This document lists all the steps to ensure the newly created ensemble functions as desired. For more information on managing ensembles see Manage Ensembles.

  • Go to Setup Files > Ensembles 
    • If the new ensemble will be very similar to an existing ensemble, select the existing ensemble and select Duplicate Selected Ensemble. The new ensemble will be added to the list. Select it to open the new ensemble in Form View.
    • If the new ensemble will not be very similar to an existing ensemble, select New Record (the green plus button).

Basic Details

Enter basic details in the first window.

  • Ensemble/Class Name will be the reference name for the ensemble throughout Music Monitor. It does not need to be unique. In most dropdown menus Day and Start Time is appended to Ensemble Name to distinguish ensembles with the same name.
  • Campus may be left blank.
  • External Code is an optional field where you can enter a code that will help you when you extract the data from here to use in another system. 
  • Staffing information here refers to the main staff member for this ensemble. You can add more staff later if needed. 
  • Add days and times
    • This is the scheduling information. Select the button to enter details. Select it again if you want to schedule two regular rehearsals per week for this ensemble. 
    • Selections made here will be reflected in bookings in Schedule and Room Management.

Additional Details

After setting up this basic information, you will see it in the main part of the setup screen. This screen has several tabs, and the first one is the Additional Details tab. 

Staffing

Select Staffing to add any additional staff members to the ensemble. 

  • Select a teacher under Name to assign them to the ensemble.
    • If they are selected under the Conductor/Tutor or Accompanist headings they will be able to access the ensemble roll for the ensemble (if one is created).
  • Employment Type controls whether the teacher is to be paid for the ensemble in salaries. It will be automatically set to the default set in the teacher's Staff record.
  • Pay Description selects the specific pay rate for the teacher for this ensemble. You must select a Pay Rate here for the salaries module to pay the teacher for this ensemble.

Billing

Select Billing Information to choose the Fee Type. 

These fields control who is charged and how much. They are crucial to the billing process.

  • Fee Type selects the ensemble fee used for this ensemble. For more information see Manage Ensemble Fees.
  • Amount, No. Sessions, and Total Fee will automatically populate when Fee Type is selected.
  • If the ensemble fee is to be charged to a single payer, you can select the payer here.
    • If each enrolled student is to be charged the ensemble fee, leave this field blank.

Other Fields

  • Max Members and Min Members may be left blank.
    • Where Min Members is greater than the current number of enrolled students, Status will be 'Pending'. This can be useful when an ensemble needs a minimum of members before starting.
    • Where Max Members is less than the current number of enrolled students, the ensemble will be flagged as 'Full'.
  • Start Date and Finish Date may be left blank. They influence the status of the ensemble.
    • Where Start Date is a future date, Status will be 'Pending'. This can be useful when an ensemble has a delayed start date (such as the third week of term).
    • Where Finish Date is a past date, Status will be 'Inactive'. Finish Date can be set to a future date. For more information on Finish Date see Manage Ensembles.
  • Subgroups are a flexible designation that you can use to indicate instrument, section, tutorial group, or any other student attribute. You can then allocate students to a subgroup when enrolling them (or later). 

Other Tabs

Ensemble Members

The ensemble is now set up and you can enrol students.

  • Select the Members tab
  • You can add members directly from here using the green + button. 

Alternatively, add the from the Students file. 

See Manage Ensemble Enrolments for guidance. 

Attendance (Staff) 

This is where you will see the attendance records that allow the staff to record their own attendance at this ensemble. 

See Manage Attendance for guidance. 

Calendar Entries

Setting up the staffing and schedule information in the earlier steps will cause this ensemble to appear on your staff's schedules. Once the Calendar Entries are generated from these schedule entries, you will see them here. 

See Work With Calendar Entries for guidance.