Music Monitor Table of Contents
Getting Started
Installing Music Monitor (Single-User)
Creating a Shortcut on your Desktop
Starting the Music Monitor Application
Account Names and Passwords
Re-sizing your Screen
Admin Options
Importing Student Records from a School System
Backup All Files
Change Password
Recover File
Import Records from Previous Version
Important Information for Multi-Users
Software Requirements
The ‘Host’ Computer
FileMaker Network Settings
Opening Music Monitor on the HOST Computer
Opening Music Monitor as a ‘Guest’
Creating a Desktop Shortcut/Alias on the ‘Guest’ Computers
Backups from the HOST computer
Login Accounts
Account Names, Passwords & Access Privileges
External Authentication of login accounts and passwords
Web access
Connecting to Music Monitor using FileMaker Go
Specifying an alternative location to backup the system
Should I click ‘Check/Fix’ or ‘Bypass’?
Music Monitor Basics
The Home Screen, File Map and File Menus
What Do You Want To Do?
Entering Data in the ‘Correct’ Order
About Your Screen
Help Buttons
Script Menu
Changing Views
Layout Buttons
Tabs
Tooltips
Spare Fields
Creating, Editing and Deleting Records
Creating Records
Editing Records
Replacing Data in a Group of Records
Deleting Records
Deleting Records in a Portal
Finding Records
‘And’ Searches
‘Or’ Searches
‘Except’ Searches
‘Greater Than’, ‘Less Than’ Searches and ‘Range’ Searches
Searching for Records with NO DATA in a Particular Field
Other Symbols
Saved Finds
Viewing, Sorting & Printing Records
Viewing Records
View As Table
Sorting Records
Exporting Data to be used in Other Applications
‘Save/Send As… Excel’
Exporting Data to be used in Another Application
Using Table View
Importing Student Details from Your School Database
Standard Import
Duplicate Student IDs
Whoops! UNDO!
Importing Additional Contacts
Custom Import
Importing Photos
The Code Files
Account Codes
An Explanation
Attendance Codes
An Explanation
Budgets
About Budgets
An Explanation of the ‘Budget’ Fields
Printing a List
Ensembles/Classes
About Ensembles/Classes
Creating a New Ensemble/Class
Check for duplicate timeslots and remove them
What to do with Ensembles who have more than one rehearsal in a week.
Printing a List of Ensembles/Classes
Printing Ensemble List by Teacher
The ‘Re-Lookup’ Button when details change
Process for Re-Lookup of Ensembles at the end of term or billing period
Keeping the File ‘Clean’!
Exam Codes
An Explanation
Creating Additional Exam Codes
Entering Accompanists’ Fees
Printing a List
The ‘Re-Lookup’ Button
Keeping the File ‘Clean’!
Hire Fees
An Explanation
Subjects
An Explanation
Keeping the File ‘Clean’!
Version 5 Changes
Tuition Fees
An Explanation
About ‘Tuition Fee’ Records
Creating a New ‘Tuition Fee’ Record
Creating a New Ensemble/Class Fee’ Record
Discounts for Ensembles - Percentage or Fixed
Discounts for Tuition – Percentage or Fixed.
Deleting Tuition fees
Printing a Tuition Fees List
The ‘Re-Lookup’ Button
Keeping the File ‘Clean’!
Staff-Related Files
Contacts
An Explanation
Teaching Details Tab
New in version 8 on the Teaching Details tab
Students Tab
New in version 8 - Schedules tab
New in version 8 – Calendar Entries tab
Check for Clashes
New in version 8 - Notes Tab
Billing Details tab
Campus Filter
Adding a New Teacher (video)
Creating Staff Codes
Adding Other Contacts (video)
Viewing Students from Contacts
Archiving a Teacher and Changing their Students to Another Teacher
Archive the teacher
Change the teacher for each student individually
Change the teacher for the whole group of students.
Staff Load Reports
Staff Load Report (per week)
Staff Load Report (per term)
Staff Load Report (Tuition only)
Printing a Staff Directory
Printing Staff Teaching Details
Printing a Committee Directory
Printing a General Directory
Printing Letters, Envelopes & Labels
Printing Nametags
Sending Email
Copy/Paste Email
Send SMS from the Contacts file
Reports
Producing Academic Reports in Music Monitor (video)
Whoops! I forgot some students (video)
Editing Report Set up
Emailing Academic Reports
Room Management
An Explanation
Process for setting up rooms, timeslots and bookings
Suggested process if lesson days and times are to be entered in MM
Setting up default timeslots
Setting up a new room
Adding a user to timeslots
Adding current students to booking slots
Adding bookings to the calendar
Adding ALL bookings
Adding individual bookings
Adding ensembles to regular bookings
Removing duplicate timeslots after setting up ensembles
What to do with Ensembles who have more than one rehearsal in a week.
