Overview
This article is addressed to music teachers.
Music Monitor version 10 gives a New Ensemble Rolls option. This article covers that first and then covers the old rolls.
New Ensemble Rolls
If your school has selected the New Ensemble Rolls option, you should follow the steps in this section. When you select the Ensemble Rolls icon, you will see immediately whether you are viewing the new or old rolls dialogue.
Navigation
From the Home Screen
Select the Ensemble Rolls icon
You will see the roll selection screen.
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 to open the roll for any listed ensemble.
Mark The Roll
On a computer, the view defaults to displaying the whole term.
On a phone or iPad, you will see a special phone-friendly view which 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
The video above demonstrates the use of ensemble rolls in Music Monitor version 9.
Updates Since The Video Was Made
*New in 2025!* A combination of two developments allows you to quickly notify families about student absences from ensemble rehearsals.
If you select a Date heading at the top of the roll, this will filter the roll to display only students who were absent on the selected date.
The mail icon now invites you to use a template email to send to the selected families. You can set this up with your preferred text, such as a notification that the students in question were absent from rehearsal this week.
NOTE: These two functions can also be used independently, to achieve ends other than this.