Attendance and makeups

Outcoach turns missed classes into a clear process. Coaches mark attendance, families report absences, credits are issued by your rules, and students book their own makeups at the right level.

Mark attendance#

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Coaches usually mark attendance on their phone, at the start of class or straight after it.

1. Open the class in the app.
2. Tap each student as attended or absent, or mark everyone attended and change the exceptions.
3. When every student is marked, the session closes as completed.

A typical class takes about 20 seconds.

You can also mark attendance by voice: speak into the app from the court, pool or room and Outcoach AI records it. Beta

Record absence reasons#

When a coach marks a student absent, they pick a reason from a list you set up, such as “Sick”, “Holiday”, “No show” or “Notified in advance”.

Parents and students can also report an absence in the app before class, with a reason. Because absences are reported from both sides, you always know why a student wasn’t there, and the reason feeds straight into your makeup credit rules.

How makeup credits work#

Choose one of two credit models:

Both models keep a full history of every credit issued, used or changed, so there’s never a question about what a student is owed. You can reset balances at any time to match your policy.

Credits can also carry over and come off future invoices automatically. See Payments.

Set makeup rules for each program#

Each program (event type) can have its own makeup rules:

• Notice period. How much notice a family must give to earn a credit. For example, 6 hours for Red Hotshots and 15 hours for Private Lesson 45 mins.
• Maximum credits. A cap per program so credits don’t build up forever.
• Cancellations you caused. When a class is cancelled by the coach or for weather, credits can skip the cap automatically, so families aren’t penalised for something outside their control.
• Group and private settings can differ, and you can open spots for others to book into.

See and adjust a student’s credits#

Open the student in Directory and go to the Makeup tab.

• The top shows the available balance (for example “150.50 AUD”).
• History lists every credit earned and used, with the running balance.
• Reset Balance lets an admin adjust credits, for example to expire old credits or apply a policy change.

For example: Monday’s Red Hotshots is rained out on 24 June and one credit is added. On 2 July the parent books a Wednesday makeup and the credit is used. The balance is back to zero and both entries show in History.

To see credits across the whole business, use the makeup credit report.

Book makeup classes#

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Families book makeups themselves in the app or on your booking page, with no need to call the coach.

• Students only see makeup sessions at their own level. A Red Hotshots student only sees Red Hotshots sessions.
• Their credit balance is shown and taken off automatically when they book.
• Outcoach checks there’s room in the class and that they have enough credit.
• You can add rules per program, such as same coach or same venue only.
• You can make every makeup booking a request that an admin approves.

Fill absent spots with makeups#

When a family reports an absence, Outcoach can release that spot so another student can book it as a makeup. The usual checks still apply: same level, room in the class and enough credit. Classes stay full without the coach coordinating anything, and you can still require admin approval.

Private makeup bookings#

For private lessons, coaches can publish the times they’re free as makeup slots:

1. List the days and times the coach is available.
2. Choose where (courts, rooms, lanes and so on).
3. Outcoach checks venue availability so makeups never clash with other classes.

Families with credits browse those slots and book directly. Only students in matching programs see them, and the same notice and credit rules apply.

Cancelled classes and credits#

When you cancel a class you can give makeup credits to everyone affected in the same step. Families are notified, unpaid invoices for that session are voided, and the reason is saved for reporting. See Cancel or delete a class.

Troubleshooting#