Suggested process if Lesson Days & Times DON’T need to be entered in MM
Process
Set up new rooms
Add users to rooms in blocks of time
Add bookings to calendar
Adding ensembles to regular bookings
Add Ensembles to the calendar
Editing and Viewing Timeslots
Performing a find in Room Management
Viewing spare timeslots
Deleting bookings from timeslots
Deleting a timeslot
Updating bookings to Calendar for next period of time for a single teacher
Updating bookings to Calendar for next period of time for a single teacher
Updating bookings to Calendar for next period of time for all your teachers
Other Process for adding timeslots and bookings
Adding Timeslots in Room Management
Adding default timeslots to empty rooms
Adding Timeslots to your Room manually
Adding spare time slots in Room Management
Adding Regular bookings through Room Management
Adding a booking to an existing timeslot in room management with a user assigned
Adding bookings to the calendar from room management
Adding timeslots in Contacts
Adding additional tuition time slots
Room Management Reports
Room Usage (regular bookings)
Room Usage (calendar entries)
Teacher Schedule (regular bookings)
Teacher Schedule (calendar entries)
Teacher Schedule (calendar entries)
Teacher and Student Timetables
Timetables Category
Reports in Calendar
Salaries – The ‘Averaged’ System
An Explanation
Setting up Salary Pay Rates
A Summary of Tasks
Step 1: Print a Checklist for Staff
Step 2: Create a New Pay Session
Step 3: Import Current Enrolments
Step 4: View Pay Details
Step 5: Print Pay Slips
Step 6: Adjustments
Step 7: Print Updated Pay Slips
Finalising a Teacher’s Pay
A Checklist for the Beginning of the Year (or Pay Session)
Salaries – The ‘Roll Marking’ System
‘Salaries GC’ Menu Overview (video)
Setting up the Pays and Checking Attendance Records (video)
Adding, Editing and Deleting Pay Adjustments (video)
Setting up Salary Pay Rates
Notes for Teachers on Entering Additional Pay Amounts
Adding Travel Costs for Tutors (video)
Processing the Pays, Printing and Emailing Pay Slips (video)
Printing the Pays (video)
What to do with Substitute Teachers when using the Roll-Marking System (video)
Change Teacher for One Student for ONE WEEK Only (video)
Step-By-Step Instructions for Calculating the Pays
Entering additional payments for teachers
Other tasks you may need to do in between pay dates
Calculating pays and printing pay slips
Some additional notes:
Calculating Extra Pay for Salaried Teachers
A Checklist for the Beginning of the Year (or Pay Session)
Student-Related Files
An Explanation
Entering demographic information
Linking Additional Contacts
Dealing with split families (or entering additional contact details for students)
Mail Alert
Quick Lists
Quick Lists (video)
Printing Letters, Envelopes & Labels
Printing Letters, Envelopes & Labels (video)
Sending Email
Sending Email (video)
Music Program Advice Slips
Printing Student Nametags
Participation Report
Email schedule scripts for groups of students
Adding notes to a student’s record (video)
Adding an attachment to the Notes tab
The Overview tab
Enrolment and Account Information
Attendance
An Explanation
Entering Lesson/Attendance Details From the Student’s File
Filtering Attendance Records in the Attendance Portal
Absentee List
To Produce an Absentee List:
Attendance tab line items that are archived
Archiving Attendance Records at the End of the Year
Archiving a Found Set of Attendance Records
Printing Absentee Letters
Attendance tab and producing Absentee letters (video)
Roll Marking for Tuition
Setting up and marking tuition attendance rolls
Adding new enrolments AFTER you have set up the rolls for that week
Printing hard copies of the Rolls for your teachers
Marking the Roll
Lesson Tallies
Emailing students from the Tuition roll
Search for a particular student’s attendance
Reviewing Attendance Records and Printing Reports
Tuition Roll Marking (video)
Tuition Roll Marking: more tips and tricks (video)
Whoops! What to do if you messed up the roll (video)
Changing the date of an existing roll
Changing the teacher for one student for ONE week only (video)
Student changes teacher after rolls have been set up – an alternate method
Changing the Lesson Length (for one week only)
Show Attendance Record for Term
Search and view attendance records (video)
Exporting and Emailing Daily Attendance Sheets to Teachers (then Importing the Changes back into Roll Marking)
Emailing Daily Attendance Sheets (Additional Notes)
Ensemble/Class Roll Marking
How to set up the rolls
Ensemble Link on Roll Marking (Tuition) Screens
Adding Ensembles to an Existing Roll
Changing the date for a particular roll
To print hard copies of the roll
How to mark the rolls
Editing ensemble rehearsal length
Emailing Students in an Ensemble
Attendance (Ensemble/Classes)
Adding a note
Allowable absences
Adding penalties
Changing the ensemble part
Deleting a student
Allocating points for attendance at the end of each term
Producing a summarised report
What to do next?
