Overview
This article is addressed to music teachers.
Music Monitor version 10 gives a New Ensemble Rolls option. The navigation is the same for each, but the functionality within the module is different. This article has instructions for each.
Navigation
From the Home Screen
Select the Ensemble Rolls icon
You will see the roll selection screen.
If your school is using the New Ensemble Rolls, the dialogue will look like the below image.
If your school is using the Old Ensemble Rolls, the dialogue will look like this image.
In both cases:
The Term & Year filter will default to the current term. Change if needed.
The list of rolls will show ensembles and groups you have access to. Select the roll you wish to mark.
From The Tuition Roll
From your Tuition roll, you can select the green Ensemble Roll button next to any listed ensemble to open the roll for that ensemble.
New Ensemble Rolls
New Ensemble Rolls
Mark The Roll
On a computer, the view defaults to displaying the whole term.
On a phone or iPad, you will see a mobile-friendly view that defaults to displaying the current week.
Cells shaded pale yellow indicate that the roll is locked against editing. This comes into effect after 1 week for music teachers. Administrators have an additional 90 days' editing access.
Select the attendance you wish to mark. A popover opens with the options.
Select the code for that student's attendance on that date.
A key explaining the codes is shown at the bottom of the roll.
If you are marking a future date, you can only choose absence marks. (You cannot mark a student present before the rehearsal takes place.)
Mark All
You can select the Mark All button in the top row to mark all students at once. The most common case for using this option is in a large ensemble to mark everyone present, and then manually change the few who need to be marked with a different code.
Select the rehearsal date you wish to mark attendance for, and the code you wish to mark it with.
Other Functions
Add Student
You can enrol a new student to the ensemble from here.
Select the Add Student button in the top row
Type some of the student's name in the search bar and select the Search icon
Select the student from the list of names
You could also, for example, just enter a Year Level in the search bar, and then scroll through all students in that year, adding all who need to be added.
This process will create a new enrolment for each student you selected, with a joining date as shown on the dialogue.
Add a Rehearsal
The dates that automatically appear on your roll are those for which a Calendar Entry exists for this ensemble. If your ensemble is having an additional rehearsal, or if your school does not generate Calendar Entries as part of its admin process, you can create rehearsal dates as you need them.
Select the Add Date button in the top row.
Enter the date and time of the rehearsal.
Music Monitor will create a Calendar Entry and a corresponding roll record for that date.
Note: If you need to edit the time of an existing rehearsal, do that on your Tuition roll where the Ensemble listing appears, and the adjusted time will appear on the Ensemble roll as well.
Email Absentees
Select the black Email Absentees button in the top.
Enter the rehearsal date that you wish to email about.
Music Monitor will pre-fill this week's date.
Music Monitor will filter the list to only those with unexcused absences in that week. Select the X to remove any you do not wish to email, then Continue.
Select whether to email the Parent, the Student, or Both.
Select an email template to use. Edit or create a new one if needed.
Select Send and the emails will be sent - either immediately in the background, or by opening draft emails for you to send, depending on your school's chosen email setup.
Old Ensemble Rolls
Old Ensemble Rolls
Mark the Roll
Select the attendance box you need to mark and choose the Attendance Code from the options in the drop-down that opens.
Mark All
The most common case for using this option is in a large ensemble to mark everyone present, and then manually change the few who need to be marked with a different code.
Select the Mark All button in the black top bar
Select the Rehearsal Date you wish to mark for (this week's rehearsal will be entered by default)
Select the Attendance Code you wish to mark them with.
Tip: If you leave the Attendance Code box empty, this function will clear the marking for the selected rehearsal
After marking all, individually change any entries that need to be marked differently from the others.
Email Absentees
The ensemble rolls have a quick function to email absentees from the roll.
Select the green Email absentees button at the top of the roll.
In the dialogue that opens, select the rehearsal that you wish to email the absentees for.
The script will display the records that are marked with an absence for that rehearsal and ask you whether to email the parent, student, or both. Select your choice.
The script will then display a dialogue where you can choose from existing email templates or create a new one. Select from the drop-down or select the blue Create NEW template button.
The script will display the body and signature text set up in the template you choose or create.
If you edit the text here, it will edit the template for future use.
Select the green Send button and the script will generate the emails.
Notes on Ensemble Attendance
You and the music administrators can add notes to students' ensemble attendance records. You can each see all the notes added by yourself and others.
To add or view a note, select the row of the student you wish to add a note for
Select the Pencil icon in the black top bar
Choose to add a note for the selected student, or for the found set
You will see a window showing all the rehearsals on the roll you are viewing, with space to make notes against each rehearsal.
In the Note/Reason field, select a broad note category from the drop-down or click again in the field to type in a new one.
Typing a new entry in this field will add it to the options for future use.
Write further detail as needed in the Additional Notes field.
When a record has a note entered against it, it will display in green on the roll.
Credit Note
If you choose the Attendance Code "C", or add a note with the Note/Reason "Credit", the record will display in pink on the roll.
The effect of this is just to let the music administrator know that credit should be issued for this lesson.
Other Functions
Add a Student
Select the green + button in the black top bar to enrol a new student into the ensemble.
Note: This will create a new ensemble enrolment record for the student. If you believe the student may already be enrolled into the ensemble, but just not appearing on the roll, check with the music administrator first.
Remove a Student
You can withdraw a student from your ensemble.
Select a student in the list
Select the green Trash icon in the black top bar
You will see a warning that this action will enter a Finish Date in the student's enrolment record. Select OK.
Confirm the Finish Date in the next screen. Today's date will be pre-filled.
The student's enrolment will be terminated as of the date you enter.
Sort Students
You can change the sort order of the students on this roll.
Select Sort in the black top bar and choose to sort by:
Year Level
Name
Day/Time
Edit Ensemble Parts
If an ensemble part has been entered for a student, it will be shown to the right of their name on the roll.
To edit this, just select the entry (or the blank space to the right of the name) and select an ensemble part from the list.
Video
The video below demonstrates the old ensemble rolls module for teachers. Note that some of the features described above were developed after this video was made and do not appear in the video.