Make-up class rules: credits, capacity and sample wording

Clear make-up class rules start with four decisions: which absence can create a make-up credit, how long it remains valid, the monthly limit and the groups in which it can be used. Explain those rules before the season and use the same language in family information and the club's process. A make-up booking rule does not, by itself, determine a person's contractual or statutory refund rights.

Why unwritten rules create capacity problems

With verbal arrangements, different families can reasonably remember different promises. One expects a place months after an absence; another arrives in a group that is already full. The coach may only learn about the arrangement at the venue.

Record available credits and the sessions that can accept them. Explain the process before someone needs it, so that a family can plan within the published conditions. Setting a software capacity limit still requires the club to choose an appropriate group size.

Reported and unreported absences

A club may decide that an absence reported before class is eligible for a make-up credit. Advance notice helps the coach plan and may release capacity. Define how an unreported absence or sudden exceptional situation is reviewed rather than leave it to a different promise each time.

Do not routinely request medical certificates just to administer an ordinary missed class. Establish any necessary information and the process for handling it separately. For a longer absence, consider the supported pass extension or pause process rather than accumulating many replacement bookings at once. Name the person who reviews that request.

Credit expiry and monthly limits

Choose a period that gives families a practical opportunity to use an available place. Review the timetable before choosing the limit. A nominal credit with no suitable session available does not settle a contractual question.

A monthly cap helps the club plan how many additional participants enter other sessions. Explain which month is counted: in Klubownik it is the month of the selected make-up session, not the month of the original absence. Introduce later policy changes under the applicable contract and rules, with appropriate information for families.

Choose suitable groups and available places

Three common starting scopes are:

• The same group: another scheduled day where the group meets more than once.
• The same discipline: another suitable group, with age and ability checked.
• Other club groups: appropriate only where the actual activities and participant needs are compatible.

A make-up booking needs an available place. Check the room, equipment and staffing as well as the software count. For multiple venues, keep the timetable and room plan consistent; the schedule and capacity overview explains the related tools.

A wording checklist to adapt before use

The following is a drafting aid with placeholders, not a ready legal document. Review it against the club's contract and country. Distinguish a participant missing an offered class from the club cancelling or failing to provide it. Do not add a blanket “no refunds in any circumstances” clause. The Polish competition and consumer authority explains unfair contract terms; it does not follow that a particular sample clause fits every case.

1. A participant may receive a make-up credit for an absence reported before the class through [the parent panel / email / the club's agreed contact route].
2. An unreported absence is handled under [the published rule and defined exception-review process].
3. A make-up booking credit is available for [number] days after the absence. Expiry does not limit rights under the contract or applicable law, including those relating to a class the club did not provide.
4. The participant may book up to [number] make-up sessions in a calendar month, subject to the agreed conditions.
5. Eligible sessions are [the same group / suitable groups in the same discipline / other specified groups], with an available place.
6. The parent books the session through [the parent panel / the club administrator] before attending.
7. For an absence longer than [number] weeks, the club reviews a request for a supported pass extension or pause under the agreed conditions.
8. The process does not cover [trial classes / individually booked pass sessions / other clearly identified exclusions].

Explain the process to families and coaches

Provide a short explanation alongside the full rules: where to report an absence, where to see a credit, how to book and whom to contact when no suitable option appears. Repeat it when a family first needs the process.

Coaches should use the same rules and refer exceptions to the named person. An informal promise at the venue should not create a second booking system that nobody else can review.

How this works in Klubownik

Make-up classes are off by default. Enable the supported module in the attendance settings and separately in participating groups. Configure eligibility, expiry, the monthly limit and scope. A group's own target-group list overrides the club-wide scope. This workflow concerns supported scheduled groups; it is not available in the shooting-club module.

• Absence reporting: the parent can report an individual or longer absence, with the supported attachment option where appropriate. A recorded absence must meet the club's configured conditions to generate a credit.
• Booking: an eligible credit is added automatically. The parent can choose an available scheduled session within its validity. A reservation can be released before attendance has been recorded.
• Capacity: where the target group has a limit, the booking check includes group participants and assigned make-ups. Set the limit for the actual activity.
• Coach: the coach sees the make-up participant in the attendance list and upcoming make-ups in their panel. The supported coach route can release a make-up in their session; the booking time is selected by the parent or administrator.
• Administrator: review credits and expiry dates, assign sessions, release reservations and handle a longer absence with supported pass options.

A credit marked used means it has been assigned to a session; it does not prove the participant attended. The workflow does not cover individual pass-booked sessions or trial participants. Review make-up classes and the shared tools for swimming schools.

Frequently asked questions

Should an unreported absence qualify?

The club chooses a clear, appropriate eligibility rule. Klubownik defaults to recorded excused absences, with a configurable option. Communicate the rule and exception process before using it.

What if a parent asks for money back instead?

Review the reason, service delivery, contract and applicable law. A credit expiring in software does not decide refund entitlement. A participant's longer absence and the club not providing a class are different situations.

Can the coach choose the make-up session?

In the described Klubownik workflow, the parent or administrator chooses the time. The coach sees the participant and can release a make-up in their own session before attendance is marked.

The demo uses sample records and asks for your email and activity type before entry. Explore the club and parent make-up workflow.