Overview
The Schedule in Music Monitor registers when you have changed a booking and provides a button to update the related Calendar Entries. But that update process is to delete the existing Calendar Entries and create new ones. If you or the music teacher had rescheduled individual lessons in the term, those changes will be lost.
This article describes how to update the room without losing that rescheduling work.
Newer Versions
*New in 2025!* From version 9.269 onward, this is much simpler.
When the Room is updated on a Booking, and no other details are updated, the script no longer deletes and re-adds the Calendar Entries. It just updates the Rooms. So simply edit the Booking and use the Update script.
You also have the option to edit ore than one booking at the same time.
In the Schedule, select the Settings wheel
Select Assign or edit ROOM on THIS teacher schedule
You will be asked whether you are editing all Bookings for this teacher or you wish to choose
If you select Choose, you will come to a screen where you select days and time ranges to assign
You then select the Room and it will be applied to all the selected Bookings and their related Calendar Entries
Older Versions
If your current version is before the above improvement was built, this is the method you need to follow.
Go to Office Admin > Timetabling > Calendar Entries > More... > Advanced Search (Tuition Only).
Enter details for the set of Calendar Entries you would like to update. In this example, the search is for future calendar entries for one specific teacher.
Change the room for one entry, then (while keeping the field selected) go to Records > Replace Field Contents.
Then, on the dialog box, select Replace. (The 'Replace with' content will be a long string of letters and numbers as in the screenshot below. This is the room's unique ID code.)
The room will then be changed for the full set of records.
Other changes that may need to be made
If the room is being changed for a teacher on a permanent basis, then, in addition to changing the room for the remaining calendar entries as above, the teacher's schedule will also need to be updated. This will ensure that the next term's timetable will be generated for the new room.
Go to Office Admin > Timetabling then search for the teacher. Then change the room listed on the relevant timeslots.
Once the room has been updated on all timeslots, a column of red calendar icons will indicate that the calendar entries can be updated.
As the room has already been changed on the remaining calendar entries, it is best to dismiss these icons without further action. To do this, select More > Dismiss All Update Alerts (Without Updating).