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Refresher Sessions
After your renewal each year, we offer a Refresher Session, where we run through what's new for you since your last update. Look out for an email about it following your update.
Most of these new features are requests from users, so they're generally things that will make your job a bit easier and smoother. Some will be minor for you, and some will be life-changing!
Updates
Starting with the most recent. Unless you've just had your update, the newest ones will be things you don't even have yet! You've got them to look forward to - or if you think one of them will be life-changing for you and you want it now, please contact us. In many cases it's a small job to bring in just this one feature for you.
Note: A lot of updates don't make this list, because they're behind the scenes improvements, fixes for a minor issue, or other things that don't warrant an announcement. These are just the ones we think you'll want to be alerted to.
10/8/2025 - Version 9.253
Roll Marking
Highlighting Consecutive Absences
A tuition entry on the roll displays in orange if it was marked as a billable absence last week.
It shows as red if it was marked as a billable absence both last week and this week.
This applies to the staff rolls:
It also applies to the administrator's roll marking screen:
Note: This colour coding only displays when the roll is current, i.e., the Week Commencing is not less than 7 days before today.
Related: Manage Attendance
Related: Marking the Rolls - Teacher
6/8/2025 - Version 9.253
Salaries
Teacher Invoices - GST
A very important change for schools that print Teacher Invoices.
It was requested by one school that the GST be calculated, clearly displayed and added to the Total payable to the teacher.
This means the total displayed for GST-registered teachers is now 10% higher than non-GST registered teachers.
If you use Teacher Invoices, and if this change doesn't suit your situation, get it touch and we'll work out how to make it optional.
Related: Produce Teacher Invoice
4/8/2025 - Version 9.252
Conservatoriums
PPR - Student Data for Copyright
There is a new section in Statistical Reporting to collate information for Student Data for Copyright.
There is also an update to some of the Statistical Reporting screens to show Location and Year Level and Description.
Related: NSW DoE Reporting for Conservatoriums
3/8/2025 - Version 9.252
Handy Hints for Administrators
Email Tuition Details to Teacher Options
We have updated the Email teacher script on the Tuition detail layout. You can now set up a template for Suspended/Blocked enrolments. (Click the pencil).
Also, if your email setup is set to OAuth, you will now see a preview screen before the email is sent.
Related: Send Enrolment & Termination Details to Teacher
2/8/2025 - Version 9.252
Handy Hints for Administrators
What's New Button
A What's NEW? button on the Home Screen takes you to this page.
2/8/2025 - Version 9.251
Scheduling
Colour Coding and Help Button
The question mark button on the Timetabling window has been moved and now directs you to our help documentation. The explanations of colour coding and formatting has been moved to a new Key button.
Related: Manage Timetabling
2/8/2025 - Version 9.251
Roll Marking
Email Ensemble Absentees
New button on ensemble rolls to Email absentees. Select the button, select the rehearsal date, the system will find all students for the selected ensemble that have an empty Attendance Code, OR a code that has a value of zero.
A window will open where you can select an existing template or create a new one.
Select Continue and the email will be sent to the parent contacts.
Note: You can still send absentee emails the old way by clicking the column heading to show only absences, and then selecting the email button. But the new way is fewer clicks!
Related: Absentee Letters
31/7/2025 - Version 9.250
Resource Management
Bulk Instrument Repairs
New More... button on the Repairs tab. Add repair record for FOUND SET so you can create instrument repair records for a whole set of instruments at once. Especially useful if you send large numbers of instruments for servicing every year.
There is also a List button to navigate to a List view of the Repairs records for either the selected record or the found set. On this view, you can search for records, sort, export, and enter Date In, Cost and Notes.
Related: Manage Instruments and Loans
23/7/2025 - Version 9.249
Salaries
Pre-Approved Payments Entry
There are a couple of additions to the Pre-Approved Payments data entry screen:
- Cost Centre/Account Code now displays when type of work is selected.
- Option to enter start and finish time and then click Calculate to auto-enter the hours
Related: Pre-Approved Payments
18/7/2025 - Version 9.247
Conservatoriums
Statistical Reporting - Staff Load Relookup
Statistical Reporting for Conservatoriums just got slightly easier.
The scripts to Relookup staff load and category are now performed on the server. MUCH faster!
Related: NSW DoE Reporting for Conservatoriums
16/7/2025 - Version 9.247
Conservatoriums
Invoices Streamlined
You may not have realised but there were two separate layouts for invoices: one for 'Students' and one for 'Other'. They were almost identical and we've now decided we don't need two!
