The Scheduling tool can handle a lot of complexity in your scheduling. That does mean it also has a lot of complexity of its own, so this guide takes you through how it works and what functions have been built to make your work easier.

Note: If your music teachers do their own scheduling, it is no longer necessary for them to use this complex tool. The Calendar now has all the functionality that teachers need to set up their own lesson times.

We still recommend that music administrators use this tool.

Note that what you are creating in the Schedule are regular Bookings. These are not bookings for a specific date, but just general bookings for a day and time.

If the bookings have a room allocated, they will also appear in the Regular Bookings tab for that room. Go to Home > Resources > Rooms and select the room you have scheduled the lessons in to see these bookings.

The ultimate goal of setting up the Schedule is to use it as a template to generate Calendar Entries, which are the specific bookings for each week of the term.

Before you begin scheduling, we recommend you have the following already set up.

See Manage Scheduling for an overview of the whole process and where scheduling fits in.

With all of the above in place (or as much as possible for the time of year), you're ready to start scheduling.

The best place to manage scheduling is in the teacher's Schedule and, as usual, there are a few ways to get there.

Home > Office Admin > Timetabling

Home > People > Staff > Timetabling

Once in the Timetabling window, you can use the arrows to move from one staff member to the next (or previous), and the Quick Find window to look up a specific staff member.

If you have filled out the staff schedules with timeslots, you will see a list of empty timeslots with a Paste button in each.

In this example you can see a number of things:

Before placing students into timeslots, resolve any clashes that already exist in the schedule. In this example, the orchestra runs until 9:00, so the 8:30-9:00 timeslot should simply not be there.

Go to More... > Delete this timeslot.

If you just need to change the details of the timeslot instead of deleting it altogether, simply select the timeslot anywhere in the scheduling area (the fields from Room to Finish) and it will open an editing window where you can change the details.

Once your timeslots are ready, the process for placing a student into a timeslot is to select the red Unallocated Students button, then in the popover that opens select the blue Copy button for the student you wish to place, and then select the grey Paste button for the timeslot you wish to place them into.

If the lesson length doesn't match the duration of the timeslot, Music Monitor will adjust the Finish Time of the timeslot to match what you have placed in it. You may need to tidy up the timeslot that follows it.

The Schedule above is essentially a template for that teacher's weekly timetables. You will now use that Schedule to create Calendar Entries for this teacher.

Note that items on the schedule generally show in white, but any booking that has future calendar entries in place will be shaded green.

See Work With Calendar Entries for guidance on this step.

*New in 2025!* From version 9.273 onward, the Schedule has a tagging function. The tagging box is on the left-side of the window, and if you have tagged any entries, the More... menu will give you options to work with SELECTED entries.

If you don't yet have this version, the below instructions will apply.

If you need to make changes in this schedule as you go, there are two main ways.

*New in 2025* There is a function now to add or edit the room allocation for all or part of a teacher's schedule. If you have set up the schedule without yet allocating the room, or if the room allocation has changed, this will help you manage that update.

On the Schedule tab in the Timetabling window, select the Settings wheel and select Assign or edit ROOM on THIS teacher schedule.

You will have the option to apply this change to all timeslots or to choose particular ones.

If you select Choose, you will come to a screen where you can nominate the timeslots you wish to change.

Note:

You will then be asked to select a room. (To cancel, select Assign Room Later.)

The schedule entries in the time range/s you selected will be changed to reflect the room you have chosen.

After you have changed the room on the schedule, the calendar icon will show in pink if there are future calendar entries that need to be updated. Select the icon to update one at a time, or update all at once from the More... menu.

By either method, if the change of room is the only change you are making to these calendar entries, they will not be deleted and recreated (as they would for a time change). The room will simply be updated on each entry. This means that if you or the music teacher has done some reshuffling of lessons into custom times, that work will not be lost.