You can generate a Medication Administration Record (MAR) report in a few steps. The MAR shows what medication a resident was given, or should have been given, along with when and by whom. You can run a report for a single resident, every resident in a facility, or every resident served by a medication trolley.
⚠️Important: Custom date ranges need the MAR Advanced permission. If you don't have it, speak to your administrator.
Set the report filters
The filter screen has up to four cards: Facility, Scope, Date Range and Display Options. The Facility card only appears if you manage more than one facility. Complete each card before you generate the report.
Choose a facility
If you manage more than one facility, choose the one you need first. If you manage only one facility, skip this step.
Click the facility dropdown, then select the facility you need.
⚠️Important: Changing the facility resets your resident or trolley selection to All, so check your scope before you generate the report.
Choose a scope
The Scope card decides who the report covers. You can choose By Resident or By Trolley.
Select By Resident to report on residents, or select By Trolley to report on medication trolleys.
Click the resident or trolley dropdown, then select one option. To include everyone, select All residents or All trolleys.
🤓Tip: Selecting By Trolley hides the resident list and shows the trolley list instead. Selecting By Resident reverses this.
Choose a date range
The Date Range card offers two modes. Single month is the default, and it is the quickest way to get a standard monthly MAR.
Single month
To report on a single month:
Select Single month, if it isn't already selected.
Click the month dropdown, then select a month.
Click the year dropdown, then select a year.
Custom range
To report on an exact period, use a custom range. Custom range needs the MAR Advanced permission.
Select Custom range.
Click the start date picker, then select a start date.
Click the end date picker, then select an end date.
📌Note: If your date range spans more than one calendar month, the report creates a separate MAR page for each month. An information banner on screen tells you this.
The end date picker stops you from choosing a date before the start date. If the end date is still earlier than the start date, the message 'End date must be on or after the start date.' appears, and the Generate MAR button stays disabled until you fix it. If you haven't chosen a start date yet, a hint appears under the Generate MAR button.
Set display options
The Display Options card has four switches. Each switch adds extra detail to the report. Set them before you generate the report. If you change your mind later, go back, change the switch and generate the report again.
Turn on or turn off the switches you need. The table below explains what each switch does.
Switch | What it adds | Default |
Include TAR on MAR | Treatment administration record (TAR) rows alongside medications | On |
Show informational orders | Orders marked 'informational only' | On |
Include side effects | Known side effects printed below each medication | Off |
Show round notes | Notes attached to individual medication rounds | Off |
Generate the MAR
When your selections are valid, the Generate MAR button turns solid teal. If the button stays grey, check your date range. An incomplete custom range is the most common cause.
Click Generate MAR.
The report screen opens and carries across your facility, scope, dates and display options.
Read the report
The report screen shows the MAR grid, a legend and up to four summary panels for each resident. The report header stays in place as you scroll, so you can always go back or download the report.
Read the report header
Back arrow: Returns you to the filter screen.
Title and subtitle: Shows Medication Administration Record, with a subtitle that says All residents, All trolleys, or the name and room number of a specific resident.
Month label: Shows the month and year you are reporting on. It is hidden on very small screens.
Download MAR: Opens your browser's print dialog, so you can print the report or save it as a PDF.
Read the resident summary card
A single-resident report includes a summary card above the grid. It shows the following:
Name: The resident's name.
Room: The room number and floor, for example room 12 on the ground floor.
Date of birth: The resident's date of birth, for example 3 March 1942.
Month: The month and year being reported, for example January 2025.
View several residents at once
If you chose All residents or All trolleys, the report shows one collapsible section for each resident. The first resident opens automatically, and everyone else starts collapsed.
Click a resident's header bar to expand or collapse that resident.
Repeat for any other residents you want to see. You can have as many open as you like.
Each header shows the resident's name, room, floor, the number of medications they are on, and their position in the list, such as '3 / 12'. Expanding a resident shows the same layout as a single-resident report.
Read the MAR grid
The grid is the core of the report. It has one row for each medication or round, and one column for each day of the month.
Medication column: Shows the medication name. A shield icon marks a controlled drug, and a warning triangle marks a high-risk medication. The strength and route appear underneath.
