Filemaker Attendance tracking
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Filemaker Attendance tracking

Learn how to build your own fully featured Filemaker solution so you can make your administrative work a breeze.
4.8 (59 ratings)
Instead of using a simple lifetime average, Udemy calculates a course's star rating by considering a number of different factors such as the number of ratings, the age of ratings, and the likelihood of fraudulent ratings.
371 students enrolled
Created by Guy Stevens
Last updated 8/2015
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  • 9.5 hours on-demand video
  • Full lifetime access
  • Access on mobile and TV
  • Certificate of Completion
What Will I Learn?
  • Build their own Filemaker attendance tracking solution for use in their own school, hobby center, church or wherever you need attendance tracked.
  • Create basic Filemaker tables, add fields and create relationships.
  • Make beautiful Filemaker layouts and add all kinds of fun features.
View Curriculum
  • You don't need any prior knowledge of any software or database design to follow this course.
  • Download the trial version of Filemaker without cost to see if this software is right for you.
  • This course is given in Filemaker Pro 14 but can also be done in versions 12 or 13.

This is a beginners course in Filemaker Pro. This course covers the creation of a complete and functional Attendance Tracking system that allows us to track attendance for students following multiple courses.

When you follow the course you can download the entire Filemaker file so you can have a look behind the scenes to see how it all works. This way you have access to all of the details you might have missed.

There is no special knowledge required nor is there any use of complicated vocabulary.

At the end of this course you will have built the entire solution by yourself and you will have learned most of the tools and techniques that you can find within Filemaker.

In this system you can create multiple classes, taught by multiple teachers, and assign an infinite amount of students to these classes. You will be able to track the student's attendance and give them certificates for good work.

We will cover the creation of simple layouts, list layouts and portals. We will be creating drop-downs, tabbed objects and buttons.

We will be playing around with charts, pop-over buttons and Sub Summary parts.

We will include a section to send sms text messages from within Filemaker. This is done through an SMS API which works over the internet so it doesn't require a Sim card or a phone.

The end goal is to create a system that is fun, easy and works well. A solution that gives you a lot of interesting information all in one place. And that makes your administrative job fun to do.

Who is the target audience?
  • This Filemaker course is made for those people who want to build their own Filemaker solutions.
  • For people who want to make their boring administrative work fun and easy.
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Curriculum For This Course
53 Lectures
1 Lecture 04:18

Let's have a look at what we are going to learn.

Preview 04:18
Basic Structure
17 Lectures 03:10:15

Here we create our first table and a first, very basic layout.

Preview 18:40

We'll tweak the student layout a little more and add a list view.

Students Layout and List view

Let's add a menu so we can navigate to the different parts of our database.


Let's make the classes table and layout.


The teachers need to be related to the classes so we need to make that table first.


Some little tricks like going to a related layout and sending an email directly from whithin Filemaker.

Little additions and tweaks

Here we can list all the classes that a teacher is teaching.

Classes portal for teachers

So we can assign a student to a class and see the classes the student is taking.

Classes Portal for Students

We could also add students to a class.

Students Portal for Classes

We will need to get some contact information for the students parents. So let's give them their own table.


Let's find a way to add new parents to the Parents table from the Students table.

Adding New Parents from the Student Layout

Filemaker Pro Advanced has a script debugger. If you have it you better learn how to use it.

Debugging our script

Let's add some more checks to our script so we can prevent the creation of duplicate parents.

Preventing duplicate Parents

Even after finding a parent with the same name we might want to create a new one anyway.

Create New Parent anyway

Let's add some buttons that let us move back and forth between students and parents.

Navigating between students and Parents

It's nice to be able to select one parent as the main contact.

Chosing a primary parent

We can organize our classes list by grouping the classes together by day.

Sub Summary list of classes
10 Lectures 02:15:35

We will take attendance in a separate table because of it's relationship to time.

Attendance table

We might only want to see classes that are actually happening today in our dropdown.

Conditional Classes Value List

Let's get our students related to our attendance.

Attendance Details

We might want to take attendance with an iPad and then buttons are always handier.

Status Buttons

We don't want to do this manually, let's make a script.

Add students to an Attendance

There are still things that can go wrong. So let's prevent that from happening.

Additional checks in our script

There are too many buttons. Let's see what options we have to get rid of them.

Hide unwanted buttons

Let's add some totals for the different statuses so we can see how many kids we have in total and how many are present.

Summary Totals

An overview of all the classes with the totals of the student statuses.

Attendance List with Sub Summaries

So we can get the Attendance details for a specific student.

Attendance on the Student Layout
Attendance Lists
7 Lectures 01:08:09

Let's add a detailed overview list that shows a list of all students that are there on a certain date.

Show Today's Attedance

We should be flexible in the dates we are able to search for.

Find Attendance for another Date

We can go even further into our found set to see only students of a certain status.

Refine your find by Status

Let's try out some dynamic sorting.

Evacuation List

Let's figure out a way to find all the students who are present right now.

Evacuation List Script

Sometimes making a find on one layout affects the found set on another layout. Let's fix this.

Change the found set of a list

We can create a ranking of students that are most often sick, late or absent.

Absence ranking - Sub Summary Sort
Sms api - Text messages from Filemaker
4 Lectures 39:29

What do we need to get started?

SMS - Basic needs

We can send a text to one number or to multiple numbers.

Choosing numbers to text

Let's create the script that allows us to send the text message through the SMS Api.

Sending the SMS message

Let's make it so that it is clear which student's parents have already been texted.

Some additional conditional formatting
Graphs and Charts
3 Lectures 26:44

We can show a graph on the menu so it looks like a dashboard with data from a related table.

A Menu graph from a related table.

Let's make our chart more dynamic by giving it the ability to show changing sets of data.

Dynamic Chart

If I don't want to navigate through the records manually I can also make a list of graphs and simply scroll through them.

List of Charts
Birthday List
3 Lectures 28:11

This is a handy feature that allows us to list the students according to their upcoming birthdays.

Birthday List

There is a difference between the current age and the age the person is going to have on their birthday.

Extra Birthday calculation

Let's make it so that people who's birthdays have already passed show up on the list for next year.

Continuation of the birthday list
Dwindling Value List
2 Lectures 23:00

To make sure we can't select the same student twice we will create a dwindling value list.

Dwindling Student list

This is essentialy the same thing as the one before but because it's kind of tricky I will go through it again.

Dwindling courses list
6 Lectures 01:06:57

Let's first create the basics. This will be a certificate table.

Giving students a certificate

Let's get the actual Certificate templates into Filemaker so we can fill in some variable data.

Certificate Print Layout

We will need to list our certificates so we can actually print them.

Print Certificate

So we can keep track of which certificates have already been printed.

Check printed certificates

This gives us the ability to export all the Certificates that need to be printed into a Pdf.

Export Pdf

Let's add the final finishing touches that finish our file.

Finishing touches
About the Instructor
Guy Stevens
4.6 Average rating
1,042 Reviews
8,162 Students
5 Courses
Filemaker freak

For years I was trying to figure out a good system that would be flexible and allow me to do some proper invoicing and stock management. After years of messing around with Excel files I finally had had enough and went looking. I found Filemaker and discovered a great tool that was packed with great functionality. I dove right in, started to learn everything I could. What started as a simple invoicing database became two and I was always looking to add more and more. I kept running into problems which forced me to find solutions and slowly I started to get to know Filemaker like the back of my hand. Now years later I have taught loads of people how to work with Filemaker and how to solve difficult problems. I have created very complex setups which have taught me everything I need to know about Filemaker.