Setting Up Attendance/Availability Tracking for an Event

Enabling the Attendance/Availability Module

This step is likely not necessary, and the Attendance/Availability Module is enabled by default in your Making Music Platform.  But just in case it's not...

1. Log in to the Members Area and click on the Admin link in the top-right corner to display the Administration Dashboard
2. Scroll down to the Website Config/Info heading, and click on the Website Setup and Configuration link to the right of this in the Admin Pages column
3. Click the "cog" icon next to Making Music Platform
4. Click the Configuration tab
5. At the top of the tab, you'll see a list of modules.  Ensure that Attendance/Availability is ticked
6. Scroll to the bottom of the page and click Save

Enabling Attendance/Availability Tracking for a specific event

When adding/updating an event, look on the Members tab for the Attendance/Availability Tracking section...

By default, the tracking will be set to Do not track attendance/availability. Choose one of the other 4 options to enable attendance/availability tracking:

• all active participants of selected ensembles:  The members who are actively part of the ensembles you selected on the General tab of the event.  This would likely be the most common option you would choose.
• rostered members:  Tracking is only enabled for the members that are ticked in theRoster/Members on Duty box, just above the Attendance/Availability Tracking section.  If you didn't tick any members in that box, then don't select this option.
• members of selected committees/teams:  Tracking is only enabled for the members of the committees/teams selected in the Committee(s)/Team(s) box at the top of the tab.  This would typically be used to track the attendance at Executive Committee or Board of Directors meetings.
• members of system-wide member grouping:  This option used to be the only option, in an earlier version of Making Music Platform, but is now not used so much.  It refers to the following member grouping:

  
  It still works fine, but it's not as flexible as the other options.

If it's important that all members indicate their availability for an event as soon as possible, then you should also tick the box called Request members to indicate availability ASAP. This will show large red notices in various places around the website, and in event notification emails to members until a member indicates their availability.

If availability changes are so important that someone needs to be notified of them by email and/or SMS every time a member changes their availability, then there's an option for that too.