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 and create a new ensemble record.
    • 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).
  • In Form View you should begin to fill in details.

  • The four highlighted areas are the most important fields for most users.
    • 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, Venue/Room, Day, Start Time, Length, Finish Time, and Rotation are all timetabling fields and may be left blank. Selections made here will be reflected in bookings in Schedule and Room Management.
    • 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 can be added for the ensemble. Students can then be allocated to a subgroup. Subgroups are a flexible designation and can be used to indicate instrument, section, tutorial group, or any other student attribute.
    • 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'.
  • Next, select Staffing to open the Staffing menu.

  • These fields control staffing for the ensemble and are crucial to proper function of roll marking and salaries.
    • A teacher can be selected 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 for the teacher.
    • Description 1 selects the category of the pay rate for the teacher for this ensemble. It will default to "Ensemble/Class".
    • Description 2 selects the specific pay rate for the teacher for this ensemble. A pay rate must be selected here for the salaries module to pay the teacher for this ensemble.
  • Next, select Billing Information to open the Billing Information menu.

  • 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, the payer can be selected here. If each enrolled student is to be charged the ensemble fee this field should be left blank.
  • Students can now be enrolled in the ensemble. Students can be enrolled individually or in bulk.