Adding New Groups 

All your groups are managed from the dashboard. You can add as many groups to the My School Music system as you like. 

To add a new group to the system, click on the ‘Add Group’ option and a pop-up will appear for the name and short name of the group. Once you click ‘Add Group’, the new group will appear in the list of groups.



Working with a Group

Students Tab

The Students tab will show you a list of all the students that are in the group. At the top of the list are a few options that you can use within the student list. 

If you would like to see more details about a student, you can click on the student to see the full details of the student.

You can email from this tab all or a selected group of students in the list by ticking or unticking students that you would like to email.

You can also create a Roll from here. When you create the roll, you will be able to select which term the roll is for - this will then put the rehearsal dates in columns at the top of the spreadsheet. You will need to have the rehearsal day and times setup for the group for this to work. You can also choose to have the roll in Band Order that will put it in order of how most bands sit during reherasals. You can rearrange this order within excel once you have the downloaded roll.  



You can export either all or specific students from the group's student list. When exporting, you will be given the option of exporting the 1st and / or 2nd contact details in the spreadsheet. Remember you can always adjust the information you get in the export within excel to be more specific to what you are looking for.




Group Details Tab
Groups Details tab is where you can manage all information about the group including adding contacts related to the groups and group rehearsal days and times. You can also delete the group from within the tab as long as there are no students, contacts or rehearsals attached to the group.

You can put a message title and message in the parent portal that can be displayed for parents for a specific group. For example if you need to put a note for parents that when they login to the parent portal they see. This is done by putting in the details in the Message Title and Message. You can remove or update this at anytime.

Group Contacts - you can add as many group contact as you'd like that associated with the group. Usually this include conductors and co-ordinators but it can be anything you want. 

Group Rehearsals - you will need to put in the group's rehearsal days and times in order for this to be added to the events calendar which will then be displayed in the parent portal. These event dates are also used for the roll export and most importantly for the parent roster that requires the rehearsal days for the roster dates to assign parents to.

Parent Roster Tab

The Parent Roster tab is where you can create and manage your parent rosters for each term of the year. You can create the parent roster for 1 term or all terms at the same time.

Please Note: You must have the rehearsal days and times setup in the Group Details tab in order for the parent roster to be able to be created. 

The parent roster setup needs to be done initially before you can create the rosters per term. 



  • Parents per Rehearsal: You can have from 1 to 4 parent rostered on per reherasal duty. 
  • Email From: This is the name of the person and the email address that the roster will come from and when a parent replies to the email, it will be replied to that email address. 
  • 1 Day Reminder: You can choose to have a 1 day reminder sent to parents by ticking this box and customising the email that will be sent to the parent to remind them of their duty.
  • 7 Day Reminder: You can choose to have a 7day reminder sent to parents by ticking this box and customising the email that will be sent to the parent to remind them of their duty. 
  • Do Not Roster: This is an option to select parents who will not be rostered on the list if you use the autofill option to fill the roster from the list of students in the group. As you start typing a name, the list will start filling with names of parents in the group with the student name in brackets. 
Once you click 'Save', the terms 1 to 4 will be displayed so you can setup the terms with the parents to be rostered on.

When you click on the Term, it will show you an empty screen with a 'Create Roster' button. When you click this button, it will create a list of reherasal dates for the term selected with no names next to the dates. 



You can then either autofill the list of parents name which will use the system's random way of working out who needs to be rostered on next according to the number of times each parent has been rostered on or you can manually add a parent per duty. 

To add a duty manually, you click the empty block next to the date and start typing in a parent name and it will give you a dropdown list of parents that you can select. Once you select one, you can move onto the next duty block and add a parent. 

You can also add or delete events from the list by using the buttons. If you add a date, you will then need to assign a parent to that roster as well for the reminder to be sent to them.

You can delete the entire roster if you want to start again. 

You can export the roster so that you can have a spreadsheet of the roster to be emailed or printed. 

You can also email the roster to the parents. There is an option to email the roster to the entire group or if you leave that option unticked, it will only email the parents that are currently on that roster.