Manage Ensembles

Ernolling a student in an ensemble involves two files in Music Monitor:

This file lists the ensembles you can choose from when enrolling the student. It contains scheduling, staffing, and fee information for the ensembles.

This file records individual students' enrolments into the various ensembles, with start and finish dates and ensemble parts.

The Ensembles file is accessible via Setup Files > Ensembles.

The Ensembles file opens in List view. Selecting an ensemble from the list opens it in Form view where you can see and edit the details.

To add a new ensemble record, select the green + icon.

For more information see Add Ensemble Procedure Checklist.

When you enrol a student into an ensemble, the fee information (including the number of sessions to be billed) is copied in from the Ensemble Codes record as it stands at that time. Therefore, when you edit an ensemble record, it does not affect enrolment records you have already created. The changes you make will apply only to enrolment records you create after the change.

To apply the changes to all current and pending enrolments, select More > Refresh Current Ensemble Enrolments ('Relookup').

Be aware that the Relookup will reset all current and pending enrolments to default settings, including the Number of Sessions.

Although they contain a lot of information, Ensemble Codes records are essentially there to populate a drop-down list of available options to enrol students into.

If you are not offering a particular ensemble as an option anymore, you can safely delete it from the Ensemble Codes file.

In some cases you may expect to offer the ensemble again in the future. Or you may wish for other reasons not to delete an ensemble even though you don't want it to be currently available. In that case, make the ensemble Inactive.

To make an Ensemble records can be inactive, enter a date in Finish Date. If the date is (or becomes) a past date, the ensemble will immediately change status from "Active" to "Inactive" and be shaded in pale yellow. The ensemble will no longer be available to enrol students into until you remove the Finish Date, or change it to a date in the future.

To reactivate an ensemble record, remove the date from Finish Date. The ensemble record will immediately change status from "Inactive" to "Active".