Overview
Subjects are the options available to enrol students into for Tuition lessons. They are usually an instrument, but to be more precise, your list of Subjects should be the same as the list of options you offer to students for what they'd like to enrol in.
So, for example, your school may offer "Saxophone" as an enrolment option, but students enrolled may play alto saxophone or tenor saxophone and so on. In this case you would just set up "Saxophone" as a Subject. On the other hand, you may offer Classical Guitar as a separate option from Contemporary Guitar, even though they're the same instrument. In that case you would set up a different Subject for each offering.
Inside Music Monitor, the Subjects file has a record for each combination of Subject and Teacher. That is, one record per piano teacher, one record per saxophone teacher, and so on. But you only have to look at that list once in a while for maintenance.
Where to Manage Subjects
The best place to manage Subjects day to day is from the relevant Staff record.
Go to Home > People > Staff and select an individual teacher to open their record.
Subjects are set up in the Instruments section, seen at the bottom of the above screenshot.
How to Add a Subject
To add a new Subject for a staff member, select the green + button next to the Instruments section.
In the dialog box that opens, select a Subject from the drop down list.
If the instrument you need is not on the list, select the green + icon to add a new one. Note that adding duplicate entries in this list can cause issues with searching for enrolments by Subject, so only add an instrument if it is not already included.
Optionally also enter the Instrument Family / Category and an External Subject Code.
Instrument Family / Category
Entries you make here will appear in the Tuition Enrolments records created for this Subject, which then allows you to search for enrolments by these categories, so it's definitely recommended that you enter this information.
External Subject Code
This is only used if data is exported from Music Monitor into another system. In that case, the External Subject Code should match the code used in the other system. If you don't have a need to match this with a list in another system, there is no need to enter anything here.
Select Save to finalise set up of the new Subject record (or Cancel to abort the process).
How to Edit or Delete Subject
To edit or delete a subject, go to the relevant staff member's record and select the subject record in the Subjects portal.
You can then edit the record as needed, or delete it using the Trash icon.
How to Keep Your Subjects List Tidy
To navigate to the full list of Subjects, go to Home > Setup Files > Subjects.
As with all setup files, you only need to keep records in here as long as they are relevant to current or future enrolments. If a teacher finishes at the institution or stops offering a subject the related Subject code/s should be deleted. Archiving a staff member does delete these records, unless there are still current enrolments that use them.
If there are current enrolments, allocate them to a different teacher or terminate them and then you can delete these Subjects records.
Periodically check the Subjects file and delete any unused records. If a record is shaded in pale yellow, it means the teacher associated with it is not current, so you should delete that record.
Note: A task in the End of Year Procedures category in Common Tasks also brings you to this list so you are prompted to check it and delete any that are no longer needed.