Overview
Music Monitor records staff and other contacts in the Contacts file. There are different layouts for viewing Staff versus Other contacts. This documentation will often refer to the Staff file but this is interchangeable with the Contacts file.
When a record is set up as Staff, you can enter far more information about them, and can also link a Login Account to their record.
Navigate to Staff & Contacts
To view staff records, go to People > Staff.
To view records for other contacts, go to People > Other.
Add a New Staff Member or Contact
To create a new staff record or other contact record, select the green + button.
For guidance see Add Teacher Procedure Checklist.
Delete or Archive a Contact
We recommend that you do not delete Staff records from the Contacts file. These records are often linked to Student Activity records, so these historical records can lose infromation if you delete the Staff record.
Instead, either:
Select Archive Staff Member if the staff member is unlikely to return to work. For more information see When A Teacher Leaves.
Manually set the staff member's Status to 'Inactive' if the staff member is likely to return to work in the future.
Contacts records set up as Other are not connected to other files in the same way. Occasionally they may have a Loans & Hire record associated with them, but in general it is safe to delete them when they are no longer in use. To do so, select the Trash icon.
Teaching Preferences & Load
At the bottom of the Teaching Details tab are a set of fields for loads and teaching preference notes.
Teaching Preferences is a note field for recording teaching preferences. Preferred Maximum Hours is for recording the teacher's preferred maximum hours.
Current Allocation and Timetabled Start & Finish Times auto calculate based on enrolments and scheduling respectively.
*New in 2026!* If you enter a value in Preferred Maximum Hours, the teacher's available hours will be displayed in the Current Allocation box.
Note: A positive number means the teacher has space available; a negative number means they are over their allocated hours.
There are also two staff load reports available under More...
In List View, you will see a notification in the Staff list when a staff member has a Date Commenced 9 years ago or longer. The purpose is to alert you to staff coming up to eligibility for Long Service Leave.
If you use the Personal Details tab to enter information about registrations with expiry dates, you will also see an alert when an expiry date comes up in the next 30 days.