For guidance on using the Notes function just for administrative functions, see instead Use Notes in Admin. 

Overview

There are several quite different places where music teachers and administrators can share information. Some are visible to the student or parent and others are not. 

Notes on the Schedule 

Admin or teachers can make a note using the Note icon on the end of any schedule entry. 

This note is only visible from the Schedule, by clicking on the icon again.

  • Administrators go to the Timetabling window, either from a Staff record or from the Office Admin menu. 
  • Teachers select the Schedule icon on your Home screen. 

The icon displays in orange when a note exists on that record. 

Notes on the Enrolment 

Admins can enter notes on Tuition Enrolment records. Select the green + button on Notes section. 

(These are visible in the Notes tab of the Students file.) 

When you create a new Note, you can choose to make it visible to: 

  • P - private, visible to admin only
  • Tch - the assigned teacher 
  • TT - timetabling 
  • Tch/TT - both teacher and timetabling

If a student's enrolment has a "Tch" or "TT" note, a ? icon will show on the teacher's Students list, and the teacher can see the content of the Note by selecting that icon. 

 

Comments on Tuition Rolls

Teachers can enter comments on individual roll records. Depending on your settings, you may be obliged to enter a comment when using a particular Attendance Code. If so, a comment box will come up automatically. 

If a comment is not forced, you can still enter one by selecting the student's name on the roll to open the roll record. 

The comment will be visible to admin when marking the rolls. 

Music administrators can also add comments on the roll.

This is generally only used for informing teachers of notified absences because the teachers do not see the comment unless they open the roll record. 

As above, you would add this comment in conjunction with pre-marking the roll for that student to indicate their absence. 

Comments on Ensemble Rolls 

Teachers and administrators can also add Notes on the Ensemble Rolls. It works the same way in either direction. 

The student shaded in a slightly darker shade of blue is the currently selected student. 

Select the Note icon in the black bar. 

You can then choose either the selected student, or the found set. 

If you choose the selected student, you will see a list of this term's roll records for that student. Enter the Note content. 

  • Date/Code - Displays information from the roll
  • Note/Reason - a drop-down menu of general options 
  • Additional Notes - a text field for further detail 

If a Note exists on a roll record, the cell will be shaded in a green colour, alerting both teacher and admin that a note is there. 

They can then use the Note icon, as above, to view the Notes that are entered. 

Lesson Notes 

Teachers can make notes in the Lesson Notes section of an Attendance Record. 

Teachers can do various things with this note. 

Your Reference

You can just record information here for yourself to look at later, such as in preparation for or during the next lesson. 

Email to Student or Parent 

If you select the box this note is entered in, and then select the Send Email button, MM will copy the content of this note into the email it creates. 

Note: If you use the Feedback option (below), MM will show a date this message was sent, and will then no longer pre-fill the email with this note. 

Send Feedback

If you select the Parent Feedback button, any Notes content you have entered will be pre-filled into the Feedback module for you to send. (See below for more detail.) 

Administrators Can See These Notes

As a music administrator, you can see the content of Lesson Notes that teachers create. 

  • Go to Home > Student Activity > Attendance 
  • Select Super Users

The Lesson Notes field should be visible. If not, you can Modify this table to add it. 

Feedback Module

Teachers can also send official feedback to parents. 

If, as above, you have added Lesson Notes, this content will be automatically pre-filled into the Feedback Module for you to send. 

You can edit the text in any way if that is not the content you want to send. 

Once you send the message, the record will show the date it was sent. 

Administrators can see the content of the Feedback Module as well. It sits in the Reports tab of the Students file. 

Note: The two records you see in this tab - Feedback and Assessment Reports - are actually different uses of the same file, and they share a lot of fields. So when you search in the Feedback portal, it will also find records that match your criteria in Assessment Reports. That makes it tricky to search for only Feedback records without finding all your reports as well. 

Tip: If you search in the Date field for dates greater than when you last generated Reports, you will find Feedback created since that date.