Overview

Music Monitor includes a calendar.

You can add new entries to the calendar using the green + button.

Importantly, Music Monitor can add all of your scheduled enrolments into the calendar as Calendar Entries for the coming term.

If you use roll marking, this is crucial.

Even if you don't use roll marking, generating calendar entries is very helpful, as it will highlight any clashes, and it allows you to easily see room availability for new enrolments or other bookings.

Create Calendar Entries from Teachers' Schedules

Music Monitor has a powerful script that will work through a teacher's schedule and create calendar entries for a specified period for all of the regular bookings in the schedule. It is best to run it for one teacher at a time, but it doesn't take long for each teacher.

Setup

You first need to have the teachers' Schedules set up.

See Use The Scheduling Tool for guidance.

Timing

Once this process is done for the term, any time you add or change an enrolment, you will need to add or update the calendar entries for it as well. It's a necessary step before setting up weekly tuition rolls, but is best done very shortly before that.

In Home > People > Staff, choose the first teacher in the list, and in their profile select the red Timetabling button.

Generate the Calendar Entries

Depending on how complex the timetabling is, there are options for how to do this.

One Enrolment at a Time

If you select the Calendar icon on the end of a row on the teacher's Schedule, Music Monitor will create calendar entries across the term for that one enrolment.

Fixed Bookings First

*New in 2026!* There is a new option to Add Fixed bookings only to Calendar Entries.

If you have a lot of lessons and a lot of complexity in your schedule, adding the Fixed bookings first can split the job in two parts, making it simpler to complete the later step with the rotating bookings.

The Teacher's Full Schedule

In the More... button on the teacher's Schedule are options for adding all of this teacher's bookings to the calendar at once.

ADD ALL these bookings to Calendar Entries - this option, as you may guess, creates Calendar Entries for all bookings on this teacher's Schedule. It does not do anything with unfilled timeslots. This is a very useful script, but if you have already added some bookings to the calendar individually, you may prefer not to use this because it would create duplicates of those entries.
Add WHITE bookings only to Calendar Entries - this option is perfect for when you have already added some bookings individually, so they are showing in green, because it does not re-add those ones.
Take care, however, because if you are doing this for next term, but some teaching dates remain in the current term, you may have bookings that show in green due to upcoming lessons in this term, and they would be overlooked by this script.

The process is quick for each teacher. Work through all the teachers.

View Calendar Entries

You can see Calendar Entries in several places.

Calendar Views

There is the classic calendar, labelled Today.
A New Calendar available to view and edit entries. See New Calendar View
Calendar Entries also populate the Room Usage screen, which displays bookings listed by room.

Staff Contact File

In the Scheduling screen shown above, there is a tab labelled Calendar Entries which shows you all the calendar entries for that one teacher.

Students File

One of the tabs in the Students file is Calendar, which shows all the calendar entries for that student.

Resources File

Go to Home > Resources > Rooms

In each room's file, there is a tab for Calendar Entries

Navigation

*New in 2025!* Go to Home > Student Activity > Calendar Entries

That brings you to a list view where you can find and work with records as needed.

*New in 2026!* From version 9.283 onward, a new More... button on the Calendar Entries list view provides a printable view of the found set of records, sorted by Teacher, Student or Room.

It also gives the option to dismiss all the calendar exclusion alerts (the 'hazard' symbol that teachers see) for the found set of records (be careful!).

Alternatively, go to Home > Navigation Map

Then choose Calendar Entries

That brings you to the list of all calendar entries in the whole system.

There you can use FileMaker's powerful searching capability to show exactly the list of entries you're looking for, and export or edit them as needed.

Create Individual Calendar Entries

You can note an upcoming in event in Music Monitor's calendar. If it relates to a student or staff member, or takes place in one of the rooms you have set up, it is helpful to record it to avoid clashes.

In any of the screens above, where you can view calendar entries, you can also add a new entry.

To create calendar entries for enrolments, it is best to use the in-built process outlined earlier, but if you do need to create a one-off entry for an enrolment, e.g. to correct an error, it is possible from the same screen that you view the entries from.

Update a Calendar Entry

If you change an enrolment after the calendar entries have been created, Music Monitor will ask if you want to update the calendar entries going forward. You should generally say yes to this, unless you're in a unique situation where that is not what you want.

Individual calendar entries can also be edited manually from any of the screens above that allow you to view them. This includes calendar entries that are generated from enrolments and those that are manually entered.

Cancel a Calendar Entry

*New in 2025!* From version 9.241 onward, a sneaky function has been included. If you remove the Start Time from a Calendar Entry, it has the effect of cancelling the booking.

Any note on the Calendar Entry will be copied across to the related Attendance record, in the Comment field.
- If a calendar exclusion clashed with this calendar entry, the note will be the text of the calendar exclusion.
NOTE: If the roll was already generated before you cancel the booking, the comment may not appear until the next day.

This serves as a way to let music teachers know about clashes that have caused lessons to be cancelled.

*New in 2026!* From version 9.291 onward, there is a button to Cancel Found Set of records.