The only difference you may notice is that the Student Name now appears on the right, AFTER Description 2 instead of where it used to be on the left, BEFORE Description 1.
Related: Produce and Send Customer Invoices
16/7/2025 - Version 9.246
Roll Marking
Attendance Archives Screen
Attendance Archives has finally had a makeover!
Old attendance records can now be easily viewed and searched here.
Note: Records cannot be edited on this screen but they can be exported.
Related: Archive Attendance Records
13/7/2025 - Version 9.246
Teacher View
Previous Pay Claims
The Payments icon on the Teacher Home screen has a new option: Previous Pay Claims. Displays all additional pay claims for this teacher.
The Additional Pay Claim window has also had an update to make data entry for teachers easier and clearer.
Related: Additional Paid Work
12/7/2025 - Version 9.246
Handy Hints for Administrators
Copy Paste Email Options
The Copy/paste email button has had a makeover. The script now gives users the option to select Parent, Student or Both.
And if your email program is fussy and can't cope with semicolons, you can now replace the semicolons with commas or paragraph returns using the new Text formatting options button.
Related: Communication Channels
10/7/2025 - Version 9.245
Roll Marking
Text Headings on Ensemble Rolls
Ensemble rolls can now be set up with free text in the date headings.
Things to note:
* Avoid entering duplicate text or the Mark All feature gets confused!
* The dropdown list of rehearsal dates (when using the Mark All feature) now sorts as text rather than in date order.
Related: Edit Rolls
7/7/2025 - Version 9.245
Teacher View
Miscellaneous Charges Button
New teacher setting: Hides or displays the Miscellaneous Charges button on the teacher's roll.
By default this button has always been displayed in the past. This setting allows administrators to hide it.
Related: Set Up Teachers to Use Music Monitor
6/7/2025 - Version 9.244
Conservatoriums
Program and Location Tables
New tables to manage the dropdown lists for Program and Location. Prevents messy lists and allows you to display only the currently relevant values (without losing the history stored in enrolments).
Access the setup tables by clicking the pencil next to Location or Program on the enrolment data entry screens.
Related: NSW DoE Reporting for Conservatoriums
30/6/2025 - Version 9.242
Attendance
Find Unmarked Roll Records
New menu item in Common Tasks > Roll-marking TUITION to Find all UNMARKED roll records
See next entry for its main use.
Related: Manage Attendance
30/6/2025 - Version 9.242
Attendance
Email Teachers from Rolls
New email options to email selected teacher or found set. You can to include details (the found set) in the email, and then a list of the entries showing on the rolls you're looking at will be included in the body of the email.
Useful tool for end of term when chasing up salaried staff who haven't marked their rolls!
Tip: When used in conjunction with the new Find all UNMARKED roll records menu item (see above), your found set of records will be only the unmarked ones, so you can specify to the teachers which roll records are not marked.
Related: Communication Channels
29/6/2025 - Version 9.242
Exams
Exam Approval Email Includes Student Name
Exam Approval email now includes the student name in the subject. (It helps when following up responses!)
Related: Exam Approval Emails
27/6/2025 - Version 9.242
Handy Hints for Administrators
Copy Student Contact Details
When you are in Students form view and select the Mobile Phone icon next to the student's name, their contact details open. You can now copy the details to the clipboard and then paste them elsewhere, e.g. into an email etc.
Note: This function not available for web users.
Related: Communication Channels
27/6/2025 - Version 9.242
Conservatoriums
Traffic Light Visible in Student Record
The Debtor 'Traffic Light' button is now visible (but not editable) on the Students form view.
Related: Traffic Light in Debtors
26/6/2025 - Version 9.242
Conservatoriums
Tidy Mobile Phone Numbers
Data entry of student details just got slightly easier and neater.
Mobile phone numbers can be entered as a single string of 10 digits and the system will auto-format them to xxxx xxx xxx.
When entering contact details, hitting the 'Return' key will now take you to the next field instead of creating a carriage return at the end of the text string.
Related: Add Student and Link to Debtor (Conservatoriums)
23/6/2025 - Version 9.241
Scheduling
Email About Removed Lesson Time
If a lesson time is removed from a calendar entry, the email advising lesson details now includes the words "NO LESSON" and the contents of the Calendar Note.
Note: If there is a Calendar Exclusion that prompted the removal of this lesson time, the exclusion is auto-entered in the Calendar Notes field when you remove the lesson time.
