Overview
If you use the Scheduling Tool to manage scheduling, the last step in the process is to use the bookings you created as a template to generate Calendar Entries. This article describes the options and processes.
If you manage scheduling directly in the Calendar, this article does not apply.
Setup
You first need to have the tutors' Schedules set up.
See Use The Scheduling Tool for guidance.
Timing
Once this process is done for the term, any time you add or change an enrolment, you will need to add or update the calendar entries for it as well. It's a necessary step before setting up weekly tuition rolls, but is best done very shortly before that.
General Process
You have options below regarding which bookings you wish to generate Calendar Entries for at one time. But in all cases, the process is the same.
Go to Home > Office Admin > Timetabling
Use one of the steps outlined below to begin the process for your selected bookings
Enter the date range that you wish to generate Calendar Entries for. By default it shows the date range last used; edit if needed.
You have the option to set/edit the amount by which rotating lessons move forward each week.
*New in 2026!* From version 10.018 onward, you have the option to set a custom start and finish time for this set of bookings. For example, if you are generating Calendar Entries for a group of students who are not free until 11am, though the teacher is free earlier, you can send those bookings as a set, and enter a custom start time for this particular operation.
One Enrolment at a Time
If you select the Calendar icon on the end of a row on the teacher's Schedule, Music Monitor will create calendar entries across the term for that one enrolment.
Fixed Bookings First
Select More... > Add Fixed bookings only to Calendar Entries.
If you have a lot of lessons and a lot of complexity in your schedule, adding the Fixed bookings first can split the job in two parts, making it simpler to complete the later step with the rotating bookings.
All Bookings Not Yet Sent
Bookings that have future Calendar Entries are shaded green, and those that do not are shown with a white background. So, to send only the bookings that do not yet have future Calendar Entries:
Select More... > Add WHITE bookings only to Calendar Entries
Take care if you are using this script before the end of term. Even those bookings that have a Calendar Entry left in this term will be shaded green if the date of the entry is in the future, so those bookings would not be sent to the Calendar in this process.
Selected Bookings Only
If you want to send some bookings to the Calendar but not all and only the fixed bookings in the above option, you can select exactly which bookings to send.
Tag a timeslot by selecting the tick-box on the left-hand end.
(Optional) Select more tick-boxes to tag multiple timeslots.
Select the blue More... button above the Schedule.
Select Add Selected Bookings to Calendar Entries.
The Teacher's Full Schedule
Select More... > ADD ALL these bookings to Calendar Entries
This option creates Calendar Entries for all bookings on this teacher's Schedule. It does not do anything with unfilled timeslots. This is a very useful script, but if you have already added some bookings to the calendar individually, you may prefer not to use this because it could create duplicates of those entries.
The process is quick for each teacher. Work through all the teachers.