Welcome back!
What would you like to do today?
My Lessons
Schedule, teacher, instrument
Payments
Invoices & pay online
Resources
Sheet music, materials & uploads
Practice Games
Note reading & music theory
My Lessons
Your lesson details and schedule
👤 My Account
Your info, your students, and your password
Payments
Your billing information
Resources
Files and materials from your teacher, and your uploads
Resources
Upload files and share them with students or teachers
💬 Messages
Your conversation with your teacher
Practice Games
Sharpen your music skills — all games play right here
Note Reader
Identify notes on the treble & bass clef
Theory Quiz
Music theory multiple-choice questions
Rhythm Tapper
Tap along to match the rhythm pattern
Ear Training
Identify intervals and chords by ear
Interval Recognition
Identify intervals on the staff by sight
All Students
Click a student's row to open their profile, or press ✏️ Edit in the last column on the right to change their details. To edit many students at once, press 📊 Grid mode in the bar below.
| Name | Login Email | Teacher | Instrument | Lesson Time | Status | Actions | |
|---|---|---|---|---|---|---|---|
Add Student
Create a new student record in Firestore
🔗 QuickBooks
Connect your QuickBooks Online account to sync customers, invoices, and payments.
💳 Billing
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📅 Lesson Schedule & Calendar
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| Student | Teacher | Instrument | Day & Time | Duration | Frequency | Next Lesson | Actions |
|---|---|---|---|---|---|---|---|
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📋 Student Onboarding
Share the permanent enrollment link with new families
🔗 Enrollment Link
Send this link to prospective families. They can fill out the application and sign the agreement without logging in.
https://ryanmaymusic.ca/onboard/
📬 Enrollment Submissions
📥 Inbox
Everything waiting on you, newest first — messages from families and teachers, schedule change requests, parent forms from the website, and portal problems people have reported.
📥 Parent Forms
Fall availability sent in from the public form at portal.ryanmaymusic.ca/fall-availability.html. Nothing reaches a family record until you confirm which household it belongs to.
🎓 Teachers
Pay rates, contact info, and student assignments
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Welcome!
Your teaching overview
My Students
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My Schedule
This week's lessons
Files
Share materials with students
🕐 My Availability
Set the days & times you're available to teach. The studio uses this when scheduling new students.
My Students
My Schedule
Teacher Agreement
Your Independent Contractor Agreement with Ryan May Music.
Files
Share files with your students, and send us your criminal record check
🛡️ Your criminal record check
Send it here instead of by email. Only you and the office can ever open it — no other teacher and no family can, and it is not attached to any message. We need the issue date printed on the certificate, because your renewal is worked out from it.
📤 Send File to Student
📥 Files from Students
📄 Submit Invoice
Invoices are generated from your Google Calendar. If something is missing or wrong, contact admin to fix the calendar, then resubmit.
Your Info
Invoice History
New Invoice
🎵 Welcome to Ryan May Music!
Let's finish setting up your teacher profile.
Your info
🎼 Audition recordings
For EACH instrument above, please upload a recording of a SCALE and a SHORT PERFORMANCE. Audio or video is fine.
🛡️ Criminal Record Check
Every RMM teacher needs a current Vulnerable Sector Criminal Record Check (VSC) on file before they start teaching. Download the request letter below and bring it to your local police station or RCMP detachment — ask specifically for a Vulnerable Sector check, not a standard one. Once it comes back, email a copy to info@ryanmaymusic.ca.
📄 Agreement & policies
Please review and complete these before your first lesson:
🍂 Fall Availability
Help us build the fall schedule — this defines who you can teach and where.
1 · Instruments you teach
Check every instrument you'll teach this fall. This becomes the list families can choose from.
2 · Capacity
3 · Location & travel
This drives how we route your in-home lessons and calculate any travel stipend.
Cities / areas you'll teach in-home:
Prefer certain areas on certain days? (keeps your driving efficient — e.g. "Maple Ridge only Tuesdays")
4 · Weekly availability
Give us the widest windows that truly work — the more room you give, the better we can cluster your students for an efficient route. Turn on each day you can teach, then set your available window(s).
5 · Your current students
We try to keep every student with their current teacher. Anything we should know?
Tick anyone you can't keep. Leave blank if you're keeping everyone.
6 · Travel stipend
🔁 Change Requests
Approving here does the change: the calendar is updated, the teacher and the family are both emailed, and a cancelled lesson is taken off the invoice. Cancellations do not wait for you at all — they go through the moment they are submitted.
🍂 Fall Sign-Up
Tell us your availability and we'll build your fall schedule around it.
1 · Your family
We've filled in what we have — just correct anything that's changed.
2 · Which kids are you enrolling for fall?
Check each child continuing this fall. Their details are below once selected.
Anything else?
🍂 Fall Scheduling
Track who's responded, and flag anyone who needs a reminder.
🗓 Fall Schedule Workspace
Full proposed fall schedule — search, filter, and fix conflicts before approving. Nothing here touches the saved schedule until you Save draft or Approve.
💬 Tell Ryan what you need
Anything at all — something that should work differently, something you cannot find, something that is slowing you down. Be as specific as you like; name a student or a teacher if it helps. This goes straight to Ryan and he can change it.
📧 Fall Campaign
Edit this year's teacher & family invite emails, send them, and set the date this fires itself every year.
Teacher invite email
Sent to every teacher on the roster. Placeholders: {{firstName}} {{teacherName}} {{link}} {{term}} {{deadline}}
📋 LTFU — Lost to Follow Up
Prospects and inquiries that need follow-up
⚙️ Settings
Connections, alerts, fall configuration and audit tools. This page is only visible to Ryan and Cheri.
🔌 Integrations
The outside services the portal talks to.
🔔 Notifications
Office inbox alerting — the email that goes out when a parent, teacher or form lands in the Inbox.
🍂 Fall term
Settings behind Fall Scheduling and the Fall Campaign. Email templates and the send buttons live on those pages — this is the configuration underneath them.
💵 Teacher rates
Read-only on purpose. The September increase applies itself on the effective date — there is deliberately no button here to fire it early.
🧾 Audit & maintenance
Who did what, and read-only data checks you can run on demand.
Sign-ins, cancellations, forms and change requests. Newest first.🧾 Activity Log
Who signed in and what they did. Newest first.
| When | Who | Role | What happened | Details | Identity |
|---|---|---|---|---|---|
| Loading activity… | |||||
This log records who did something and when — never passwords, sign-in links or form contents. “Unverified claim” means the portal could not confirm the person was signed in (a failed sign-in has no session by definition), so treat the email on those rows as typed, not proven.
🔑 User Roles
Assign teacher, accountant, or student roles to portal users
Current Role Assignments
| Role | Teacher Name | Action | |
|---|---|---|---|
Page Permissions
Which pages each role can open. Master always has full access, and Roles (this page) stays master-only no matter what — everything else here is yours to change.
📊 Financials
Monthly revenue, teacher payroll, staff costs, and your take-home
📈 Stats & Analytics
Business trends, student history, and growth metrics