Round column: Shows when the medication is given, for example 08:00 (AM). Medications given as required (PRN) show As Required instead.
Day columns: One for each day of the month. Today's date is highlighted in teal, so you can find it quickly.
Medications are grouped into labelled sections in this order: Medications, Homely Remedies, Treatments, Vital Signs and Informational. A section only appears when it has something to show.
🤓Tip: On a wide screen, the grid stretches to fill the space. On a narrow screen or panel, it scrolls sideways so nothing gets squashed.
Understand the legend and symbols
A legend sits at the bottom of the grid and explains each symbol in the day columns.
Symbol | Meaning |
Initials, for example SJ | The medication was given. The initials show who gave it. Hover over the cell to see the exact time. |
RF | Refused by the resident. Hover over the cell to see the reason, if one was recorded. |
MS | Missed. The medication was not given when it should have been. Hover over the cell to see the reason. |
-- | Suspended. The medication was paused for this day. Hover over the cell to see the reason. |
2× (purple pill) | A PRN medication given this many times that day. Hover over the cell to see each dose, its time and who gave it. |
Grey dot | Nothing scheduled or recorded for this day. |
Light dot | A future day, with nothing to show yet. |
Shield icon | A controlled drug. |
Warning triangle | A high-risk medication. |
🤓Tip: Hover over any filled cell to see more detail, such as the exact time and who gave the medication. On touch devices, tap the cell instead.
Read suspension banners
If a medication was suspended during the month, an amber banner appears directly above its row or rows in the grid. The banner names the affected days and gives the reason, if one was recorded.
A single day reads, for example, 'Suspended 10 Jan'.
A range of days reads, for example, 'Suspended 10–15 Jan'.
A recorded reason is added to the end, for example, 'Suspended 10–15 Jan: Patient unwell'.
A medication with more than one separate suspension period shows a banner for each period.
Review the summary panels
Below the grid, each resident can have up to four summary panels. A panel only appears when it has something to show. The Monthly Summary is the exception, as it always appears.
Suspensions this month
This panel lists each medication that was suspended this month. For each one, it shows the number of days suspended, the number of doses omitted as a result and the date range. Small day badges show the exact dates affected.
Exceptions
This panel lists every refused or missed dose across the month, in date order. Each entry shows the medication, the reason if one was recorded, and when the dose was refused or missed.
PRN administrations
This panel lists every dose given as required (PRN) during the month. Each entry shows the medication, its purpose, the dose, who gave it and, for controlled drugs, who witnessed it.
Monthly summary
This panel always appears, even when every dose was given exactly as scheduled. For each regular medication, it shows how many doses were given out of how many were possible that month. It also shows counts of any refused or missed doses, and whether the medication had any suspensions.
Days when a medication was suspended do not count as missed. They are removed from the possible total, so the summary reflects what was actually expected to be given.
Print or download the MAR
You can print or save the report at any time.
Click Download MAR in the report header. On smaller screens, click the printer icon instead.
In your browser's print dialog, print the report or select Save as PDF.
The options available depend on your browser and printer setup. The printed version includes the summary card, the full grid, suspension banners and all four summary panels for the resident shown, laid out for paper.
⚠️Warning: If you are viewing All residents or All trolleys, Download MAR only prints the first resident shown in the accordion. To print a different resident, either reorder your selection so that resident comes first, or generate a report for that resident alone before you download it.
Go back and change your filters
You can return to the filter screen at any time, and nothing is lost. It is a different screen, not a dead end.
Click the back arrow in the top left of the report header.
Change the facility, scope, dates or display options.
Click Generate MAR.
Troubleshoot common issues
Most things you see on the report are expected. These are the most common situations.
If you see 'No residents found', no residents match your facility and scope. Go back and check your scope selection.
A custom date range that spans more than one month produces one MAR page for each calendar month, not a single merged report. This keeps each page aligned to a real calendar month.
A section, such as Vital Signs, is missing from the grid when it has no medications. Empty sections are left out rather than shown blank.
A summary panel, such as Suspensions or Exceptions, does not appear when there is nothing to report. This keeps the report focused on what actually happened.
If the report sits in a narrow or wide panel, the grid adapts automatically, so no action is needed.