Tuition rolls are set up each week, and ensemble rolls are set up each term. But in most schools, enrolment work is ongoing! So you will come upon times when an enrolment is created or changed, affecting rolls that are already set up.

Changing an enrolment does not automatically change the rolls. There are steps you need to do to update the rolls to reflect the changes.

Add a Tuition Lesson to a Roll

If a new student is enrolled after the weekly rolls have been set up, you need to add them to the roll. There are two options:

1. From the Enrolment Record

If the timeslot you want for this student is already vacant in the teacher's schedule, you can use the green Timetabling button to add the lesson to the schedule, then the green Calendar Entries button to create the calendar entries, and then finally the blue Add to Roll button to create a roll record for the student.

NOTE: This will add a roll record for the current week, but not for any other weeks.

2. From the Attendance Records

You can create a roll record for any week by this method. 

  • Open the student's record in the Students file.
  • Go to the Attendance tab.
  • Select the green + button to add a new Attendance record.

Fields

  • Top Row: this defaults to the current week; edit if needed.
  • Subject: your options will be the subjects this student is enrolled in.
    • Other fields will auto-fill based on your selection here.
  • Lesson Number: If you are creating an extra lesson, in addition to one already scheduled for this student in this subject, you need to select "2" (or more if it's more than the 2nd lesson this week). But otherwise, this is lesson number 1 for the week.
  • Attendance Code: If you are creating this attendance record retrospectively, after the lesson has already taken place, you can mark the attendance here. Otherwise leave the remaining fields blank.

Add a Student to an Ensemble Roll

Ensemble rolls are created at the start of each term. If you enrol a student into an ensemble after the roll has been set up, you need to add them to the roll.

While Enrolling

In the enrolment window, you can add the student to the existing roll at the time of enrolling.

After Enrolling

If you overlook this step at the time of enrolling, you can use the button in the Ensembles portal in the Students file to add this student to the roll.

Tidying Up Missed Students

If you think you may have missed some students from your rolls, there is a script in the More... menu of the Ensemble Enrolments file that will find students with a current ensemble enrolment but no corresponding roll record, and add them to the rolls.

Remove a Student from an Ensemble Roll

If a student leaves an ensemble, you may need to keep their roll record for the attendance data it does contain. The student's name will be shaded to indicate their withdrawal. Some schools create an Attendance Code such as "W" (for withdrawn) for this purpose, and admin can pre-mark all of that student's attendance for the remainder of the term so the tutor can see there is no need to mark that student's attendance.

If the roll record is not needed - for example if it was an error for it to exist at all - you can delete it from the Attendance tab in the Students file.

Roll records can, if necessary, be deleted using the Trash icon on the end of each row.

Remove a Tuition Lesson from a Roll

If a tuition lesson is cancelled, the music administrator can mark it with the code you use for this situation, such as "NL" (no lesson scheduled).

You can also lock the roll record using the lock icon shown here, to prevent the tutor from changing the code used.

But if the student has withdrawn from lessons, you may wish to remove the roll record altogether, which you can do in the same way as the Ensemble Rolls record as shown above. Simply delete the relevant record from the Attendance tab in the Students file.

NOTE that you should also check that upcoming calendar entries are removed as well, otherwise more roll records will be created in the coming weeks.

Change the Dates on an Ensemble Roll

When you're setting up ensemble rolls, you come to a screen where you set the dates for the roll records. If something is wrong with the dates on one or more rolls, there is a script to get back to that same screen and run it again.

In the Ensemble Roll, go to the Settings wheel > Edit Dates.

NOTE that in this example I have searched for all of Lisa Black's ensembles, and two are showing here. The changes I make with this button will apply to all (both) ensembles I'm currently viewing.

Simply enter the correct date for the first week, then use the Autofill button to fill in the remaining weeks. 

Add an Ensemble to a Tutor's Roll

If you have added a staff member to an ensemble setup after the weekly rolls were already created, that staff member won't have the ensemble on their roll. Music Monitor now has a quick way to fix this.

  • Go to Setup Files > Ensembles and open the ensemble.
  • Go to the Attendance (Staff) tab.

NOTE: New in 2025 is this layout in the Ensembles file. If you don't yet have that view, you will have it in your next update. In the meantime, for you the Staff Attendance portal is in the bottom right of the Ensembles screen.

  • Select the green + button to add a new Staff Attendance record.

  • Music Monitor will pre-fill this week's information in the next screen. Edit if needed, and Continue.
  • Next you have the option to create the new roll record for All staff assigned to this ensemble, or to Select specific staff member/s to create a record for. In the case of a new staff member added to an existing ensemble, you will need to Select.
  • You will see a list of all staff members assigned to that ensemble. Select the tick box for those you wish to create the roll record for and Continue.

The record now created in that portal will also be visible on the teacher's roll.

Remove an Ensemble from a Tutor's Roll

If a staff member has an ensemble roll record on their roll that should not be there - e.g a duplicate entry, or one created by mistake - the simplest way to remove it is from the Ensembles record, much like adding it (above).

  • Go to Setup Files > Ensembles and open the ensemble.
  • Go to the Attendance (Staff) tab (or portal).
  • Select the Trash icon next to the record you want to remove.