Reporting Absences and Making Up Lessons in Group Courses

ActiveNow understands that your students can't always make it to class. To make communication with clients easier, we built the absence reporting and makeup feature, which saves you time on extra phone calls and emails between you and participants.

Clients can report an absence in advance from their app and receive an impulse that entitles them to make up the missed lesson.

If you choose to allow it, they can also sign themselves up for a makeup class directly. Read more about that in the Signing Up for a Makeup Class article.

Enabling the feature

To allow participants to report absences and sign up for makeup classes, enable the option in Settings → General under Additional features.

Once enabled, refresh the page — a new Making up absences tab will appear at the top.

Configuring the Making up absences tab

Client self-service

In this section you decide whether a client can:

• report their own absence in group courses

• report their own absence in individual courses

  • with a reschedule request

  • with billing cancellation

• sign themselves up for a makeup class at a different time in group courses

1

Group course absence rules

In the next section you set the main rules for reporting absences in group courses:

1. When can an absence be reported correctly? — Sets how far in advance a client must report an absence to receive an impulse entitling them to a makeup lesson. If the absence is reported within the time limit, the participant receives an impulse.

2

1. How many absences can be made up in group courses? — Sets the maximum number of absences per course for which a client receives an impulse.

You can change this limit for individual courses — go to the course details and find the Making up absences section. There you can set how many times participants can make up an absence in that course, and whether its lessons are available to participants from other courses as makeup slots.

Instead of a global per-course limit, you can use a monthly absence limit — the number of allowed reports then resets every calendar month (based on the month the lesson takes place, not the month of reporting). To enable this option for your account, contact us.

3

1. How long is an impulse valid? — Defines how long the client has to use an impulse. You can choose:

   • until the end of the course

   • for a set number of days from when the absence was reported

4

1. Cancelling a previous makeup sign-up — Controls whether a client can cancel a makeup class they previously signed up for.

This works like a standard absence report — when the client cancels a makeup, one impulse is used. They can sign up again only if they have remaining impulses.

Setting for allowing clients to cancel a previously booked makeup class

Signing up for a makeup class

A participant with an active impulse on their profile can sign up for a makeup class through the Client Panel. In the Making up absences tab they will find suggested available slots. Read more in the Signing Up for a Makeup Class article.

The client can join any ongoing group lesson that has available spots. The lesson must have the same level assigned as the participant's profile level.

Important: For a client to sign up for a makeup class, the course must have an instructor assigned and must already be underway.