Period Information

You can set up your schedules so that the school period information is attached to the time slots, allowing you to note which period is impacted by any given music lesson.

Setup

The information is added in the Default Timeslots screen. The main ways to get to there are:

If you’re in Timetabling, select the Settings wheel and Set up or edit default timeslots
Alternatively, go to Common Tasks > Set up > Resources::Set up default booking times

On this screen, there is a field for entering period information.

Enter a Period Name next to each time slot in this table.

NOTE:
In many places, there is a very small space for this data to be displayed, so it’s best to enter very short names e.g. “P1”.

NOTE:
This function works by looking at the Start Time of the individual Calendar Entry, finding it in the Default Timeslots table, and reading the Period Name from the table.

If that Start Time is not listed in the table, it won't find it, and won't apply a Period Name to the Calendar Entry. That means you need to create a listing in this table for all the different times your Calendar Entries will start at.

Apply the Information

New Schedules

Music Monitor looks up the Period Name from the Default Timeslots table when you create calendar entries. So if you're starting with a new schedule, you don't need to make any changes in order for this to work.

NOTE:
If you've had to create loads of finicky little timeslots with all different start times, as mentioned above, when you go to add default timeslots to a tutor's schedule, it will bring in all those timeslots. You just have to work around that:

Bring them in anyway, and delete the unwanted ones.
If there are a lot of tutor schedules to set up, consider changing the default timeslots to something simpler, bringing them into the schedules, then re-adding all the in-between ones in the default timeslots table so they're in place when you create your calendar entries.

Existing Schedules

If the time slots already exist in your teachers' schedules, you don't have to recreate them all with this information attached, but there is a step to do, to cause Music Monitor to pick up this information.

Before you start this, check your Calendar Entries and ensure that the table of Default Timeslots includes a record for every Start Time listed in the Calendar Entries. As noted above, any that are not represented in the table will not have a Period Name attached.

Then the process is to over-write the Start Time of each entry with itself, causing Music Monitor to look up that entry again in the now-completed table and pick up the Period Name from there. It's a slightly advanced use of inbuilt FileMaker functionality, so please contact our support team for help if needed, or follow the steps below.

Home > Settings wheel > Troubleshooting

Calendar/Scheduling::Calendar Entries

That brings you to this screen.

You probably don't need or want to add retrospective period information for all your past Calendar Entries. Use the Find function to bring up only the records that you want to add the information for. You may want to leave out anything before today's date, and also anything that has a Start Time outside the times that you have listed period information for.

So now you need to replace what's in the Time field with the same data, just to make the system look it up again in the table.