Treat makeup class scheduling as a separate booking linked to the missed class, with written eligibility based on who cancelled and when. Set a notice window, a monthly cap, and an expiry date, then record the replacement separately so the calendar, billing, and teacher pay stay clear.
Why do makeup classes pile up?
Makeup classes pile up when approval, booking, and completion are treated as the same event. A family may have permission to replace a lesson without having a confirmed slot. If the missed class disappears from the calendar, the admin loses the reason for the replacement. Keep the original outcome and the replacement booking connected throughout the process.
Do not move the regular schedule to solve every missed lesson. Keep the recurring slot intact unless the family is asking for a lasting change. The guide to recurring class schedules explains that separate scheduling job.
Give every approved replacement a clear state: awaiting booking, booked, completed, or closed. A message saying “we will make it up” is not a confirmed calendar entry. Name the admin responsible for finding the slot and telling the family what remains open.
Who should earn a makeup class?
Makeup eligibility should depend on the recorded reason for the missed class and the notice received. Separate student cancellations, student no-shows, and teacher absences before offering a replacement. A billing decision also needs its own check: permission to book a makeup does not, by itself, explain whether the original lesson remains charged or how the replacement will appear on an invoice.
As of 21 October 2026, Quran Sheikh’s policy and TarteeleQuran’s terms describe unnotified absences as paid classes without a makeup. Present that as their published approach, rather than a universal rule.
Your written answer should cover:
- Student cancellation with sufficient notice.
- Student cancellation after the notice deadline.
- Student absence without notice.
- Teacher cancellation or absence.
- An emergency reviewed by an admin.
Use the makeup class policy guide to turn those decisions into wording families can understand before enrollment.
How much notice should a makeup require?
A notice window needs an exact cancellation time and an exact scheduled start. Record when the family cancelled, rather than when an admin eventually read the message. Confirm which time zone the family is using before offering another slot. An ambiguous time can turn an eligible cancellation into a dispute even when everyone agrees about the written notice rule.
As of 21 October 2026, Ijaazah’s FAQs state a normal notice requirement of 6 hours, with 1 hour for sudden emergencies. Hidayah Network’s published window is 3 hours, while IQRA Network’s is 4 hours. Those differences show why “reasonable notice” is too vague for daily administration.
Keep the cancellation timestamp in the class record. Save the family’s requested replacement separately from the confirmed booking. The rescheduling request workflow helps keep a request from being mistaken for an approved calendar change.
How should you cap and expire makeup credits?
A makeup cap controls how many replacements your policy allows, while an expiry date controls how long an approved replacement stays open. Write both rules down. Also distinguish the deadline to arrange a class from the deadline to attend it. A family can meet a booking deadline while still leaving the lesson outside the permitted completion window.
Hidayah Network states a maximum of 4 makeups per month as of 21 October 2026. Studio Arabiya uses separate arranging and attendance deadlines: 2 weeks and 4 weeks from the missed class. Studio Arabiya also says a missed makeup is forfeited.
Avoid silently renewing an unused permission whenever a family asks again. Record whether the replacement was completed, missed, or closed under your policy. If you approve an exception, record the reason alongside the new deadline.
Check the replacement queue against actual teacher availability. A cap written in a policy does not create calendar space, and a booking promise should not depend on an unconfirmed opening.
Why should teacher absences have a different rule?
Teacher absences need a separate remedy because the family did not cause the missed lesson. Record who was absent before discussing replacement dates. Explain whether the family can choose a makeup or seek a refund under your published policy. Do not consume a student’s ordinary makeup allowance by habit when resolving an academy-caused absence; make the treatment explicit in your policy.
As of 21 October 2026, Studio Arabiya says a teacher-missed class without a substitute receives a free makeup within 1 week. Ijaazah says teacher-missed classes can be made up any time. IQRA Network says a teacher cancellation always makes the student eligible for a full session refund.
Ijaazah’s published approach is more accommodating for families that need emergency flexibility. IQRA Network’s refund option suits a family that wants money returned instead of another booking. These are distinct policy choices, and each creates a different admin task.
How do published academies handle makeups?
| Academy | Notice for makeup eligibility (hours) | Cap (classes/month) | Deadline | Teacher-absence rule | Source |
|---|---|---|---|---|---|
| TarteeleQuran | 6 hours | Not stated; no makeups for leave over 5 days | Not stated | Not stated | TarteeleQuran terms |
| Quran Sheikh | 6 hours | Not stated | Not stated | Not stated | Quran Sheikh policy |
| Ijaazah | 6 hours; 1 hour for sudden emergencies | Not stated | Not stated for student cancellations | Teacher-missed class can be made up any time | Ijaazah FAQs |
| IQRA Network | 4 hours | Not stated | Within 30 days | Eligible for full session refund | IQRA Network terms |
| Hidayah Network | 3 hours | 4 classes/month | Not stated | Not stated | Hidayah Network terms |
| Studio Arabiya | Reschedule at least 2 hours ahead | Not stated | Arrange within 2 weeks; hold within 4 weeks | Without substitute: free makeup within 1 week | Studio Arabiya terms |
| Eaalim | Unverified in linked evidence | Not stated | Not stated | Not stated | No source URL supplied |
The academy policies above are examples as of 21 October 2026, rather than a shared industry standard. “Not stated” means the supplied evidence does not establish that detail; it does not mean the academy has no rule. Eaalim remains unverified because the supplied material includes no policy URL for that academy. Do not copy an unverified notice window into your own policy.
How do you record makeups without confusing billing and pay?
Makeup records should preserve the missed lesson’s outcome and identify the replacement lesson separately. Before confirming a booking, decide how the original charge, replacement charge, and teacher compensation will be handled. A calendar move cannot answer those questions. Keep an admin review step so a replacement does not accidentally create an extra charge or erase a payable completed class.
Use the same sequence whenever you resolve a missed lesson:
- Record who cancelled or missed the original class, with the actual cancellation time when known.
- Apply the written eligibility rule and record any approved exception.
- Record the approved replacement and its booking and completion deadlines.
- Confirm an available slot and connect the makeup to the original class.
- Review both class records before finalizing billing and payroll.
Keep makeup permission separate from a financial credit. A replacement lesson is a scheduling obligation; an invoice adjustment changes money owed. Treating those records as interchangeable makes later review harder.
After the replacement, close the scheduling obligation with the actual outcome. If the replacement was missed, apply the published missed-makeup rule instead of leaving the booking unresolved. The next admin should be able to understand the decision without searching through old messages.
How Halqora handles this
Halqora is management software for online academies. Halqora scheduling includes a makeup class type for one-to-one classes. Admins can book a makeup when resolving a missed class; Halqora does not enforce makeup caps or expiry automatically.
Halqora uses fixed outcome rules, such as no student charge with at least 3 hours’ cancellation notice. Later student cancellations are billed in full. A teacher cancellation under 4 hours counts as a teacher no-show when an admin records or resolves the outcome; the family is not charged. Teachers record completed classes with reports, student no-shows, or student cancellations. Admins resolve other outcomes. Billing runs create draft invoices for admin review and sending.
Sources
- Hidayah Network terms and conditions, checked 21 October 2026
- Studio Arabiya terms, checked 21 October 2026
- IQRA Network terms of services, checked 21 October 2026
- Quran Sheikh cancellation and refund policy, checked 21 October 2026
- TarteeleQuran terms of service, checked 21 October 2026
- Ijaazah frequently asked questions, checked 21 October 2026
