WHAT INFORMATION IS REQUIRED FOR MY UPLOAD?


The following fields are required within the Cut Time People Template (column letters are listed in parentheses): 


Everyone: 

  • First Name (C)
  • Last Name (E)

Members Only: 

  • Date of Birth (D)
  • Ensemble/Group (AC)
  • Position (AD)
  • Student ID (B) if there are any Parent Flags (A) listed

Parent/Guardian(s) Only: 

  • "Y" in the Parent Flag (A)
  • Matching Student ID (B) to their student *detailed explanation in "How do I connect my students and parents/guardians"


Email address (O) is highly recommended for everyone but not mandatory


If other columns are not needed please leave blank.  DO NOT delete any fields! 


HOW DO I CONNECT MY STUDENTS AND PARENTS?


1. Each member is listed as a unique entry

2. Relationships are linked by:

  • The Student ID field (B) of the parents/guardians is the same as their student(s)
  • If a parent/guardian needs to be linked to more than one student:
    • List out all related Student IDs in the Parent_Flag field (A) separated ONLY by a semi-colon
    • Do not insert any spaces between the numbers or semi-colon
  • Parent/guardians must be designated by entering a “Y” in Parent_Flag field (A)
  • The Parent_Flag field (A) should remain blank for students


Example:


Ensemble/Group & Positions:


Ensemble/Group (AC), Position (AD), Additional Group (AE), and Additional Position (AF) when imported create a "Participation Record"

"Participation Record" = Group/Ensemble a member is in and the voice part/instrument that member plays within that group/ensemble (Roster)


Every Member:

  • Must have at least one Ensemble/Group(AC) and Position(AD) listed
    • If Position(AD) is unknown you may list "Unassigned" and change later within Rosters once known

Parent/Guardians:

  • No participation records and positions should be listed 
  • If you have parents/guardians who have specific positions within your organization such as Boosters you can list these here and that group will be created

TIPS:

  • Spelling: If you spell something two different ways the import will create it twice, spelled both ways
  • Order: stay consistent with naming procedures

WHAT IF MY STUDENTS DON'T HAVE EMAIL?


  • Imports maybe done without email addresses
  • Email addresses are highly recommended
    • Send registration invitations
    • Used for login information
    • Use Communication Module
    • Send notifications
    • Etc.

WHAT IF I DIDN'T UPLOAD EMAIL ADDRESSES?


To give access to your members accounts who do not have email addresses go to:

  • Tools
  • Reports
  • Cut Time
  • Click on "Set Cut Time Password for Users"

1. You will see all users in your account who have not logged in yet

  • There are preset User Names that you can use or you can set them
    • The system will tell you if that user name already exists within Cut Time
  • Once a user name is set it can not be changed!

2. Create a password for the member(s) that you are giving login information to

3. Click Save Passwords for selected people

  • Members may change their own password at the bottom of their profiles under the "Password" tab once logged in



WHAT ARE "CUSTOM FIELDS"?


  • 5 optional member and/or parent/guardian profile fields (X-AB)
  • User-Created text fields of up-to 25 characters each
  • Fields can be made to be read-only and editable only by admins or free form texts and allow members and/or parents/guardians to type in their own information


HOW DO I USE "CUSTOM FIELDS" ON THE CUT TIME PEOPLE TEMPLATE?


  • Delete the header of the "Custom Field (X-AB) that you wish to use
  • Relabel the column with your custom field (MAX 25 characters)


WHAT DO I DO IF I HAVE INACTIVE MEMBERS OR ALUMNI?


  • At this time Cut Time does not have a way of importing inactive members
  • If you have data for people no longer active in your group or for alumni that you would like in your account:

You plan on communicating with them:

  • import them into a Group/Ensemble called “Alumni” or “Inactive Members” with a position of "Student"

You do not plan on communicating with them:

  • we recommend leaving them off of your import file

WHAT IF I HAVE ADDITIONAL INFORMATION THAT ISN'T ON THE TEMPLATE?


  • Additional columns may not be added
  • Column headings may not be changed with the exception of Custom Fields
  • Please contact our Cut Time Consultants at 1-800-310-0087 for help/ recommendations with advice if you can not figure out where to place something within the template
  • If the template is altered it will be sent back to be fixed before it can be uploaded