Setting up the rolls (video)
Linking Ensemble rolls and Tuition rolls (video)
Marking the rolls (video)
Adding a Student to an Existing Ensemble Roll
Preparing reports (video)
Emailing a single student
Emailing all students in an ensemble
Awards
Entering Student Awards
Entering Award Details (video)
Printing Awards Lists (video)
Camps & Excursions
An Explanation
Entering Camp/Excursion Details
Sending a Group of Students to the Excursions File (video)
Printing Camp & Excursion Lists
Excursion Roll
Editing Excursions and Printing Lists (video)
Sending Camp & Excursion Fees to the Accounts File
Calendar tab
Calendar tab in Students
Emailing student schedules
Emailing weekly schedules
Email individual day schedules
Email entire schedule for a period of time
Access to Calendar
Ensembles
An Explanation
Entering Ensemble Details
The ‘Status’ Field
Editing an Ensemble
How to Enter an Ensemble Enrolment (video)
The Ensemble Part Drop-down List (video)
Enrolling a GROUP of Students in an Ensemble (video)
Updating names of ensemble members
Sending an email to members of an ensemble
Bulk Billing - Sending Ensemble Fees to the Accounts File
Sending Ensemble Fees Individually
Billing a new enrolment with multiple tuition and/or ensemble enrolments
Conductor Name Not Showing on Printouts
Printing Ensemble Rolls - Standard
Printing Ensemble Rolls – Basic
Printing Ensemble Rolls - Condensed
Printing Ensemble Rolls – Phone Numbers
Printing Ensemble Rolls - Student ID
Printing Ensemble Rolls - Template
Printing Ensemble Checklists
Printing Ensemble Class Lists
Printing Conductor Lists
Printing Member Lists
Ensemble Term Note Sheets
Exams
An Explanation and Notes about the Screen
The ‘Record Status’ field
The ‘Code’ field
The ‘Rel Obs?’ field
How to Enter an Exam Enrolment
Deleting Information
Entering Exam Details (video)
Entering Accompanist Details and Setting up the ‘Rehearsals’ File
Printing Teacher Checklists of Exam Enrolments
Printing Teacher checklist of exam enrolments (video)
Producing an Excel Spreadsheet of Exam Entries (video)
Printing the AMEB VIC Entry Forms (Practical)
Printing the AMEB VIC Entry Forms (Written)
Printing the AMEB VIC Entry Forms (video)
Printing Total Entries and Total Fees for an Exam Session
Printing total entries and total fees for an exam session (video)
Entering Exam Dates and Times
Entering exam dates and times (video)
Printing Exam Lists
Sending Exam Fees to the Accounts File
Sending Accompanist Fees to the Accounts File
How to Use the Rehearsals File (video)
Entering Results & Printing a Results List
‘Exam Approval’ Letters (video)
Loans and Hire
An Explanation
Entering Instrument (or other) Hire (or loan) Details
Entering Instrument hire (or other hire) details (video)
The ‘Record Status’ Field
Printing a List of Instruments Currently on Loan
Producing a List of Hired Instruments (with Family ID)
Rental Agreement Form (video)
Recording OWN Instrument Hire
Sending Instrument Hire Fees to the Accounts File
Performance Details
An Explanation
How to send a group of students to the Performance File
Rehearsals
An Explanation
Printing Advice Slips
Printing Rehearsal Timetables
Student Accounts
An Explanation
Entering Student Accounts details
Viewing special payment arrangements
Billing Overview (music departments) (video)
Billing and Invoicing overview (independent music schools/conservatoriums) (video)
Student Accounts Menu for Conservatoriums
Students Account Menu
Debtors
Invoices
Invoice Line Items
Statements
Payment Plan Action List
Process Billings
What to do if you want to do a billing run for next term before a current term is finished and there is a fee change
Billing procedures - 2 semesters
Billing Procedures – 4 Terms Bulk Billing
IMMEDIATELY produce invoice or ‘Process billings’ for one family only
Billing Procedures - Term 4 Considerations
Billing Procedures for Schools that use Attendance Rolls and Bill Each Term in Advance
Billing Procedures for Schools that use Attendance Rolls and Bill Each Term in Arrears