Related: Email Lesson Times
23/6/2025 - Version 9.241
Attendance
Calendar Notes Onto Roll
If lesson time is removed from a calendar entry, the NOTE on the calendar entry (usually the calendar exclusion, see previous entry) will copy across to the Comment field on the roll. (If the roll has already been created, it may not update until the next day.)
Related: Edit Rolls
21/6/2025 - Version 9.244
Conservatoriums
Location Field
The Location field has been added to several files, to make it available for data relating to bi-annual reports for the DoE.
Rooms
Separated Campus and Location on the Rooms List.
Reporting Category and Location fields are only visible for Conservatoriums.
Ensemble Codes
Two new fields in Ensembles set up: Location and Program.
Ensemble Enrolments
The Location field (from the Ensemble setup) is visible on the Ensemble Enrolment form view.
Calendar Entries
Auto-enters the Location from related Tuition, Ensemble, Workshop or Excursion record. Or you can manually enter it when creating a new Calendar Entry.
At this stage, the field is only visible on the Statistics screen.
Excursion Codes
Excursion enrolments will look up the location from the Excursion Code, however Location is not currently visible on Excursion screens. Can be accessed via Super Users.
Workshops
Separated Location from Venue in the Workshop setup. You can now enter both a Venue (or room) and a Location (may be something like "Conservatorium" or "External location").
Location is now visible on Workshop Enrolments list view. It looks up the location from the Workshops setup.
Related: NSW DoE Reporting for Conservatoriums
21/6/2025 - Version 9.241
Handy Hints for Administrators
More Search Options in Attendance, Ensembles, Calendar Entries
New options on advanced search screens in Attendance, Ensembles, Ensemble Attendance, and Calendar Entries.
You can now:
- add a new request
- omit or include records
- go to the next or previous request
- view search hints
The Calendar Entries search screen now also has some additional search fields available in the More search fields... button.
Related: Search and Find
21/6/2025 - Version 9.241
Scheduling
Printout Music Lessons and Ensembles
New printout for classroom teachers, displaying music lesson AND ensemble times and details. This looks up the Calendar Entries file, so it's specific to the week you select.
- Common Tasks > Timetables > View Timetables by Class/Form (include ensembles).
A useful printout for classroom teachers, particularly in the Junior School.
Tip: Click the Help button in Common Tasks for more detailed explanation.
Related: Student Schedule Reports
21/6/2025 - Version 9.241
Conservatoriums
Increase Year Level
- Common Tasks > End of Year Procedures > Increase Year Level for all P-12 students
Added an extra step to update the Enrolment Type for the found set of records.
The leaving Year 12s will be changed to "Adult". The K-12s will be reset to "Child".
Related: Increase Year Level for All Students
21/6/2025 - Version 9.241
Teacher Logins
New Calendar Only
The Calendar icon on the teachers' Home screen now takes them to the NEW calendar view. The 'Sneak Preview New Calendar' icon has been removed.
Related: New Calendar View
21/6/2025 - Version 9.239
Scheduling
Timetabling Screen
More information on the Calendar Entries tab on the Timetabling screen:
- A 'Today' button
- Term, Week number/name (if it's been entered in Calendar Set Up)
- Whether the week is ODD or EVEN
Related: Manage Timetabling
21/6/2025 - Version 9.239
Scheduling
Start Date for Unallocated Students
- Timetabling layout > Schedule tab > Unallocated students
If a student's enrolment has a future start date, the start date now displays in the Notes.
Related: Manage Timetabling
21/6/2025 - Version 9.239
Scheduling
Adding Timeslots
- Timetabling layout > Schedule tab
When adding timeslots (using the + button), the system now remembers and auto-enters the last entered or edited day and venue, as well as the most commonly used lesson length.
Related: Manage Timetabling
19/6/2025 - Version 9.241
Scheduling
Blue Shade for Venue Clash
- Timetabling > Schedule tab.
Venue now turns blue if another teacher already scheduled in this room at this time.
Related: Manage Timetabling
19/6/2025 - Version 9.240
Scheduling
Repeating Events
Events can be repeated Daily, Weekly or Fortnightly.
Repeating events can also be ROTATED.
Repeating calendar entries can be EDITED and you will be given the option to update all future repetitions.
Related: Work With Calendar Entries
19/6/2025 - Version 9.240
Scheduling
Alternating Lessons
New ALTERNATING scheduling option.
If a tuition enrolment is tagged as alternating, it can be allocated to TWO timeslots.
Students with an alternating lesson enrolment will continue to show in Unallocated Students until they have been allocated twice to the schedule.
Alternating lessons won’t display as a clash on the schedule. When adding a timeslot, or adding a lesson to a timeslot, the lesson will default to the ODD/EVEN filter selection. If the filter is not on, it will default to ODD.
