Last updated 11/6/2025, Music Monitor version 9.240

This is just a quick list of features, so that you may spot some that you hadn't realised were available.

For a guide to how the system works, go to Start Here, and then Music Monitor Basics. 

Enrolments

Of course, administering music enrolments is the core function of this system. Music Monitor manages:

  • Individual lesson enrolments
  • Shared lesson enrolments
  • Group, Ensemble, and Class enrolments
    • Ensemble parts
    • Ensemble subgroups
  • Enquiries, waiting lists, and deferred or suspended enrolments

Manage Tuition Enrolments
Manage Ensemble Enrolments
Method for Enquiries
Method for Waiting Lists

Student Records

The system is centred around students. Music Monitor can:

  • Import student information from your main student database OR it can be your main student database 
  • Work with additional students who don't appear in your main database
  • Record multiple contacts for one student 
  • Work with split families
  • Record debtor contacts separately from primary (lesson arrangement) contacts
  • Record demographic and medical alert information 
  • Record the campus that different students attend 

Articles about the Students File

Scheduling

Music Monitor can manage: 

  • Regular weekly or fortnightly lessons 
  • Lessons on a rotating schedule 
  • New in 2025! Lessons on an alternating schedule 
  • Lessons that are not assigned to a scheduled time 
  • Schedules that include a mixture of these types of lessons 
  • Last-minute changes to a scheduled lesson 
  • Emailing the schedule to teachers or students 
  • Creating calendar (e.g. Outlook, iCal) events out of schedule information 

Manage Timetabling
(Teacher Guide) Use the Schedule to Create a Timetable
Rotating, Fortnightly, or Alternating Lesson Times

Room Management

Music Monitor can manage: 

  • Rooms on different campuses
  • Regular and one-off room bookings 
  • Finding an available room 
  • Room capacities, maintenance, and other notes

Manage Rooms
Room Usage View

Attendance

Music Monitor can manage: 

Lesson Attendance

  • Custom attendance codes that independently vary on:
    • Whether the student is present at the lesson 
    • Whether the student is billed for the lesson 
    • Whether the teacher is paid for the lesson 
  • Teacher comments on attendance records 
    • Can be made compulsory for specific attendance codes
  • Parent notification of missed lessons

Ensemble/Class Attendance

  • Partial attendance score for late arrival 
  • Credit due for cancelled rehearsal 

Manage Attendance
Set Up Attendance Codes

Resources

Music Monitor can record: 

Types of Resources

  • Instruments 
    • Multiple identifying and categorising fields
    • Accessories
    • Repairs
    • Purchase information
  • Sheet Music / Books 
  • AV Resources 
  • Costumes 
  • Lockers 
  • Other custom items (e.g. keys) 

Loans & Hire

  • Checkout and return dates 
  • Hire cost and billing 
  • Stocktake 

Manage Instruments and Loans

Other Student Activities

Assessment Reports

  • Pre-existing templates or request a custom one
  • For all lessons and ensembles/classes

Awards

  • Simple text description fields

Exams

  • Pre-prepared list of AMEB exams available 
  • Parent approval for exam enrolment 
  • Accompaniment arrangements 
  • Billing for exam and accompaniment 

Excursions / Camps

  • Medical and dietary notes 
  • Travel and accommodation information 
  • Billing 

Performances 

  • All performance details 

Workshops

  • Location
  • Staffing 
  • Participation numbers 
  • Billing 

Tabs In Students File

Billing Calculations 

Music Monitor can: 

  • Bill for individual activities or for large or small batches 
  • Bill in advance or in arrears 
  • Apply discounts to enrolment charges 
  • Bill for miscellaneous items 
  • Calculate billing adjustments based on attendance records 
  • Apply GST as needed 
  • Export for other systems or generate invoices in Music Monitor 
  • Apply early-bird discounts or late fees 
  • Record payments and produce statements 

Billing Overview
Process All Unbilled Amounts
Produce and Send Invoices

Payroll Calculations 

Music Monitor can: 

  • Calculate pay information for work delivered during each pay period OR calculate pay information averaged across a longer time such as term or semester 
  • Calculate pay information for:
    • Regular scheduled work relating to enrolments 
    • Shortened or lengthened lessons and additional lessons 
    • Other work such as accompaniment, performance, admin, etc. 
  • Manage different pay rates 
  • Manage preparation time or similar loadings in addition to the scheduled hours 
  • Export the information and optionally also produce and email payslips 

Salaries Overview
Set Up Salaries

Staff and Other Contacts

Music Monitor can: 

  • Distinguish salaried from sessional staff 
  • Handle staff who have some salaried and some sessional teaching 
  • Record contact and employment details 
  • Record other types of contacts, e.g.:
    • Accompanists
    • Instrument repairers
    • Supplies
    • Other custom categories

Manage Staff and Contacts

Email and SMS

Music Monitor can: 

  • Generate a blank email to selected students or staff for you to write the content into 
  • Generate emails with mail merged content containing: 
    • Each student's current enrolment details
    • Details of a lesson that a student missed 
    • Details of a new student enrolment (to the teacher) 
    • Details of the next lesson (to the student) 
    • Details of an exam you propose to enrol the student for 
  • Copy and paste the selected email addresses instead of generating an email 
  • Save template emails for general use 
  • Generate an email formatted for an SMS system that accepts creation of messages via email 

Teacher Access

Music Monitor facilitates teaching staff having access to the system to: 

  • View and edit their teaching schedule 
  • View and manage membership of their classes and ensembles 
  • Mark their rolls
  • Submit claims for pay for work other than their scheduled teaching 
  • View some student details and send email to their students 
  • Complete student assessment reports 
  • View and manage student instrument loans and hire 
  • Book rooms for other uses 
  • Note their own professional development 

Administration staff can enable or disable teacher access to individual modules, and also give different teachers different access levels. 

New in 2024! Admin staff can switch to a teacher's view of the system, to see what teachers see. 
New in 2025! Admin staff can select any teacher to see exactly what they see. 

Teachers - Basic Overview
Set Up Teachers to Use Music Monitor
Manage Login Accounts

Reporting and Exports

Music Monitor has various options for taking data out of the system: 

  • Because you're working in a fully functional database application, you can use FileMaker's inbuilt functions in any set of records to
    • Save as Excel
    • Perform a highly customisable export in a selection of formats
  • Music Monitor has a long list of pre-prepared reports that export in Excel or PDF 
  • Music Monitor has a statistics module that is primarily designed to support NSW Regional Conservatoriums in their bi-annual reporting to the NSW DoE. 
  •  
  • If you need a report that is not currently in the list, we can often build it for you easily and at low cost. 

Save and Export
Articles tagged "export"
Articles tagged "print"
NSW DoE Reporting for Conservatoriums

Importing and Shortcuts

Music Monitor has options for bringing in or updating large amounts of data: 

  • Import using FileMaker's inbuilt importing capability. This should generally be done with our support because some important fields or steps can be missed otherwise. 
  • Use Music Monitor scripts or inbuilt FileMaker functions to replace in bulk the contents of a field with either copied or calculated data. 

Replace Field Contents

Integrations

Music Monitor has a growing list of options for integration with other systems: 

  • Custom import or export scripts, for processes such as:
    • Regularly importing student data from your main school database 
    • Importing enrolment application data from an external application form 
    • Running a specified report and exporting the output on a schedule 
  • Direct API integration with: 
    • TASS 
    • Wonde 
    • Others in the pipeline or by request