Being built in FileMaker, Music Monitor allows you to perform a custom search and export a set of records at any time. But we have built a number of pre-set reports for various needs that schools have had over the years.

These options are available from Common Tasks > Printouts, and many are also available from other parts of the system as well.

To perform your own search, simply go to Home > Student Activity > Ensembles and use the Find button. See Search and Find for guidance on performing complex searches.

Note: See also Ensemble Setup Lists for report options on your ensemble offerings, rather than your ensemble enrolments.

For ensemble enrolment reports, pre-formatted report options are below.

The script starts by asking you to confirm search criteria.

The default search that comes up pre-filled is to find all Current ensemble enrolments. You can modify the search criteria, however, by typing in your own request before clicking 'Continue'. For example, if you only want to print the students for one ensemble, you could type in the ensemble name at this point.

Select Continue. The report will be displayed.

If you're happy with this report, select the Save as PDF icon or the Print icon.

If you select Continue, you will come back to the Common Tasks screen where you started (so don't select this button until you have saved or printed the report as needed).

You can change the sort order of your report, or omit certain records, by cancelling the script, whilst in Preview mode. (Select Cancel in the status bar top right.)

You can then select Records > Sort Records in the toolbar at the top of the screen and make any changes. You can also select certain records and omit them from the current found set. To preview your report again, select Preview in the status bar.

Once you have entered this screen, you will still have the options to save or print. To close the report, instead of selecting Continue, you will now select the red X button.

It prints a list for each ensemble, showing student name, form, instrument, and a photo (if photos have been imported into the Students file). A good list for the beginning of the year, when conductors/tutors are trying to work out who is who!

The script starts with a screen where you can specify search terms. The default is to find all current ensembles, but if that's not what you want you can refine it right down to one single ensemble if you choose.

From there, it produces the report. Each different ensemble starts on a new page, and photos are included if your student file has them.

You can Save as PDF or Print from here.

The Continue button takes you back to Common Tasks where you started (so don't select that button until you've saved or printed your report as needed).

If your school uses another program for writing reports, you may need to provide your database administrator with a spreadsheet of current enrolments to work with. This report produces an Excel file showing:

You will find this scrip at Common Tasks > Quick Reports > Ensembles : CURRENT ensemble students WITH CODE.

The script opens in a Find window. The pre-set criterion is "Current" in the Status field, which simply finds all current ensemble enrolments. Vary the criteria if needed and select Continue.

The found records are displayed in an older screen, with simply a button to Save/Send as Excel.

You are simply in the Ensemble Enrolments file here, and can perform an entirely new Find if you wish, before saving the results as Excel.

Close the window when finished.

*New in 2026!* From version 9.278 onward, this view of current ensemble enrolments is available to both music administrators and heads of department.

NOTE: This report is not specially formatted for printing, so it does not appear in the Printouts category.

The column headers are buttons to sort the records by that column.

In the top bar are buttons to Save as Excel, Save as PDF, or Mail (shows options to email the selected record or the found set).

This script produces a printable list of ensemble members, grouped under ensemble names (the sort of list you may want to print before typing up a concert program, for example, so the conductors can check the details are correct!)

You will find this report at Common Tasks > Printouts > Ensembles::Ensemble Checklist

It includes the following information:

The script opens in the Ensemble Enrolments file on a Find screen. The pre-set search will find all current enrolments but you can vary that if you wish.

Select Continue and you will see another window to enter details that populate the message that you see at the top of the report above.

Selecting any of the Conductor List buttons will produce printable lists of your ensemble members - the kind of list your conductors would find useful as a quick-reference contact list. These lists are quite condensed, with the Ensemble details at the top of each page (name, conductor, time, etc.) and member details underneath.

This prints in portrait orientation and includes:

This prints in landscape orientation and includes:

This was designed specifically for Conservatoriums. It prints in landscape orientation and includes:

In addition, if the student has not been given 'Photo Permission', the student name will be shaded yellow.

This report is also suited to Conservatoriums. It prints in portrait orientation and includes:

In addition, if the student has not been given 'Photo Permission', the student name will be shaded yellow.

The script opens in the Ensemble Enrolments file, on a Find screen. The pre-set search criterion will find all current enrolments. Vary the search if needed.

The computer will then FIND the records specified by your criteria, sort them by Ensemble Name, Ensemble Part (instrument), Last Name and First Name., and display them in a different LAYOUT (depending which list you have chosen).

If you're happy with the Preview, select the Print or the Save as PDF icon at the top of the screen.

When you select Continue at the top right of the screen, the report will close (so save or print as needed before selecting this button).

You can change the sort order of your report, or omit certain records, by cancelling the script, whilst in Preview mode. (Select Cancel in the status bar at top right.)

You can then select Sort from the Records menu in the toolbar at the top of the screen and make any changes. You can also select certain records and omit them from the current found set.

To preview your report again, select Preview from the View menu. To get back to the layout where you started, use the layout drop-down menu at the top of the status bar - select Ensemble Details.