Related: Rotating, Alternating, or Fortnightly Lesson Times
19/6/2025 - Version 9.240
Scheduling
Odd Or Even Weeks
There is a new filter button on Schedule tab to filter by ODD or EVEN weeks.
When adding a timeslot, or adding a lesson to a timeslot, the lesson will default to the ODD/EVEN filter selection. If the filter is not on, it will default to ODD.
Related: Rotating, Alternating, or Fortnightly Lesson Times
18/6/2025 - Version 9.241
Handy Hints for Administrators
Alerts on Staff List
Registration Expiry
The alert will display when the expiry date is less than 30 days in the future.
Enter the details of the registration in the Personal Details tab.
Note: This alert displays over the top of the Business/Company Name field. It doesn't interfere with the content of that field at all, though, and if you click on that area (even on the alert itself), you can see and edit the field underneath.
Long Service
A notification appears on the Staff List view when staff member has been employed for 10 years, 15 years or 20 years.
Related: Manage Staff & Contacts
3/6/2025 - Version 9.239
Handy Hints for Administrators
View As Any Teacher
Change to Teacher View button now shows a dialog where the user can SELECT a teacher.
There is no longer any need for music administrators to have a teacher's Staff Code (or any staff code) assigned to their login account.
Related: Manage Staff & Contacts
2/6/2025 - Version 9.239
Scheduling
Email Lesson Details to One Student
It's now possible to email lesson details to a single student by opening up the calendar entry and clicking the new Mail icon.
There are a number of calendar entry windows and they might look different, depending on whether the record is being opened from the Week View, or Term View or Room Usage, or the New Calendar view but they all have that Mail icon.
Related: Email Lesson Times
2/6/2025 - Version 9.239
Scheduling
Open Enrolment Detail from the Schedule
- Timetabling > Schedule tab.
Clicking on the student name or ensemble name now opens the Tuition enrolment or Ensemble in a new window.
Note: This button is only available to music administrators (not teachers).
Related: Manage Timetabling
29/5/2025 - Version 9.239
Scheduling
Calendar Exclusions
- Setup Files > Calendar Exclusions
There are new buttons to:
- Show related students (in the Students file) for the selected calendar exclusion
- Export found set of records as excel
- Omit selected record
Related: Calendar Exclusions
29/5/2025 - Version 9.239
Scheduling
Calendar Exclusions
- Students > Calendar tab > Calendar Exclusions button.
New Trash button to remove the selected student from that calendar exclusion.
Related: Calendar Exclusions
27/5/2025 - Version 9.239
Scheduling
Alternative Reference Number Visibility
The Alternative Ref No field is now visible (and searchable) in the Loans & Hire tab in Students.
Related: Manage Instruments and Loans
24/5/2025 - Version 9.239
Roll Marking
Extra Lessons Permission
Extra lesson permission button now has a 'No' checkbox. (It previously only had a 'Yes' checkbox.) This can be used to indicate if permission has been denied, rather than simply no response received.
The button changes colour when an email is sent, or if 'Yes' or 'No' is selected.
22/5/2025 - Version 9.239
Roll Marking
Omit Button Moved
The Omit button on the ensemble rolls has been moved from the header to the right-hand side of each row.
This just makes it easier to omit multiple records, and harder to accidentally click that button!
Related: Mark Ensemble Rolls
12/5/2025 - Version 9.239
Handy Hints for Administrators
Students Form View
A slight improvement to the search function on the Students form view. Searching by Year Level wasn't working properly. It is now!
To search by Year Level (or a range of Year Levels), use the field in the panel at the left. To search by Form or Class, use the new field in the centre of the screen.
Related: Search and Find
10/5/2025 - Version 9.239
Ensemble Setup
Visibility When Class Is Full
If an ensemble is FULL (at capacity), the Status field will be shaded yellow on the Ensembles list view. The dropdown list for Status now includes "Active (Full)" as a search option.
When entering ensemble enrolments, the word FULL will be visible if the ensemble is at capacity.
Note: An ensemble's Status is an auto-enter value and can't be manually edited. Click the question mark next to Status on the Ensemble Set Up screen for an explanation of how it's calculated.
Related: Manage Ensemble Enrolments
7/5/2025 - Version 9.239
Resource Management
Reason for Return
There is a new field in Loans Hire: it's Reason for Return
Similar to the Reason field when terminating enrolments, if you need to record this reason, the field is now available.
