The Students section is your central record for every student — their personal details, parent contacts, group memberships, instrument hire, and account discounts. Go to Students in the main menu to get started.
The student list
The student list shows all students with
columns for first name, last name, grade,
class, groups, instruments, hire status, and
tags. Click any row to open the student
record.
Five filters sit above the list to help you
narrow down:
| Filter | What it does |
|---|---|
| Filter by student name | Search by first or last
name |
| Filter by instrument | Show students playing a
specific instrument |
| Filter by groups | Show students in one or more
groups |
| Filter by tags | Show students with specific
tags |
| Status dropdown | Defaults to Active — change to
see all students or filter by
a specific status |
Adding a student
- Go to Students in the main
menu
- Click + Add in the
top right
- Fill in the quick-add form:
| Field | Notes |
|---|---|
| Student First Name | Required |
| Student Last Name | Required |
| Contact First Name | The parent or guardian's first
name — required |
| Contact Last Name | The parent or guardian's last
name — required |
| Email Address | The contact's email address —
required. Used for portal
access and bulk emails. |
| Group | Optionally assign the student
to an initial group |
| Status | Set the student's enrolment
status — e.g. Active |
- Click Add — the
student record opens immediately so you
can fill in the rest of their
details
Details tab
The Details tab holds the student's personal
information and their group memberships. The
student's name and serial number appear in the
top right of the record for reference.
| Field | Notes |
|---|---|
| First Name / Last Name | Required |
| Tags | Optional labels for filtering
— click + to
add |
| Gender / DOB | Male, Female, or Other; and
date of birth |
| Grade / Class | The student's year level and
class name — e.g. Grade 6,
class 6S |
| Private Tutor | Name of any private tutor
outside the school
program |
| Photo Consent | Tick if photo consent has been
given |
Any custom fields your school has set up for
students also appear on this tab — for example
School House or Allergies.
Groups
The Groups table at the bottom of the Details
tab lets you assign the student to one or more
groups. Each row represents one group
membership.
| Column | Notes |
|---|---|
| Group | Select from your school's
groups |
| Instrument | The instrument they play in
that group |
| Tutor | The tutor assigned to them in
that group |
| Status | Their status within the group
— e.g. Active |
Click + Add Group to
add another row. Click the bin icon on
a row to remove that group membership.
Click Save to save all
changes on this tab.
Note: To delete a student, click Delete Student at
the bottom right of the Details tab. A
student cannot be deleted if they have an
active instrument hire — return the
instrument first. Deleted students can be
recovered from Settings > Archive.
Contacts tab
Each student can have up to 4 contacts. Each
contact appears as its own named tab on the
left side of the Contacts tab. Click Add Contact to add a new
one.
| Field | Notes |
|---|---|
| First Name / Last Name | Required |
| Relation | The contact's relationship to
the student — e.g. Mother,
Father, Guardian |
| Mobile | Contact phone number |
| Email | Required — used for MSM parent
portal login and bulk
emails |
| Receive emails | Untick to exclude this contact
from bulk emails sent through
MSM |
| Address | Home address |
Any custom fields your school has set up for
student contacts also appear here.
Working With Children
Click the Working With Children section
to expand it and record WWC check details for
this contact:
| Field | Notes |
|---|---|
| WWC Type | Volunteer or Full |
| Number | The WWC card number |
| Exp | The expiry date of the
card |
| DOB | The contact's date of
birth |
Emergency contacts
Scroll to the bottom of the Contacts tab to
find the Emergency Contacts section.
Emergency contacts are separate from the main
contacts and are for emergencies only — they
are not used for portal access or bulk
emails.
Click Add Contact within the Emergency Contacts section to add a
new entry. Each emergency contact has a Name, Mobile, and Relationship field. Click the bin
icon to remove an emergency
contact.
If you delete a contact who is linked to
more than one student, MSM will ask
whether to remove them from this student
only, or from all students.
Comments tab
The Comments tab lets you add internal notes
about the student. 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 — you can also drag and
drop an image directly into the comment
area to attach a photo
- Click Save
Each comment shows the date and time it was
added. Click Edit to update a comment
or Delete to remove it.
Tip: You can drag and drop images —
such as photos of instrument condition,
signed forms, or ID documents — directly
into a comment. This is useful for keeping
a visual record alongside your
notes.
Accounts tab
The Accounts tab lets you record fee discounts
and voucher information for this student.
These values are applied automatically when
creating invoices with Apply student
discount ticked.
| Field | Notes |
|---|---|
| Discount | Choose $ for a
fixed dollar amount or % for a
percentage discount |
| Value | The discount amount or
percentage |
| Description | Optional label for this
discount — leave blank to use
the default description from
the invoice template |
| Apply discount to | For percentage discounts —
choose whether to apply to the
first invoice item only, or to
all invoice items |
| Student Voucher | A voucher or subsidy reference
number — e.g. a Creative Kids
voucher code |
| Medicare Name | The name as it appears on the
Medicare or voucher card |
Click Save when
done.
Tip: Discounts set here are applied
automatically when you tick Apply
student discount on the Add
Invoice page. See the Invoices article for more detail.
Instrument hire tab
The Instrument Hire tab appears on a
student record only if that student has a
current or past instrument hire record. It
shows the full hire history for this student —
the same information visible from the
instrument record itself.
To hire an instrument to a student or process a
return, go to the instrument record directly.
See the Instruments article for full details.
Bulk actions
You can perform actions on multiple students at
once. Tick the checkboxes next to the students
you want to update, then click Update in the top right
toolbar.
| Action | What it does |
|---|---|
| Tags — Add / Remove | Add or remove a tag across all
selected students at
once |
| Group — Move from / to | Move selected students from
one group to another |
| Grades — Move up / down | Shift all selected students up
or down one grade level |
| New student list | Move selected students into or
out of the new students
list |
| Archive | Archive selected students —
recoverable from Settings > Archive |
Emailing students
- Tick the checkboxes next to the students
you want to email
- Click Email in the
top right toolbar
- Compose your message or choose a saved
template
- Use variables to personalise each email —
the variable is replaced with the
student's actual data when sent:
[STUDENT_FIRST]— student's first name[STUDENT_LAST]— student's last name[CONTACT_FIRST]— contact's first name[CONTACT_LAST]— contact's last name[STUDENT_GROUPS]— the student's group memberships[STUDENT_INSTRUMENTS]— the student's instruments- Any custom fields your school has
set up for students
- Click Send
Exporting students
- Tick the checkboxes next to the students
to export — or tick the header checkbox to
select all
- Click Export in
the top right toolbar
- Choose how many contacts to include per
student — 0 to 4
- Toggle Show student medical if you
need medical information included in the
export
- Click Export
Students — a file named
students.csvdownloads automatically
Quick reference
A handy reminder once you are familiar with
the system.
| Task | Where to go |
|---|---|
| Add a student | Students > + Add |
| Find a student | Students list > filter
by name, group,
instrument, tag, or
status |
| Edit student details or
groups | Open student > Details
tab |
| Manage parent
contacts | Open student > Contacts
tab |
| Add emergency
contacts | Open student > Contacts
tab > Emergency
Contacts section |
| Add an internal note or
image | Open student > Comments
tab > + button |
| Record a fee
discount | Open student > Accounts
tab |
| View instrument hire
history | Open student >
Instrument Hire tab |
| Move students between
groups | Select students >
Update > Group — Move
from / to |
| Archive a student | Select student > Update
> Archive, or open
student > Details tab
> Delete Student |
| Restore an archived
student | Settings > Archive >
Students tab |
| Email selected
students | Select students > Email
button |
| Export student data | Select students >
Export button |