Make-up lesson policy template for swim schools
A clear make-up lesson policy keeps families happy and classes full. A vague one creates arguments at the front desk. Make these six decisions, then copy the wording below.
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The six decisions
| Decision | Common options | Things to weigh |
|---|---|---|
| How many per term | One, two, or unlimited | More flexibility helps retention but fills spare places |
| Notice required | Before the lesson starts, or a set number of hours before | Shorter notice is kinder to parents of sick children |
| How long a credit lasts | The current term, or a set number of weeks | Short expiry keeps credits from piling up |
| Where it can be used | Same level only, any suitable class, or holiday intensives | Same level keeps teaching consistent |
| Who books it | Parent in the app, or front desk only | Self-booking saves staff time |
| What happens to unused credits | They expire, or carry over once | Decide before a parent asks |
Template wording
Missed lessons. If your child cannot attend, please mark the absence in the app or tell us before the lesson starts. Make-up lessons. For each absence reported before the lesson starts, we will add one make-up credit to your account, up to ___ credits per child per term. Booking. You can book a make-up lesson in the app in any class at your child's level that has a place available. Make-up places cannot be guaranteed. Expiry. Make-up credits must be used within ___ weeks of the missed lesson. Unused credits expire and cannot be refunded or exchanged. Missed make-up lessons. A make-up lesson that is booked and not attended is not replaced. Closures. If we cancel a lesson, we will credit your account or offer another lesson. Medical absences. For an illness or injury lasting more than ___ weeks, please contact us about pausing your enrolment.
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Tips that prevent arguments
- Put the policy in the enrolment form, not only on the website
- Show the number of credits and the expiry date in the parent app
- Give front desk staff a clear rule for exceptions, and who can approve them
- Review the numbers each term: credits issued, credits used and credits expired
Setting it up in SwimDesk
In SwimDesk you set the number of make-up lessons per term and how many weeks a credit lasts. Parents report the absence and book the make-up lesson themselves.
Should a swim school offer make-up lessons?
Most do, with limits. A simple policy with a set number per term and a clear expiry keeps families enrolled without overfilling classes.
Download this guide as a PDF
See it with your own program in mind
Tell us your centre and what you run, and we will show you GreeneDesk in a short demo. After the demo you get a trial for your team. Setup and migration take about two weeks, and we do the move for you.
We do the migration for you. We respond to support requests within 4 hours, and straight away for critical issues.