Related: Manage Instruments and Loans
6/5/2025 - Version 9.239
Assessment Reports
Variable Report Headings
- Home > Office Admin > Assessment Reports > Settings wheel > Edit Report Session
There is a new option in Report Session Set Up to use a heading for reports that can be variable based on a calculation.
Note: The calculation box must be empty in order to use a plain text header. Entering a calculation will automatically remove the plain header. If you have a play and don't wish to keep the calculation, make sure you remove the calculation and re-enter your plain header again!
Related: Generate New Report Session
1/5/2025 - Version 9.237
Handy Hints for Administrators
Information Button
There is a new 'i' information button on the Home screen. It displays:
- The username you're logged in with
- The privilege set you have on this login
- Your Music Monitor license information
- The version of FileMaker Pro on this computer
- The version of FileMaker Server on the host
- The host name/internet address.
Related: Manage Login Accounts
28/4/2025 - Version 9.239
Ensembles Setup
New Ensembles Setup Screen
The Ensemble set up data entry screen has been given a makeover, with tabs similar to the way the Contacts, Fees, and Students screens are set up. Check out the new detail view.
Related: Manage Ensembles
21/4/2025 - Version 9.237
Attendance
Attendance Report Sort Order
Attendance Report now has a Change sort order button, allowing you to remove certain fields from the sort order and change the appearance of the report.
For example, remove SortTeacher and IDStaff, leaving only AttendanceCode and the report will show totals by Attendance Code.
Find it at Common Tasks > Roll marking TUITON > Attendance Report. Or the green Reports button on the Attendance Record layout.
7/4/2025 - Version 9.235
Teacher View
Comment Required on Extra Lessons
If teachers enter an extra lesson on their roll, they are now required to enter a comment.
Related: Add Additional Lessons
7/4/2025 - Version 9.235
Teacher View
Subs Can Mark Ensembles
Substitute teachers can now mark ensemble rolls.
Roll records must be changed to substitute teacher using the scripts to Change teacher for [selected record or found set] for ONE WEEK ONLY.
Related: Temporarily Change Teacher
7/4/2025 - Version 9.235
Enrolments
List of Tuition Enrolments
The printable list of tuition enrolments now includes Lesson Type.
This list is at Common Tasks > Quick Reports (or Heads of Department) > CURRENT tuition enrolments (or PENDING tuition enrolments)
Related: CURRENT Tuition Enrolments
29/3/2025 - Version 9.235
Resource Management
Only Available Instruments Show When Hiring
In the window when assigning an instrument to a Loans & Hire record, previously the word "AVAILABLE" would appear after the reference number. Resources now only appear in the list if they are actually available.
Related: Manage Instruments and Loans
29/3/2025 - Version 9.235
Handy Hints for Administrators
Date Range When Archiving Attendance
The Archive Attendance Records script in Common Tasks > End-of-Year Procedures now prompts the user for a date range, instead of archiving ALL attendance records.
This helps prevent an easy error where you could accidentally archive current attendance records if running this process after your new year was underway.
Related: Archive Attendance Records
19/3/2025 - Version 9.235
Ensemble Setup
Create Student Rolls for Selected Ensembles
There is a new option in the More... button: Create student rolls for FOUND SET
If you have created multiple new ensembles after already setting up your ensemble rolls for the term, you can create the missing rolls from this screen. Just ensure your found set is limited to the ensembles that don't yet have a roll set up.
Related: Set Up Ensemble Rolls
11/3/2025 - Version 9.234
Resource Management
Stocktake Excludes Archived Instruments
A couple of tweaks to the Stocktake scripts. More > Display MISSING (non-scanned) items now excludes any Archived items.
Related: Manage Instruments and Loans
10/3/2025 - Version 9.233
Resource Management
Ensemble Student Reports
You can now add groups of ensemble students to Reports after the session has been set up by doing a find in Home > Student Activity > Ensembles, then selecting More... > Send found set to Reports.
Related: Generate New Report Session
9/3/2025 - Version 9.233
Resource Management
Select Ensembles for Report Session
When setting up a new Reports session, the script now pauses before finding all current ensemble enrolments, allowing you to modify the search criteria.
eg. The example above shows a search for all current ensembles, omitting ECM and Tutorial groups.
Related: Generate New Report Session
26/2/2025 - Version 9.231
Enrolments
Email Parent Contacts to Teacher
The sample text is updated for the Email teacher enrolment details script, to include Parent 1 details and (if not empty) Parent 2 details and (if not empty) Additional Contact details.
Previously it included only Primary Parent details. It also separates out the parents and displays in a better way in the email.
