Overview
Adding a new music teacher to Music Monitor should be quick and easy! However, there are steps along the way that can be easy to skip. Following this checklist should ensure that all the essentials are covered and the new teacher added comprehensively.
Procedure
In Staff select the green + button
In the dialogue box, select Staff.
Personal Details
The new record will open on the Personal Details tab where you should begin to fill in details.
The four highlighted fields in the screenshot above are critical.
First Name & Last Name must be filled for a Staff Code to be set, and also to facilitate finding the record in future.
Email must be filled for the staff member to be included in emails sent from Music Monitor.
You can select multiple options under Category however, do not manually check or uncheck "Current Staff" and "Past Staff".
To add new options, select the Pencil.
Status will be automatically set to "Active". It can be changed to "Inactive" if a staff member is going on temporary leave. If a staff member is leaving permanently, use Archive Staff Member instead.
Business Name
*New in 2026!* From version 9.295 onward, the Business Name field appears on the Personal Details tab. This field is only required if:
You use the facility to generate Teacher Invoices instead of payslips, or
You use the facility to manage Instrument Repairs and some of your teachers are also your repairers.
In all versions, this field is visible in the List View, so in older versions that is the only place you can enter the information.
Teaching Details
Next switch to the Teaching Details tab and fill in details.
The six highlighted fields in the screenshot above are explained below.
Staff Code: The Staff Code you enter should match the teacher's staff code in your other school systems. Set it by selecting the Pencil icon.
Login Account: If the teacher will be logging into Music Monitor, you must create a Login Account for them. Select the Pencil to open the table, and see Manage Login Accounts for guidance.
Employment Type: If you use Music Monitor to calculate payroll information, this setting determines whether their teaching is included in the calculations. See Salaries Overview for guidance.
Employee Pay Code: If your accounts department requires pay advice data from Music Monitor to include an Employee Pay Code, set it here.
Instruments: To set the teacher's tuition subjects, select the green + button. See Manage Subjects for guidance.
Ensembles/Classes: This portal will display the ensembles this teacher is allocated to.
To allocate this teacher to an existing ensemble, see Manage Ensembles.
If you select the green + button here, you will create a new ensemble. See Add an Ensemble for guidance.
Optional Fields
There is more information you can add if you wish to.
Commenced: The date the teacher started working in this position. If you have a date here, Music Monitor will alert you when the teacher is approaching eligibility for long service leave.
Concluded: You will usually not know this yet, but if the contract is for a fixed term, you may have that information already when you're setting up the new staff member.
Photo: You can upload a staff photo here. If you have a lot of staff records already in existence and wish to import photos for them, please contact the Music Monitor team to help with this.
Position: The intention of this field is to distinguish music teachers from admin staff, head teachers, etc. Whatever entries exist for this field in other records will appear as options in a drop-down here. You can, if you wish, enter exact position titles for each staff member, but it makes the drop-down list very long.
Teaching Preferences: This is a text field for you to note information that may be useful to you when scheduling lessons with this teacher.
Preferred Maximum Hours: If you enter a value here in time format (e.g. 18:00), Music Monitor will calculate whether the teacher's load is above or below this amount.
Current Allocation: This is auto-filled based on enrolments allocated to the teacher.
Timetabled Start & Finish Times: This is auto-filled based on timeslots that are set up in the teacher's Schedule.
Allocate Students
If the teacher is taking on new enrolments, simply allocate them during the enrolment process. See Manage Tuition Enrolments for guidance.
Transfer Enrolments
If the new teacher is taking over the students of another teacher, you can transfer them from within the Staff record.
Transfer All Students
To change all of one teacher's students over to the new teacher, find the previous teacher in Staff, select the Students tab and Change Teacher then follow the prompts.
Transfer Some Students
To change some students over to the new teacher, navigate to Tuition, find the students that need to be moved, then select More > Change teacher for found set and follow the prompts.
Transfer Single Students
To change individually, change the teacher listed on the tuition in the Tuition tab in Students.
Averaged Salaries
Note: If you are using the Averaged Salaries system in Music Monitor, don't forget to add the new teacher to your Salaries module, and load the lessons for these students on to the new teacher as adjustments for the current pay session.