When you set up or modify a student's enrolment, Music Monitor offers a script to quickly email details to the teacher. The email is generated from a template that you have access to edit, and it varies slightly depending on whether it's a new enrolment, a terminating enrolment, or a blocked or suspended enrolment.

The script will also create a Note in the enrolment record confirming that the details were sent.

The button for each of these options is in the same place, but its label and function changes depending on the steps you take in managing the enrolment.

If you have only entered a subject and no teacher, the button will say "Email HOD for allocation". The template that populates the email is the same as for a completed enrolment, but it includes a step where you select any Staff member from Music Monitor to send the email to.

Once you have entered a teacher, the button will say "Email teacher enrolment details". This populates an email with text according to your template and sends it to the teacher allocated.

When you enter a Termination Date in a Tuition enrolment or a Finish Date in an Ensemble enrolment, the button will say "Email teacher TERMINATION details". This letter uses a different template, designed to let the teacher know about the student's Termination Date.

If you select Block or Suspend on an enrolment, the button will change to simply say "Email Teacher" and the letter will use a template tailored to notifying the teacher about this circumstance.

Select the Pencil icon to edit the template for any of these emails.

The content of the email is filled in by a calculation, so if it's too daunting to try editing yourself, please contact us to help.

*New in 2025!* From v9.274 onward, the preview of the email will display the content picked up from the currently selected record. In older versions, it displays content from the first record in your found set.

*New in 2026!* From version 10.030, the standard template for emailing enrolment details includes a section at the bottom detailing what other lessons the student is already enrolled in. Because your template is editable, we don't over-write it when you update your system, but if you would like this new section of text (or any other custom setup that you want help including), please contact us to request it. It's quick for us to do - especially if your file is hosted on our servers.