Overview
Music Monitor has a Loans & Hire Agreement letter built in, which you can send individually or in bulk to the contacts of the students hiring the instruments.
Agreement Template Options
Music Monitor has some pre-set template options, and now also a custom editable template.
Custom Template
*New in 2026!*
From Music Monitor version 9.286 onward, you have the option to use a custom template for this agreement. The setting where you select your template has also moved to the Settings wheel of the Loans & Hire file.
See below for guidance in using this template.
Pre-Set Templates
We have built a number of pre-set templates for different schools over the years. In each one, the school details will be entered from your own system, but the text and layout of the agreement are fixed.
If you have a Music Monitor version earlier than 9.286, you choose which one your organisation uses in the General Settings.
Go to Home > Settings wheel (top right corner) > General Settings > Loans & Hire.
Note: If none of these templates are suitable for you, and you would like the Agreement customised for your school, just ask!
Edit the Custom Template
To edit this template, select View/Edit Template in the template selection window. You will see this window (labels added for the purpose of this article).
The template has two different types of editable content.
Plain Text
You can edit the plain text sections directly in the template window.
The Tricky Bits
To edit the merged data or the letterhead, select the pencil icon and come to the next editing window.
The letterhead is a full-page image that you upload, including the header line and the footer line, with blank space in between.
Select the existing image, which brings up a navigation window where you navigate to the image you wish to upload.
NOTES:
PNG is a more efficient image format than JPG when you have a lot of white space
A print-quality A4 page is 2480 x 3508 pixels. If you only need web quality (for viewing on a screen), 595 x 842 pixels will be enough.
Send a Rental Agreement to ONE Student
When a new hire is entered in the Loans & Hire tab in the Students file, a blue Hire Form button becomes visible on the end of the record’s row.
Select to print or email the Hire Form / Rental Agreement for the record.
You can also produce the Rental Agreement from this screen.
The Rental Agreement will display in a new window.
To change the template, select the settings button and choose a different template.
To print, save as a pdf, or email with the form attached as a pdf, select the Print or Mail icons at the top of the window.
The Hire Form button becomes hidden when a hire form is printed or emailed. Instead you will see an Agreement Sent field and the current date will be inserted.
A Form Returned checkbox also becomes visible on the Loans & Hire tab in Students. This can be ticked when agreement has been confirmed.
Send a Rental Agreement to a GROUP of Students
Rental agreements can be sent to a found set of students from Common Tasks > Printouts > Loans Hire : Print Rental Agreements.
Or from Home > Student Activity > Loans & Hire.
FIND the group of students you wish to send rental agreements. Select the More button and Rental Agreements.
The rental agreements will open in a preview window. Scroll through the records by selecting the back and forward arrows.
Select the Print or Mail icons to print, save as pdf, or send as emails.