Makeup Classes Overview
Makeup Classes allow students to cancel a session of a course and receive a credit to use on a class with matching tags. Make-ups are only available on course (Term) schedules — they don't apply to drop-in classes.
The Make Up Classes Allowed switch can only be turned on when you first create the course schedule, so confirm the settings during scheduling. Once the schedule has been created the switch is locked on the edit screen. If you need make-ups turned on for a course that already exists (including one that already has bookings), contact the Groovio support team — we can enable it for you. The make-up tags, cancellation time frame and description can still be edited after the schedule is created.
Additionally, makeup passes start/end dates are aligned with the course's "Term"
Enabling Drop-Ins for Courses
To let students use makeup credits on individual course classes, toggle on Drop-Ins when scheduling the course. If Drop-Ins are disabled, students can only use makeup credits on regular Drop-In classes, not within a course.
For membership students, pre-booking for an entire term is available, allowing them to secure their preferred class schedules in advance.
Cancellation Time Frame (the make-up cutoff)
The Cancellation Time Frame setting, with Cancellation Time (Hours before class), is a cutoff. You can choose anywhere from 1 to 168 hours (7 days).
A student who cancels before the cutoff gets a make-up credit. For example, with a 24-hour time frame, cancelling 30 hours before class issues a make-up.
A student who cancels after the cutoff, i.e. inside the time frame, does not get a make-up credit. In the same example, cancelling 10 hours before class issues no make-up.
If the Cancellation Time Frame is switched off, students get a make-up credit if they cancel any time before the class starts.
Remove a Student and Issue Make-Up Credit in One Click
For course classes, you can remove a student and issue their make-up credit(s) at the same time — no need to do it in two separate steps.
From the class list (viewing a student's name on the class), or directly from the student profile, click the action button.
You'll see the usual option to remove the student, and now also an option to remove and issue make-up credit(s) in the same click.
Choose the second option whenever you want the student to keep a make-up credit for the session you're removing them from.
How Makeup Functionality Works
Class Credit: When a student cancels a course class before the cutoff, they receive a credit for a similar class that shares at least one tag with the make-up credit.
When it's issued: The make-up credit is created straight away, at the moment the student cancels. It doesn't wait for the next billing cycle.
Viewing Credits: Students can view their makeup credits in the Packages section on the app.
Cancelling the whole course: Once a student has received a make-up credit for a session of a course, they can no longer cancel the whole course booking themselves.
Makeup Passes vs. Credits: Makeup passes are issued for individual classes within a course booking when the student cancels before the cutoff.
Payment Details for Makeup Classes
Payment Types: All payment types apply to makeup classes. The credit is issued when the student cancels, but when it can be used depends on how the course was paid for:
Paid in full (card, package, etc.): The credit can be used straight away, or from the term start date if the term hasn't started yet.
Paid with a membership: The credit can be used once the start time of the cancelled class has passed. It can't be used on a class that is earlier than the one they cancelled.
Paid with a deposit: The credit can be used from the day after the cancelled class.
Failed Payments: If the membership that paid for the course goes on standby because a payment failed, its make-up credits are put on hold too. They become available again once the payment is settled. If the membership is cancelled because the payment was never made, its make-up credits are cancelled and won't appear in the app.
Make-up credits are only issued for course bookings. Cancelling a drop-in class follows your normal cancellation settings instead.
Trial bookings never receive a make-up credit, even on a course with make-ups turned on — cancelling a trial gives the person their trial back instead. See Class Trials: Letting Students Try a Course Class.
Cancellation Policy
Students receive a make-up credit only if they cancel before the cutoff set in the Cancellation Time Frame (see above). If they cancel inside the time frame, they don't get one. Once issued, the credit can be used according to the payment rules above.
Important Dates
Start Date: For courses paid in full, makeup credit validity begins on the term's start date. For membership- or deposit-paid courses, see the payment rules above.
Expiry Date: Credits expire on the term end date. Unused makeup credits will no longer be available after this date. If you set a Make Up Package Minimum Duration (days) (see below), a credit issued close to the end of the term is kept for at least that many days instead.
Studio-Wide Make-Up Settings
Two make-up settings apply across your whole studio. Find them in Studio Profile > Studio Settings > Booking, then click Save Changes:
Make Up Package Minimum Duration (days) — the minimum number of days a make-up credit stays valid from the day it is issued. A credit normally expires on the term end date; with this set, it expires on the term end date or that many days after it was issued, whichever is later. For example, with 14 days, a credit issued 3 days before the term ends is valid for 14 days. Leave it at 0 to keep the normal term-end expiry. It applies to credits issued from then on (when a student cancels with a make-up, or you remove a student and issue a make-up) — credits already issued keep their expiry date.
Default Make Up Description — the text that is filled in automatically as the make-up description when you create a new course schedule and turn on Make Up Classes Allowed. You can still change the description on each schedule. Editing an existing schedule doesn't replace its saved description.
Tags and Makeup Classes
Makeup credits apply to classes that match one or more of the make-up credit's tags. Tags play a critical role by ensuring students can book appropriate sessions using makeup credits. If a class does not share at least one tag with the make-up credit, the booking is automatically blocked by the system. Administrators need to carefully select and assign tags during class scheduling to prevent issues and ensure credit eligibility aligns with class content. To streamline the process, it's recommended to set relevant tags when enabling the Make Up Classes Allowed option during scheduling.
Which tags are used: If you selected tags in the make-up section of the schedule, the credit uses those tags. If you didn't, it uses the tags on the class itself.
Tags are copied when the credit is issued: A make-up credit keeps the tags it had at the moment the student cancelled. If you add or change tags on the schedule or class later, credits that were already issued don't change. Only new credits pick up the new tags. If an issued credit needs different tags, contact the Groovio support team.
No tags = can't be used: If neither the make-up section nor the class has any tags, the make-up credit has no tags and can't be used on any class. Always make sure one or the other is tagged.
Using a Make-Up Credit at Checkout
If the student also has a membership that covers the class, the app selects the membership first. The make-up credit may therefore not be preselected. Students should check which option is selected before confirming the booking, and choose their make-up credit if they want to use it.
Best Practices for Maximizing Makeup Credit Usage
Double-check Tag Assignments: Before creating or updating class schedules, confirm the correct tags are applied, ensuring they align with potential makeup packages.
Review Your Makeup Package Tags: Students should review tags linked to their makeup packages to ensure compatibility with desired classes.