Instruments
The Instruments section lets
you track your school's instrument inventory,
record hire to students, and log service and
repair history. Go to Instruments in
the main menu to get started.
The instrument list
The instrument list shows all instruments with
columns for instrument type, make, model,
serial number, school number, status, and
tags. Click any row to open the instrument
record.
Each instrument's status is displayed as a
coloured badge:
| Status | Meaning |
|---|---|
| Available | Ready to hire out |
| Hired | Currently hired to a
student |
| In
Service | Currently with a repair
shop |
| Custom | Any additional status values
from your dropdown lists —
e.g. For Sale, Retired |
Filtering the list
Three filter controls sit above the list:
- Filter — search by instrument name,
make, model, serial number, or school
number
- Filter by tags — narrow to
instruments with one or more specific
tags
- Filter by status — show only
instruments with a particular status
Adding an instrument
- Go to Instruments in the main
menu
- Click + Add in the
top right
- Fill in the Details form:
| Field | Notes |
|---|---|
| Instrument | The instrument type —
required. E.g. Trumpet, Bass Clarinet |
| Manufacturer | The brand name — e.g. Yamaha, Jupiter |
| Model | The model name or number —
e.g. JCL675 |
| Location | Where the instrument is stored
at your school |
| Other details | Any additional free-text notes
about the instrument |
| Status | Select from your dropdown list
— e.g. Available, For Sale.
This field is not editable
while the instrument is hired
or in service. |
| Serial no | The manufacturer's serial
number |
| School no | Your school's internal
reference number |
| Reserved | Reserve this instrument for a
specific student before hire —
they will be pre-selected when
you hire it out |
| Tags | Optional labels for filtering
— click + to add
tags |
- Click Save
Any custom fields your school has set up
for instruments also appear on the Details
form. To add or manage custom fields, go
to Settings > Custom
Fields > Instruments tab.
Note: An instrument cannot be
deleted while it is currently hired or in
service. Return it first, then use the Delete Instrument button on the Details tab. Deleted
instruments can be recovered from Settings > Archive.
Hire tab — hiring &
returns
Open the instrument record and click the Hire tab to hire the instrument to a
student, process a return, or view hire
history.
Hire out
- Click Hire
Instrument
- Fill in the hire details:
| Field | Notes |
|---|---|
| Hired By | Select the student from the
list. If the instrument was
reserved for a student, they
will be pre-selected. A
warning appears if you select
a different student. |
| Date Hired | Defaults to today's date |
| Form Received | Tick if the hire agreement
form has been signed and
received |
| Amount | The hire fee |
| Deposit | Deposit amount, if
applicable |
| Comment | Any notes about this
hire |
- Click Save — the
instrument status changes to Hired and the student's name appears in the
Details tab under Hired By
Return from hire
- Click Return from
Hire
- Confirm the return date and click Save
The instrument returns to its previous status
and the hire record is updated in the history
table below.
Hire history
The table on the Hire tab shows all past and
current hire records. The student's name is a
link — click it to open their record
directly.
| Column | What it shows |
|---|---|
| Hired By | Student name — click to open
their record |
| Hired | The date the instrument was
hired out |
| Returned | The return date, or an Is
Hired badge if the
instrument is still out |
| Amount | The hire fee charged |
| Deposit | The deposit paid |
| Comment | Any notes recorded at the time
of hire |
Service tab — repairs &
service history
Open the instrument record and click the Service tab to log a repair, process a
return from service, manage your list of
instrument shops, or view service
history.
Send for service
- Click Send for
service
- Fill in the service details:
| Field | Notes |
|---|---|
| Date Sent | Defaults to today's date |
| Cost | The estimated or actual repair
cost |
| Serviced by | Select the repair shop from
the dropdown. Click Instrument
Shops to add a new
shop if needed. |
| Comment | Any notes about the repair or
service |
- Click Save — the
instrument status changes to In
Service
Return from service
- Click Return from
service
- Confirm the return date and click Save
Managing instrument shops
Click Instrument Shops in the top right of the Service tab to open
the shops manager. From here you can add,
edit, or remove repair shops. For each shop
you can record:
- Shop — the shop name
- Contact — the contact
person's name
- Phone — phone number
- Email — email address
- Website — website URL
- Address — physical
address
- Comment — any notes about
the shop
Click Add Shop in the
left panel to create a new shop. Click an
existing shop name to edit it. Click Delete Shop to remove
it.
Service history
| Column | What it shows |
|---|---|
| Sent | The date the instrument was
sent for service |
| Returned | The date it was returned |
| Cost | The service cost |
| Serviced by | The repair shop name |
| Comment | Any notes recorded at the
time |
Purchase tab
Open the instrument record and click the Purchase tab to record financial and
warranty information. Fill in any relevant
fields and click Save.
| Field | Notes |
|---|---|
| Bought From | Select the supplier from your
shops list. Use the same
Instrument Shops manager to
add a supplier if
needed. |
| Purchase Price | The original purchase
price |
| Current Value | The estimated current value of
the instrument |
| Purchase Date | The date the instrument was
purchased |
| First Hired | The date the instrument was
first hired out — can be set
manually or is populated
automatically |
| Last Hired | The date of the most recent
hire return — updated
automatically when a hire is
returned |
| Warranty | Warranty details or expiry
date |
Tip: Keeping Current Value up to
date is useful for insurance purposes and
for calculating the total value of your
instrument inventory.
Comments tab
Open the instrument record and click the Comments tab to add internal notes.
Comments are visible to admins only and are
not shown to parents or students.
- Click the + button
in the top right of the Comments tab
- Type your comment and click Save
Each comment shows the date and time it was
added. Click Edit to update a comment
or Delete to remove it.
Tip: Use comments to record
condition notes or any context that
doesn't fit the standard fields — for
example, notes about cosmetic damage or
known issues.
Quick reference
A handy reminder once you are familiar with
the system.
| Task | Where to go |
|---|---|
| Add a new instrument | Instruments > +
Add |
| Find an instrument | Instruments > Filter,
Filter by tags, or Filter
by status |
| Hire to a student | Open instrument > Hire
tab > Hire
Instrument |
| Return from hire | Open instrument > Hire
tab > Return from
Hire |
| Send for service | Open instrument >
Service tab > Send for
service |
| Return from service | Open instrument >
Service tab > Return
from service |
| Add or manage repair
shops | Open instrument >
Service tab >
Instrument Shops
button |
| Record purchase
details | Open instrument >
Purchase tab |
| Add a comment | Open instrument >
Comments tab > +
button |
| Add custom fields to
instruments | Settings > Custom
Fields > Instruments
tab |
| Restore a deleted
instrument | Settings > Archive >
Instruments tab |