enrollment Date are only included if the option to “Create a New Makeup Token for Missed Makeup Enrollments” is enabled under SETTINGS>MAKEUP TOKENS.)mass_makeup_tokens01.png
    NOTE: The "Per each class student is actively enrolled in" option is enabled by default, meaning that if a student is enrolled in more than one of the selected classes, they will receive a makeup token for each enrollment.  If you wish to only issue one makeup token per students (regardless of how many enrollments they have in the selected classes), you can disable this option.

  5. Set an Expiration Date for the token(s), or choose “Never Expire” if tokens should not expire.
  6. By default, all Locations within the account are selected. Deselect any locations if needed.
  7. Select at least one Program from the drop-down menu to allow the token(s) to be applied to makeup enrollments in that Program. Choose “Select All” to make it available for all Programs.
  8. Enter a comment if desired.
  9. Click CREATE to launch the token creation task. Note that this is done in real time (like other makeup tokens), so if you selected a large number of students or specified a large number of tokens per student this may take several seconds.
  10. A results window will show how many tokens were generated -- if there are some students that do not meet the criteria this number will be less than expected.

Understanding the Mass Create Tokens Summary Report

After the token generation task has completed, a Summary Report will be available in the Background Tasks.  Opening this report will display a summary of the tokens that were generated, with each token listed separately (so any students who received multiple tokens will be listed once for each token that was generated.)

If the option to "Send Email Notifications to Families" was enabled, the email addresses are displayed in the "Emails Notified" column, with commas separating multiple email addresses.  If the option was not enabled, this column will just display display a blank character ("--").

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