Overview
Music Monitor has a letter/email template for sending to parents, alerting them that their child has missed a lesson.
First, students must be marked as requiring an absentee letter on the roll.
Some attendance codes will, when entered on an attendance record, cause that box to be ticked automatically. To set this up, see Manage Attendance Codes.
In either case, the box can be ticked or un-ticked manually.
Send One Absentee Letter
You can send an absentee letter for one individual absence.
Open the attendance record, e.g. from the Students file, go to the Attendance tab and select one record that has the Letter? field ticked and no date in the Date Sent field.
Select the Send now button.
Music Monitor will generate an email to all the student's contacts, and CC the teacher, with the content contained in your email template.
Once the email is generated, today's date will be entered in the Letter Sent field, and the Send now button will no longer appear for that record.
Send a Batch of Absentee Letters
There is a script to send these letters in relation to multiple absences.
Go to Common Tasks > Roll-marking TUITION > Print or email absentee letters.
The script will ask you how far back you want to go. If you do this weekly, you will likely want to enter "7" here, to look back over the past week.
The script will then generate the letters.
If the letter is correct as shown, and if you intend to save or print them, you can select the Save as PDF icon or the Print icon from here.
If you wish to edit the letter or to send it as email, select Continue and you will be asked if you wish to edit the letter.
If you select Yes, you will come to the template editing screen.
Once the template says what you want it to say, select Continue to return to the letter previews. Then as above, print from here or select Continue again to email.
When you select No to editing the letter, you will come to the email options screen.
Select Continue, and the emails will be generated.