Overview

Each user who logs into Music Monitor needs a login account. A login account identifies who a user is and what level of access they have to the system. This includes admin staff and teaching staff, if they will be marking rolls directly in Music Monitor.

You have the option to use local accounts, where the access is controlled entirely from within Music Monitor. You also have the option to use External Authentication (also known as Single Sign-On), where access is controlled by your school authentication system such as Microsoft.

Login accounts for teachers include the user's Staff Code, which allows the system to control which enrolments and students they have access to.

Settings

Local or External Authentication

If you use external authentication, your school system will control whether or not a user has permission to connect to Music Monitor. For more information see External Authentication Setup.

But their Login Account in Music Monitor still determines what level of access they have, and which Staff Code is connected to their account, so you still need to manage these accounts.

Recommended Security Measures

Create separate accounts for each person who needs access
- User limits only restrict the number of people logging in simultaneously, not the total number of separate accounts.
In Settings > General Settings > Security, select the option to force users to use more secure passwords.

It can be even more secure to choose the option to use External Authentication (see below).

How to Manage Accounts

Go to Home > Settings (the gear icon) > Manage Login Accounts.

Add A Login Account

To create a new account, select the green + icon.

Privilege Set: This is the access level that controls which areas of the system the user will have access to.
- See the table at the bottom of this article for an explanation of them, or select the (?) icon on the popup to read the explanation in Music Monitor.
Login Account: This is the username the new user will enter when logging in.
- If you are using external authentication, this must match the external system - generally a full email address.
- If you are using local access, it can be whatever you choose.
Temporary Password: The user will be forced to set a new password the first time they log in.
Staff Code: Select the staff member from the drop-down list to connect the Login Account with the correct students and enrolments.

Which Privilege Set to Assign

The help icon on the Manage Login Accounts page opens a popover that describes all the available Privilege Sets.

The levels can be grouped into broad categories, shown below.

In February 2026 the Privilege Sets were renamed with more intuitive names, and some new ones were added, so the table below shows the information for versions before and after that change.

Up to Version 9.282	Version 9.283 Onward
For Music Administrators	For Music Administrators
Music Monitor recommended for admins	Music Admin Full recommended for admins
Music Monitor LIMITED not Salaries or Login Accounts	Music Admin Core not Salaries or Login Accounts read-only access to Attendance Codes, Account Codes, Fees, and Budgets
Campus Specific	Music Admin Campus
For Music Teachers	For Music Teachers
Roll Marking and Resources Our default recommendation for music teachers	Teacher - Basic Rolls, schedules, pays
	Teacher - Basic (Calendar R/O) Can't edit calendar entries
Instrumental or Ensemble	Teacher - Full Access Manage ensemble membership, manage resources
Head of Department	Head of Department
For Other Users	For Other Users
Roll Marking Admin	Support - Attendance
Resources	Support - Resources Management
Payroll	Finance - Payroll
Payment Processing	Finance - Payments
Read-Only ALL All files, read-only	Read-Only - Standard All files, read-only
Read-Only LIMITED not Salaries or Accounts	Read-Only - Excl. Sensitive not Salaries or Accounts
IT Access	System Support
Admin see Admin Privileges for guidance	Super Admin see Admin Privileges for guidance

A user logging in with a Privilege Set that is designated for music teachers will see the simplified Home screen. These accounts can safely be used with FileMaker Go or WebDirect.

Music administrators and other users should use FileMaker Pro.

Edit or Delete a Login Account

You can safely delete a Login Account from this list if you no longer need it. It does not affect the Staff record or any records relating to the staff member's activity in Music Monitor. It only removes their access to the system.

Note that if you use external authentication, past users should also be removed from the group that has access to Music Monitor.

Manage Login Accounts