Makeup enrolments

Makeup enrolments let a member attend another session when they miss their usual class. Cadence issues a makeup voucher when policy rules allow it. Staff then book that voucher into an alternative activity the same way as any other voucher.

Note

Makeup settings live under Setup → Vouchers. You need permission to view and manage makeup policies. Recording and excusing absences needs permission to view and change member absences.

How makeup vouchers are issued

flowchart TD
    Absent["A member is marked absent"] --> Check{"Does the activity offer makeup vouchers?"}
    Auto["Cadence detects an absence automatically if the roll isn't marked in time"] --> Check
    Check -->|No| Stop["No voucher is issued"]
    Check -->|Yes| Excused{"Does the policy require an excused absence?"}
    Excused -->|Yes, and absence isn't excused| Stop
    Excused -->|No, or absence is excused| Notice{"Was the absence reported with enough notice?"}
    Notice -->|No| Stop
    Notice -->|Yes| Limits{"Has the member reached their voucher limit?"}
    Limits -->|Yes| Stop
    Limits -->|No| Existing{"Has a voucher already been issued for this absence?"}
    Existing -->|Yes| Stop
    Existing -->|No| Issue["A makeup voucher is issued"]
    Issue --> Notify["The member is notified"]

Cadence never issues two makeup vouchers for the same member and session. Makeup-generated vouchers show a Makeup badge in the vouchers panel and always tag the enrolment with the Makeup label when redeemed.

Configuring makeup policies

1. Create a voucher type for makeups (generally max-uses 1).
2. Open Workspace Settings → Vouchers → Makeup policies.
3. Select Add makeup policy and set:

Field	Meaning
Name / Description	How staff recognise the policy.
Voucher type	Which voucher template is issued (chosen when creating the policy).
Generate voucher	Main switch for auto-issuing vouchers.
Require excused absence	When on, only excused absences earn a voucher.
Auto-generate if roll not taken	When on, Cadence issues vouchers if the roll was never taken after the session ends.
Roll not taken grace (hours)	How long after the scheduled finish before the untaken-roll check runs (default 8).

4. Assign the policy to categories (and optionally override it on individual activities).

Assigning a policy to a category

1. Open Workspace Settings → Categories and select a category.
2. Under makeup settings, choose a Makeup policy or leave it as Inherit from parent.
3. Save. Child categories inherit the effective policy unless they set their own.

Overriding on an activity

1. Open the activity → Settings.
2. Under Makeup vouchers, choose Use category default or select a specific policy.
3. Save. Use an override only when this activity should behave differently from its category.

Makeup limit rules

Limit rules cap how many makeup vouchers of a given type each member may receive in a rolling window. Create them under Workspace Settings → Vouchers → Makeup limit rules, then attach each rule to the makeup policies that should enforce it.

1. Select Add limit rule.
2. Set Max issued per member per voucher type, plus Period length and Period unit (days, weeks, months, or years).
3. Save the rule and attach it to the relevant makeup policies.

When a member has already reached a limit on an attached rule, Cadence skips issuing another makeup voucher for that type until the rolling window allows it again.

Recording absences and taking roll

Attendance roll

On an activity’s Attendance screen:

• Mark Absent when the member did not attend.
• Right click the cell and select Absent and excuse (makeup) when you want to excuse the absence and grant makeup in one step. This path treats the absence as excused and skips the minimum-notice check.
• An Excused absence badge appears when the member already has an overlapping excused absence window.

If the policy and gates pass, Cadence issues the makeup voucher after the roll change is saved.

Member absences tab

1. Open the member → Absences.
2. Select Add absence and set Starts, optional Ends, and an optional Reason.
3. Use Mark excused on an unexcused row when the absence should qualify for makeup under policy.

Excused absences can earn makeup vouchers when the activity’s effective policy allows it.

Booking the makeup session

Once a makeup voucher exists:

1. Open the member or household Vouchers panel.
2. Select Book on the makeup voucher and complete checkout as described in Booking with a voucher.

Manual makeup from checkout

Add a checkout line with enrolment kind Makeup to create a casual enrolment with the Makeup label at no charge, without consuming a voucher. Use this when booking a makeup directly rather than redeeming an issued credit.

Troubleshooting

Symptom	What to check
No voucher after marking absent	Effective makeup policy on the category/activity, Generate voucher on, excused requirement, notice, and limits.
Voucher issued but cannot book an activity	Voucher restrictions and label capacity limits.
Member already has a voucher for that class	Cadence issues at most one makeup voucher per member per session.
Roll never taken, no vouchers	Auto-generate if roll not taken and the grace hours on the policy.

If vouchers still fail to appear after these checks, contact your Cadence administrator.