It's common that classroom teachers will need to be provided with a list of which students will be absent from their classes for music lessons, and at which times. You may also wish to extract this information and bring it to a platform that parents and students have access to. This article gives the recommended methods.
Fixed Lesson Times
If your lessons are on a fixed schedule that remains the same each week, you can use these reports that take their information from the tuition enrolments and ensemble setup. There is one for tuition enrolments and one for ensembles, and they group the information by the Form field from the Students file. If a student does not have a form entered, the reports use the Year Level field.
Tuition
- Common Tasks > Printouts > Tuition::Class List 2
By default, this script will search for current tuition enrolments. It will then display a preview of a report that groups the enrolments by form.
You can Save as PDF or Print from here.
Ensembles
- Common Tasks > Printouts > Ensembles::Ensemble Class Lists
By default, this script will search for current ensemble enrolments. It will then display a preview of a report that groups the enrolments first by form / year level and then by ensemble. Each form starts on a new page.
You can Save as PDF or Print from here.
Variable Lesson Times
If your lessons are on a rotating schedule, or variable in other ways, you need to pull out the data that relates to the particular dates you're looking at. Typically you would report on a week at a time.
- Open the Students file
- Open any individual student record
- Select the Calendar tab in that record
- Select More... > Go to related Calendar Entires for FOUND SET
- Choose the Monday of the relevant week in the Week Commencing field
That brings you to a table showing students' names along with their enrolments, booking details, and teachers' names that is ready to export to Excel.
If a spreadsheet is a useful format for you, and the table includes the data you need, you don't to read any further. But if you want to make any changes, read on.
Modifications to the Table
You can modify this table to show additional fields - including fields that aren't even in the Calendar Entries file. In this example, I'll show you how to add the field to show the students' form or year level, as that is not automatically included and may be wanted by some users.
- The file opens looking like this.
- Select the Modify button in the top right
- The list of included fields opens. To add a new one, select the + button in the bottom left.
- You will see a list of all available fields in the Calendar Entries table. The field we want is not in this list, so select the drop-down at the top to choose another table.
- Select Students
- In the list of fields in the Students file, select Form for printouts. This is a calculated field that displays the Form information if it is entered, and otherwise displays the Year Level.
- Select OK and OK to return to the table. The Form for printouts field is now included.