Batch Billing – Send Tuition fees to Accounts (video)
Batch Billing – Send Scholarships/Bursaries to Accounts (video)
Batch Billing – Send Ensemble/Class fees to Accounts (video)
Batch Billing – Send Ensemble/Class DISCOUNTS to Accounts (video)
Batch Billing – Send Instrument Hire fees to Accounts (video)
Batch Billing – Send miscellaneous fees for a group of students to Accounts (video)
Batch Billing – Adding a membership fee for families (video)
Batch Billing – Adding a travel fee for student lessons (video)
Batch Billing - Processing Billings
Batch Billing – Oops! I made a billing mistake (video)
Using the ‘Date Record Created’ Field
One-off Billing – Entering and billing a new enrolment (conservatoriums) (video)
One off Billing – Billing a new enrolment with multiple tuition and/or ensemble enrolments
One-off Billing – Applying discounts for instrument hire (video)
One-off Billing – Applying discounts for instrument hire (another idea) (video)
One-off Billing – Billing non-student debtors (eg for room hire) (video)
One-off Billing – Adding an instrument hire BOND or REFUND (video)
One-off Billing – Quicker enrolment process for Conservatoriums
Adjusting Accounts – Ensemble/class adjustment between billing periods (video)
Adjusting Accounts – Tuition adjustment between billing periods (video)
Adjusting Accounts – Loans/hire adjustment between billing periods (video)
Adjusting Accounts – Charging for extra lessons (one student at a time) (video)
Adjusting Accounts – Crediting for lessons not given (one student at a time) (video)
Producing a list of Music Lesson Adjustments for your accounts department (don’t use this if you use Music Monitor to produce invoices)
Late Fees (video)
Late Fees
Using the Debtors and Invoices tables (Conservatoriums)
Using the New Debtors and Invoices Tables (Music Depts)
Applying GST (video)
GST on Payment Report
Adding a new student and linking to a debtor (video)
Linking debtors to students (video)
Editing or deleting a debtor (video)
Setting up a non-student debtor (video)
Sending email to a found set of debtors (video)
Adding a line item (debit OR credit) for a found set of debtors (video)
Outstanding Balance on Invoice Layout
Date invoice printed
Enrolment information on the Invoice
How to produce ONE invoice (video)
Moving a line item from one invoice to another (video)
Editing an invoice (video)
Reprinting an invoice (video)
Deleting an invoice (video)
Emailing invoices (video)
SPLIT Invoices (video)
Split Invoices
Making a payment (video)
Overpayments – credit balance carried forward (video)
Tips on Dealing with Credit Balances
Refunds
For a credit balance brought forward
For a refund line adjustment
Producing a receipt (video)
Adding a finance charge (video)
Payment plan action list (video)
Changing the invoice set up (video)
Changing the invoice set up in between billing runs
Making amendments to notes for invoices already printed
Producing Authorities (Enrolment Confirmations)
Producing an Authority (video)
Producing Statements (video)
How can I reprint a whole group of Statements all at once?
Viewing Statements of Current Debtors
Financial reports in Music Monitor (including Debtor reports, Unpaid invoices, Outstanding invoices) (video)
Troubleshooting the financial reports (video)
Debtor Report
Debtor Report with student name
Proofs and Journals
Journal Number
Producing GST Reports (video)
Finding a Debtor Balance for a particular date
Finding a Debtor Balance for a particular TERM
3 new powerful scripts in Student Accounts
Print Letters, Envelopes & Labels for Debtors
How to BLOCK an enrolment (video)
NEW: Blocking and Unblocking Enrolments for a student
Bulk Blocking a Group of Enrolments
Timetabling (Rotating and/or ‘Fixed’ Lessons)
An Explanation
Setting up timetables (an overview) (video)
The Complete Guide to Timetabling
Setting up a new timetable (video)
Scheduling Additional Events
Entering notes on a timetable (video)