NOTE: Only new schools will get this text as MM doesn't overwrite existing text during the update process. If you would like to use this new text, please let us know.
Related: Email Lesson Times
24/2/2025 - Version 9.230
Salaries
Invoice for Contract Teachers
There is a new option in the Roll-marking Salaries settings under Pay advice slip preferences: Invoice.
The option to print pay advice slips as 'Teacher invoices' has been available for some time, but teachers couldn't download the invoices themselves, and the process had to be run separately - AFTER producing the pay advice slips.
Related: Produce Teacher Invoice
16/2/2025 - Version 9.228
Teacher Logins
More Than One Department
Further development of the "Head of Department" Privilege Set.
Staff can now be assigned to more than one department.
Type each department on a new line.
Related: Manage Login Accounts
11/2/2025 - Version 9.225
Conservatoriums
BPay Reference Number
A debtor's BPAY Ref No is now visible in the Debtor Contact Details box.
Related: BPay Option on Invoices
30/1/2025 - Version 9.225
Handy Hints for Administrators
Print Calendar Entries
Students > Calendar tab > More... > Print/display calendar entries for this one student.
This script now lets user enter a date range to display a specific set of records.
The resulting list also displays the total number of dates.
Related: Work With Calendar Entries
30/1/2025 - Version 9.225
Conservatoriums
Bill for Setup & Delivery Fee
This very specific new script was created for one particular conservatorium, but may be useful for other schools/conservatoriums.
- Students > Calendar tab > More... > Bill for set up & delivery fee (per date). Sends an amount per date to accounts.
eg. if the customer has 3 lessons on one day, only one fee will be calculated for that date.
The script steps you through the entire process and displays the billing lines after creation.
30/1/2025 - Version 9.225
Conservatoriums
Invoices With No Payments
New script in Common Tasks > Financial reports > Invoice List - ZERO payments.
Finds invoices that have had NO payments applied.
Use this in conjunction with the More... button on the Invoices List screen to Show related debtors to then contact the debtors etc.
Related: Produce and Send Customer Invoices
21/1/2025 - Version 9.222
Roll Marking
Ensembles on Multiple Days
If an ensemble has been set up for more than one day a week, a roll record will now be created for EACH day and time (for each teacher).
Note: Adding an ensemble to the roll after the roll has been set up for the week will still create only one roll record
Related: Set Up Ensemble Rolls
21/1/2025 - Version 9.222
Teacher View
Lesson Tally
The lesson tally now changes to orange 2 lessons BEFORE the total allowable lesson count is reached. Previously it turned orange only when the total allowable lesson count was reached.
It turns red if lesson count is exceeded. It's green if extra lessons have been approved.
Related: Marking the Rolls - Teacher
19/1/2025 - Version 9.221
Exams
Produce Exam Entries
There is an update to the script at Common Tasks > Exams > Produce Exam Entries Spreadsheet
It now takes the user to a table view where columns can be re-sized, re-ordered and then exported as excel.
Related: Exam Printouts and Reports
11/1/2025 - Version 9.219
Ensemble Setup
Conductor Name on Ensemble Rolls
Added conductor name to the ensemble rolls. It now displays underneath the name of the ensemble.
Related: Mark Ensemble Rolls
10/1/2025 - Version 9.219
Handy Hints for Administrators
Students Tagged as External
There is a new item at Common Tasks > General Tidy-Up > Find students tagged as 'external'.
This script performs a Find for any students tagged as external and displays them on the Personal Details card window (in the Students file), where they can be untagged or deleted if appropriate.
Note: This is for schools only; it is not relevant for conservatoriums.
Related: New Student
Related: General Tidy-Up Scripts
9/1/2025 - Version 9.219
Billing (in arrears)
Separate Line Per Attendance Record
There is a new option when sending lessons given to accounts to create a SEPARATE billing line for EACH attendance record. eg. If Susan Smith has had 10 trumpet lessons, instead of creating one billing line for 10 lessons, it will create 10 billing lines for one lesson each.
The setting can be turned on or off, so it can be used to create separate lines for some attendance records (eg. Music Therapy lessons) but create summarised lines for all others.
If using this setting, you also have another new option to copy the Lesson Date, Time and Teacher information across to the Notes field of the Accounts line item when sending lessons given to accounts.
Note: At this stage this information doesn't appear on invoices produced from MM (but it could!)
Related: Billing Tuition in Arrears
8/1/2025 - Version 9.219
Conservatoriums
Status Field for Debtors
There is a new Status field in Debtors. It shows as "Active" if the total active students > 0, otherwise "Inactive". It is visible on the Debtors Form View and List View.
