Overview
Each user who logs into Music Monitor needs a login account. This includes admin staff and teaching staff, if they will be marking rolls directly in Music Monitor.
Access
A login account consists (predictably) of a username and a password. Admin staff can edit the usernames of teaching staff. You can also reset their password, but you cannot see their current password.
Users must be assigned a Privilege Set. That determines what parts of the system they have access to view or edit. See later in this article for what privilege set to assign.
You will notice that staff also have a Staff ID. That is what tells Music Monitor which student records and which roll records to give the staff member access to. Staff members who are not music teachers do not need a Staff ID associated with their login account.
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).
Manage Accounts
Manage login accounts from Settings (the gear icon) > Manage Login Accounts.
To create a new account, select New Record (the green plus icon). New accounts must be given a 'privilege set'. Details for each privilege set can be viewed inside the creation process or by clicking the question mark button at the top of the Privilege Set column.
For added security, Music Monitor can use external authentication. For more information see External Authentication Setup. If using external authentication, set the external authentication option on.
If not using external authentication, a temporary password will be set for each new account. The new user will be forced to reset the password the first time they log in.
Existing accounts can be deleted or have their password reset (if not using external authentication). New passwords are temporary; the user will be to reset the password when they next log in.
SMTP settings for individual users are also available from this page.
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
| Music Admin Full
|
Music Monitor LIMITED
| Music Admin Core
|
Campus Specific | Music Admin Campus |
For Music Teachers | For Music Teachers |
Roll Marking and Resources
| Teacher - Basic
|
| Teacher - Basic (Calendar R/O)
|
Instrumental or Ensemble | Teacher - Full Access
|
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
| Read-Only - Standard
|
Read-Only LIMITED
| Read-Only - Excl. Sensitive
|
IT Access | System Support |
Admin
| Super Admin
|
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.