The term "rollover" in Music Monitor refers to a broad collection of processes that are involved in wrapping up one term of music teaching and preparing the next. Each school's processes will be different.

Music Monitor provides a variety of scripts and a checklist to help make this process as smooth for you as possible.

This list includes a lot of steps that may be relevant to you, depending on your school's business processes and your setup options.

There are some steps that will not apply to you, so we strongly recommend you spend some time setting up this list to support your processes as well as possible. You can:

See Customise Common Tasks for more guidance on this.

There is another task list at Common Tasks > End of Year Procedures. The tasks are largely the same, but it's a separate list because there are some tasks that you only need to do in the rollover from one year to the next, not every term.

We recommend that you set up this tasks category to support your processes as well, so that these once-yearly tasks are not missed.

There are a few types of tasks you need to do in a rollover process.

We recommend that music administrators explore the options at Common Tasks > Statistics and determine which reports may be relevant to you. Then make a habit of regularly taking a statistical report so that when you are later asked for this information, you have it available.

It is often possible to use complex searches to retrospectively calculate this statistical information, but it is far easier and quicker to take the data out as a routine.

It's important to update the default term in your settings so that Music Monitor will display the correct term when you're viewing Attendance data.

It's wise to check that you have your Term and Week names set up as well. Going forward this data will be increasingly important in the new way the rolls are managed.

The task list includes reminders to review lists such as Staff, Ensembles, etc., to ensure that any changes are captured correctly in Music Monitor.

This is really the bulk of the rollover work. There are tasks to remind you about some bulk processes you may need to do, such as terminating enrolments that need to have an end date this term.

If you use the scheduling tools in Music Monitor, there are reminders to set those up for the coming term as well.

The billing process is quick, once you have the data prepared. If you bill in advance, that's the enrolments and scheduling. If you bill in arrears, the required data is in the attendance rolls. With that in place, the billing scripts calculate the required information quickly and easily.

There is a reminder to check Common Tasks > Tidy-Up Scripts. We recommend you run these scripts regularly to identify any records that have incomplete or junk data, and to highlight activity records relating to students who have left the school.