Overview

Attendance data is important, so you may need to follow up on any rolls that have not been marked. It has always been possible to conduct your own searches in Music Monitor to identify records that have not been marked. Recent versions also include pre-scripted options to find these records more quickly.

This article describes processes for following up unmarked Tuition Rolls and also unmarked Ensemble Rolls.

Settings

You don't need to adjust any settings to be able to find your unmarked rolls.

To minimise the occurrence of unmarked rolls, we recommend checking your Attendance Codes to ensure that every scenario has a corresponding code option and there are no cases where teachers are required to leave the roll record blank. In particular, we advise having a code to signify "no lesson scheduled" to cover all those cases such as public holidays or any other situation where an enrolment appears on the roll but is not due to be taught in that week.

See also Attendance Settings for general guidance in this area.

Unmarked Tuition or Staff Rolls

Perform Your Own Search

The essence of finding unmarked roll records is using the search operator "=" in the Attendance Code field. The equals sign instructs FileMaker to search for what follows that sign. When you enter nothing more than the equals sign, it searches for records that are blank in that field.

Go to Home > Office Admin > Roll Marking Tuition > Search for and View Records
Enter "=" in the Attendance Code field

Enter other search criteria if needed to further narrow your search
- For example, you may wish to enter "<" and this Monday's date, so that your search will only find records from weeks prior to the current week.
Select Continue
Music Monitor will display the records in a list.

Pre-Scripted Search

*New in 2025!* From version 9.242 onward, the Roll Marking Tuition category in Common Tasks has a button to Find Unmarked Roll Records.

This is much like the above option but it performs the search for you. First it will ask you how far back you want to look. Enter a number and the search will include records up to that many days back from today.

The search it performs is:

Records dated according to the number you entered in the previous step.
"=" in the Attendance Code field to find records that are blank in that field
Then, depending on the day of the week that you run the search:
- Monday to Thursday it finds records with a Week Commencing date prior to the Monday of this week - that is, it ignores the current week's rolls, as you don't necessarily expect them to be marked yet.
- Friday to Sunday it finds records with a Week Commencing date prior to the Monday of next week - that is, it includes the current week's rolls.

The script ends on the list of records it found, if there are any.

Follow Up on Unmarked Rolls

The list of roll records found in either of the above searches has an Export icon in the top bar that allows you to export the list to Excel. You can use the data in that spreadsheet to contact the relevant teachers.

*New in 2025!* From version 9.242 onward, the list also has a Mail icon.

Select the Mail icon and select Email found set of teachers
You will come to a small template screen where you can enter email body text. The text will be saved for next time you come to this screen.
Importantly, you have the option to mail merge into this email some details of the records you're following up.

Note: If you have performed a different find, not a search for unmarked roll records, this step will include all the found records for this teacher. Take care that the message you're sending relates to the list of records you're using.