The Parent Roster is used to create a schedule for parent supervision duty for each term and is setup per band.
The Roster Set-up is filled out once and can be used for each term that you create a roster. You will need to complete the following fields in the Roster Set Up part of the screen:
- From - select a name from the drop down list of your music contacts.
- Email Address – select an email address from the drop down list. The list is all the emails that are linked to the contact you selected above. Additional email addresses can be added by the contact in their profile section
The system’s rostering function will automatically send reminder emails to parents . Check the relevant boxes to send an email 7 days before the scheduled duty and/or 1 day before the scheduled duty.
To customize the email sent use the ‘Customise Email’ button next to each checkbox. You can view a sample of the email sent by using the ‘Send Test Email buttons. The test email will be sent to the selected email address in the dropdown list above.
Note: You have to save the Roster setup before you can customize and test the roster emails.
Creating a Term Roster
Select the Term from the dropdown box that you would like to create a roster for. Next select the number of parents required on roster per rehearsal. Click the ‘Create Roster’ button
You should now see a list of all the rehearsals for the selected ensemble and term, if more than one parent was selected per rehearsal then you would see multiple rows for each rehearsal date.
Additional roster events can be added using the ‘Add’ button. The list of events that can be added are events from the calendar. If you need to add an event that does not appear on the list of events you first need to add the event to the calendar from the dashboard.
To add a parent to a specific rehearsal, double click on the rehearsal row that you would like to roster the parent to. This will open a box with a dropdown list of parents in the ensemble that the roster is for. Select the parent to be rostered and click save.
Once you have assigned any parents requiring specific roster dates you can automatically fill the rest of the roster by clicking the ‘Auto Fill Roster’ button.
Parents can be replaced in the roster in the same way to how a parent is added above. Double click on a roster row to replace the parent for that rehearsal, select an alternative parent from the list, and click 'Save'.
You can delete single roster events or you can delete the entire roster using the delete button. First select an event you would like to delete then click the 'Delete' button.
Emailing out the Roster
You have the option to email the roster to either all the parents in the ensemble or to only the parents on the roster for that term. Click the ‘Email' button to send the roster.
Select the email address to send the email from. Enter an email address or select contacts you would like to send a copy of the email to. (Only the first email sent with be sent as a BCC copy of the email).
Enter the subject of your email and select the checkbox to send the roster to all parents, or leave uncheck to only send to parents on the roster.
Enter the message for your email, when ready click the ‘Send’ button to send the email with roster. You may save this email as a template to use again.