Note: If the Debtor is "Active", the text will be formatted the same colour as the traffic light selection.
17/12/2024 - Version 9.218
Conservatoriums
Tuition Quantity 1
The Save as Xero csv can now export tuition fees with "1" in Quantity (instead of the number of lessons) and the total term amount (instead of lesson fee) in UnitAmount.
Use the "NECOM" setting in General Settings > Accounts > Billing line item description style.
Related: Process All Unbilled Amounts
29/11/2024 - Version 9.217
Handy Hints for Administrators
Send Workshops to Accounts
New menu item in Common Tasks > Billing.
Bulk send a group of workshop enrolments to Accounts.
Related: Send Workshop Fees to Accounts File
23/11/2024 - Version 9.217
Resource Management
Stocktake
The Stocktake screen now also displays the name of the student the resource was last loaned to, and the return date.
The stocktake process automatically enters the current date as the Date Returned. However, if instrument isn't actually being returned, you can remove the date on this screen.
18/11/2024 - Version 9.216
Handy Hints for Administrators
Room Usage Screen
There is now a Show All button at the top of the Room Usage screen. It's only visible if one or more rows have been omitted/hidden.
Related: Room Usage View
8/11/2024 - Version 9.215
Handy Hints for Administrators
Loans & Hire Tab
The words "Loans & Hire" in the Loans & Hire tab label will now turn green if a student has a current hire.
And fun fact: have you noticed? The Notes label turns pink if a note has been entered in the past 90 days!
Related: Tabs In Students File
5/11/2024 - Version 9.214
Exams
Exam Permission Letter
Options for Approved now include "Yes", "No", and "Declined". The Status of an Exam record will change to "Declined" if that option is selected.
Select the Accompanist from a dropdown list of Contacts in the Contacts file (the dropdown list will show ALL contacts, not only those tagged as "Accompanist" - we might change this in future!)
Related: Exam Approval Emails
Related: Manage Exams
5/11/2024 - Version 9.214
Exams
Exams Tab in Students
There are a few changes to the Exams tab in Students. The portal rows are wider.
A new Approval Letter button means letter can be sent from here (or the Exam Detail layout).
Related: Exam Approval Emails
Related: Manage Exams
Related: Tabs In Students File
27/10/2024 - Version 9.210
Salaries
Pre-Approved Payments List Button
There is a new button on Pre-Approved Payments tab to view all Pre-approved payments as a list.
The button takes you to all pre-approved payments for the selected staff member, where you can perform additional searches, and edit or sort records, and export as Excel.
Related: Pre-Approved Payments
18/10/2024 - Version 9.208
Teacher View
Subject Shown On Staff Rolls
The Staff Roll now displays the Subject as well as the Lesson Type, even when the Attendance general setting is "Calendar View".
Previously it only displayed the Lesson Type, as there wasn't enough room to display both, as well as the lesson day and time.
Related: Marking the Rolls - Teacher
7/10/2024 - Version 9.203
Enrolments
New ASSIGNED Status on Enrolments
A new value for Tuition Status. A record will have the Status "ASSIGNED" if the Subject, Lesson Type and Teacher have been entered, and if the Enrolment Date and/or Start Date are a future date.
These records used to have a Status of "Pending". That will now only be used if the Teacher or Lesson Type are empty.
Related: Manage Tuition Enrolments
Related: Method for Waiting Lists
29/8/2024 - Version 9.194
Handy Hints for Administrators
Bulk Workshop or Calendar Exclusion
There are two new options in Students > More... > Send FOUND SET to...
- Bulk add a found set of students to Workshops
- Create Calendar Exclusions for a selected group of students (eg. ensemble groups) or individual students (eg. notification of future absences)
Related: Calendar Exclusions
21/8/2024 - Version 9.193
Scheduling
Repeating Calendar Exclusions
There are a couple of improvements to the Calendar Exclusion data entry window:
- Select days of the week to repeat the entry.
- The option to repeat weekly or fortnightly.
Related: Calendar Exclusions
11/8/2024 - Version 9.192
Handy Hints for Administrators
Search Hints
There is a new Search Hints button on most List View layouts.
You need to be in Find mode to see the button.
Related: Search and Find
9/8/2024 - Version 9.191
Exams
Exam Approval Emails
There is now a customisable template for exam approval emails.
Related: Exam Approval Emails
7/7/2024 - Version 9.196
Enrolments
Enquiry Option
There is a new Enquiry option in ernolments for Tuition AND Ensembles.
