WHAT INFORMATION DO I NEED TO FILL OUT?


The required fields in the people template are (column letters in parentheses): 


Mandatory for everyone: First Name (C), Last Name (E)

Mandatory for students only: Date of Birth (D), Ensemble/Group (AC), and Position (AD)

Mandatory for parents: "Y" in the Parent Flag (A) field, matching student IDs or multiple student IDs in the Student ID (B) field *detailed explanation below


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



*If you are including parents or guardians related to your student members, Parent_Flag (A) must be filled in with a “Y” for your parent members and Student ID (B) becomes mandatory for both students and parents.  However, Ensemble/Group (AC) and Position (AD) are not mandatory for parents related to a student member.


HOW DO I CONNECT MY STUDENTS AND PARENTS?


Each student member should have a unique entry in the Student ID field (B).  Related parents or guardians are linked to student members by having the same entry in their Student ID as the related student.  Designate the parent by entering “Y” in the parent’s Parent_Flag field (A) and keep the student member’s Parent_Flag field blank.  One parent can be linked to more than one student by listing all related student IDs in the parent’s Student ID field separated by a semi-colon with no spaces in the Student ID cell.  Here is an example:



WHAT ARE PARTICIPATION RECORDS?


“Participation Record” refers to the group a member refers to and their position within that group.  On the people import template, the related columns are Ensemble/Group (AC), Position (AD), Additional Group (AE), and Additional Position (AF).


Every student member must have at least Ensemble/Group and Position filled out for them to appear in your member roster.  You can easily edit these after the import by either going to People > Group/Ensembles to edit entire groups or by editing individual participation records on their profile.


Unless the parent has a specific function within your group, it is recommended that you leave their participation records blank to prevent them from appearing in your member group rosters.


WHAT IF MY STUDENTS DON'T HAVE EMAIL?


It is technically possible to import people without an email address.  Email addresses are highly recommended because it allows you as the admin to send out mass registration invitation emails to all of your imported members.  It also enables you to send emails in the Communications module and allows users to receive other system-emailed updates and notifications.


However, it is still possible for you to give account access to your users if they don’t have an email address.  Go to the Tools module and look on the left side under Reports and Cut Time and click on “Set Cut Time password for users.”  This page allows you to set usernames and passwords for selected members who have not registered.  Once set, usernames cannot be changed but passwords can be updated at any time by the member at the bottom of their profile under “Password.”


WHAT ARE "CUSTOM FIELDS" AND HOW DO I USE THEM?


Custom fields are optional, user-created text fields that can be added to your members’ profiles.  There are five custom fields available (X – AB) and can be anything at all that you want to show on your members’ profiles.


We recommend relabeling any custom field columns you use with the name of your custom field.  This is because we will need to create your custom fields in your account before importing your data.  IMPORTANT: these are the only columns you should change the label of in the people import template.


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


Cut Time does not have a way of importing inactive members at this time.  If you have data for people no longer active in your group or for alumni, we have two main recommendations.  If you plan on using Cut Time to communicate with or keep track of these groups, it is best to import them into a Group/Ensemble like “Alumni” or “Inactive Members” to make future sorting possible.  If you do not plan on using Cut Time to manage these people types, we recommend leaving them off of your import file.



WHAT IF I HAVE INFORMATION THAT THERE ISN'T A COLUMN FOR?


If you cannot find an appropriate column for a type of data you have, we recommend contacting us so that we can give advice on a case-by-case basis.  The template column labels cannot be added to, removed, or changed (with the exception of Custom Field headers) in order for your import to be successful, but we may be able to recommend alternate solutions to fit your situation.