CutTime Imports Guide for Charms Customers

This article is for current Charms Account Customers whose Administrators have communicated with CutTime support to establish a new CutTime account and migrate their program data from CharmsOffice.com. If you are not sure whether your school district/school program/community program has initiated their migration to CutTime, get in touch with your Fine Arts Administrator or Coordinator.

Importing Charms Data into CutTime 

We’ve listed the most common data imports that you will need to complete in order to set up your program in CutTime.

We recommend checking out this video walkthrough of the process! It's usually easier to see someone do it than read about it. If you have any questions as you watch, please email support@gocuttime.com for help!

• Importing Student Data Into CutTime

  • From your Dashboard, select Program Settings>Import Students>Choose File
  • Select the CSV student data file from your export folder, and click “Preview and Clean-Up Data”.
    • Records that are not highlighted are ready to import.
    • Records that appear in red have a formatting error and must be edited or skipped before importing.
      • Select a red row, and it will tell you what the formatting error is so you can edit and correct it right there and then.
      • If you spot a formatting issue appearing in multiple rows, you might be better off doing a mass edit in your CSV file and then resubmitting your data again.
    • Records highlighted in dark gray are skipped and will not be imported.
      • If you want to import any of the skipped records, simply open that student record and click Unskip.
      • If you want to omit any of the students from the import, click on their record and click Skip.
  • Once your data is free of formatting errors, select the blue “Import Data” button at the top.

    • If the “Import Data” button is grayed out, you still have an issue that must be corrected before you can move forward with uploading your student data.

      Importing Guardian (Adult) Data Into CutTime

  • From your Dashboard, select Program Settings>Import Guardians>Choose File
  • Select the CSV guardian data file from your export folder, and click “Preview and Clean-Up Data”.
  • Follow the instructions for editing the Student Data files in the previous section.
    • Cell phone numbers are required for guardians.
    • If you are missing more than a few, it may be a good idea to get all of your guardian’s cell numbers before importing.
    • If a cell phone number is not available for a guardian, delete that record from the original CSV file and follow the instructions to Import Guardians again.

  • Once your data is free of formatting errors, select the blue “Import Data” button at the top.

    Importing Instrument Data Into CutTime

  • You will need to go here to get the CutTime-specific Instrument Import Template.
    • Once you see the Google sheet template, go to File>Make a copy
    • Rename it however you want, and save it in your Google Drive.
  • Open the Inventory Exports CSV file you downloaded from Charms.
  • Copy your information from your Exports File to your Import Template. ALWAYS use "paste - values only" so our importer's formatting is not overwritten. Otherwise, you may run into importing issues later.
    • The first three columns require special care when copy/pasting into the template, and then the rest of the columns can be copy/pasted as one group.
    • See the video for more on these details:
      • Make sure "model" column has data, as it is required
      • Condition comments require a condition
      • Year of Purchase cannot have 0s
      • Repair costs of $0 require a repair log to accompany it
      • Repair dates require that the end date is later than the start date
      • Instrument Types may require cleaning from instrument types from Charms to match our data structure
    • Download a csv file of the template by going to File->Download->CSV (comma separated values).
  • In CutTime, go to Program Settings>Import Students>Choose File.
    • Follow the instructions for editing the Student Data files in the previous section.

Importing Uniform Data Into CutTime

• From your Dashboard, select Program Settings>Import Attire>Choose File
• Select the CSV "uniforms-to-cuttime" data file from your export folder, and click “Preview and Clean-Up Data”
• Follow the instructions for editing the Student Data files in the previous section
• Once your data is free of formatting errors, select the blue “Import Data” button at the top

Importing Music Library Data Into CutTime

• From your Dashboard, select Program Settings>Import Music Library>Choose File
• Select the CSV "library-to-cuttime" data file from your export folder, and click “Preview and Clean-Up Data”
• Follow the instructions for editing the Student Data files in the previous section.
• Once your data is free of formatting errors, select the blue “Import Data” button at the top
• This import can take a few minutes to show up in your music library section. Check back on it after moving on to the next steps!

Member Starting Balances Due

• From your Dashboard, select Program Settings>Add Custom Cost
  • Here you can enter the starting balance due, which comes from the Balance Due-Totals Only” report in Charms.  Use only the negative balances, as positive balances will be added in the next step.
  • You can enter a memo that the guardian can see on their dashboard.

• Once you have entered all of your opening balances, you can click the “Add Cost” at the bottom of the page to save. We recommend you click the “Add Cost” after a few entries to save as you go as an extra precaution.

  Member Credit/Overpayment

• From your Dashboard, select Program Settings>Add Bulk Payments
  • Here you can enter the starting balance credits/overpayments, which come from the Balance Due-Totals Only” report in Charms. Use only the positive balances.
  • You can enter a memo that the guardian can see on their dashboard.

• Once you have entered all of your opening balances credits/overpayments, you can click the “Add Payment” at the bottom of the page to save.  Again, we recommend saving every few entries to safeguard your work.

  Moving Helpers from Charms to Users in CutTime

• From your Dashboard, select Users>Add Users
• Open your Charms account and look up your list of helpers.
  • Copy and paste, or type, the email address and name of one of your helpers.
  • Select the role of the individual helper and hit Save.

  • Repeat the process for each of your helpers.

    Moving Calendar Dates in Charms to Events in CutTime

• NOTE: Make sure you have your groups created in your CutTime account, as the calendar import automatically assigns each event to the ensembles. Otherwise, your events will not be visible to your program members or guardians.
  • Select the exported Charms calendar from your export folder and email it to support@gocuttime.com. 
  • Support will upload your calendar events into your new CutTime Events list.
  • Volunteer events will not be exported from Charms, so you will need to go into your CutTime Events list and add the volunteer opportunities in the new system. You can read how to do this here.

• What About the Other Exported Files
  • As features are released in CutTime Next Gen, you may be able to upload the data you have exported, so it's a good idea to hold on to those. Otherwise, the other files that have been exported from Charms are useful for historical data and should be kept in a safe storage place for your own purposes.

You are also highly encouraged to look over all of your information in Charms.  If you find anything else you might need, you should export it to Excel, or print it to PDF.  Please contact our support team at support@gocuttime.com if you have any questions.