Tick the checkbox to tag the enrolment as an ENQUIRY. The Joining Date field will disappear and instead you will see an Enquiry Date field. Today's date will auto-enter but you can edit it. The Status will change to "ENQUIRY".
When the enrolment is confirmed, tick the Form returned checkbox on the Students screen (Ensembles tab). The enrolment date will auto-enter and the Status will change to "CURRENT".
23/6/2024 - Version 9.186
Handy Hints for Administrators
List of Student IDs
There are some great new options in the More... button in Students.
- Find students using a copied list of IDs enables user to copy a list of student IDs from an external file/spreadsheet and paste into a card window. The script then finds that group of students.
- Copy paste Student ID works in reverse. Find the students in MM and copy the list of IDs to use in another program.
This was first developed to enable you to upload a list of students in Consent2Go, but it's useful in any instance where the list of Student IDs is a helpful thing to grab.
Related: Search and Find
22/5/2024 - Version 9.182
Teacher View
Prompt to Mark Blank Roll Records
Teachers will now be prompted to complete a previous week's roll marking if they have any unmarked roll records.
Encourage staff to mark ALL their records with something, even if no lesson was scheduled for that week. (Make sure you have an attendance code for "No lesson scheduled".)
Related: Marking the Rolls - Teacher
11/5/2024 - Version 9.179
Teacher Logins
Heads of Department
There is a new Privilege Set for Heads of Department. Click the question mark next to Privilege Set for information. Check out the video for a full explanation.
There is also new "Music Monitor LIMITED" Privilege Set added in V9.172.
27/4/2024 - Version 9.177
Handy Hints for Administrators
Bulk Terminate Tuition Enrolments
There is a new script in the More... button on the Tuition List. Enter Termination Date for found set.
This is helpful if your school's process is to terminate all enrolments at the end of a term or year and re-enrol those who are returning, also for bulk terminating the Year 12s when they finish.
You might want to check out some of the other options in this More... button as well.
3/4/2024 - Version 9.172
Salaries
Hold Box on Salaries Lines
New field: Hold box. This box is visible on SalariesRMLines list and can be used to hold individual line items when running the pays.
Any marked items will be excluded from the pay run.
This was requested to manage situations where:
- You need to clarify whether a line item is correct and should be paid, and may not be able to do that before pay run needs to be completed, or
- You wish to be able to help staff who have requested that some of their pay be held back and paid in the holidays instead.
Once the lines are un-marked again, they will be included in the next pay run.
Related: Calculate Pays From Roll Marking
24/3/2024 - Version 9.172
Conservatoriums
Merge Students and Merge Debtors
This only applies if Music Monitor is your main student database. If you import your students from another system, it is not relevant to you.
The new Merge Debtors button is found in the More... button on the Students list form view.
The new Merge Debtors button is found under the Settings button on the Debtor form view.
In each case, you will need to have first determined which ID (student or debtor) you want to keep and which you want to merge into it.
Related: Merge Debtors
Related: Merge Students (Conservatoriums)
23/2/2024 - Version 9.167
Attendance
Send Absentee Letters
There is a new setting for Attendance Codes.
Specific Attendance Codes can now be tagged to auto-enter a tick in the Send absentee letter checkbox when teachers use this code to mark their roll.
The letter is not sent automatically - this is still the task of Music Administrators to bulk send these letters - and teachers can UN-tick the box on a roll record if they don't wish for a letter to be sent.
Related: Set Up Attendance Codes
28/11/2023 - Version 9.148
Resource Management
Stocktake Feature
There is a new Instrument Stocktake feature.
Quickly scan or type in instrument reference numbers. They will be marked as returned and the system will auto-enter today's date in a new Last date checked field and your username in the Checked by field. You edit items and add new items from this screen.
Produce a report showing all instruments scanned/checked in the last 'x' days. Produce a report of MISSING instruments (items NOT scanned/checked in the last 'x' days).
You can also use this for other resources eg. equipment, music library.
Related: Manage Instruments and Loans
24/8/2023 - Version 9.148
Teacher View
Marking Future Rolls
Teachers can now edit a roll record for a future date, but not if trying to enter a code that has a billing or pay value greater than zero.
So if teacher is going to be absent, they can mark their roll on the weekend prior to the Monday when it becomes an 'active' roll. They can also enter an approved absence for a student, if that is set up such that the teacher is not paid and student is not billed for the lesson.
They are still unable to mark the lesson as given or any other mark that causes them to be paid, until the roll is active.
Related: Marking the Rolls - Teacher