Charms Migration Guide
This article is for current Charms Account Administrators who have communicated with CutTime support to establish a new CutTime account and migrate their 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.
Article Contents
- Quick Overview
- Planning Your Migration
- Executing Your Migration (CutTime Account Set Up, Charms Exports, CutTime Imports)
- Communicating Your Migration
Before Your Begin, Here’s a Quick Overview of What to Expect
We’re excited to bring your program over to CutTime. Your migration will consist of the following activities:
- Planning / Scheduling a Migration Time With Us
- Activating Your New CutTime Account Credentials (Admin and Other Authorized Users)
- Exporting Your Program Data from Charms
- Importing Your Program Data into CutTime
- Setting Up Your Program within CutTime
- Communicating to Your Stakeholders
We’ve prepared this guide, helpful articles, videos, frequently asked questions and ready-made materials to support your transition. You can call on us for additional support via our online chat which is available M-F 9am-5pm EST from the beacon located in the bottom right corner of our website at gocuttime.com. You can also email us anytime at support@gocuttime.com. If needed, we can also schedule a virtual consultation to help troubleshoot along the way.
Planning Your Migration
We recommend that you take time to plan your program(s) migration activities in advance to ensure the smoothest transition as possible. Consider the following:
- Programs that are not using Music Instrument Inventory, Attire/Uniforms, or Music Library features can move fairly quickly
- UPDATE! Additional Self-Importing Tools now available to speed up your move! These tools are available for Students, Guardians, Instruments, and Attire. (Music Library in development).
- Pre-schedule your ‘Migration Week’ before the end of the 23-24 school year (don't wait for the summer as the Charms Office system will cease operations and shut down on August 30, 2024)
- Set the ‘end date’ for final updates and member communication in Charms account (starting March 1, 2024 read-only mode will occur 45 days after your migration begins)
- Mark dates to inform your staff, helpers, and members about the upcoming change to CutTime
- Make sure to white list the CutTime IP addresses and domain names so you and your colleagues do not miss important communications from us
If you are an Administrator / Coordinator for multiple programs within Charms, you may want to start with a few pilot programs first and then have the rest of your programs move in a series of waves.
- Appoint a CutTime Champion to pilot the migration process with us and help guide the rest of your staff
- Leverage upcoming professional development days to dedicate time for migration tasks and/or plan scheduled support sessions with our team
Review and download our Charms to CutTime Migration Checklist:
School or Community K-12 Checklist Version Here
School Higher Ed Checklist Version Here
We encourage you to plan out your migration, and then preschedule your migration here.
Executing Your Migration
When your migration is scheduled to begin, you will receive two notifications from us:
- New CutTime Account Admin User Credentials (click link to activate and log in)
- CutTime Exports Now Available
View our detailed Charms Export and New CutTime Account Activation Guide Here
After you’ve completed your exports and user account set up, you should begin importing your program’s data from Charms starting with Students and Guardians (Active Adults). From there, you will create Ensembles, Assign Students, Ensure Guardians are correctly matched with their students, Set Starting Account Balances, and Enable Online Payments via Stripe Connect. You will also create relevant Announcements, Events, Volunteer Opportunities, and eSignature Documents. For Music Instrument Inventory, Attire/Uniforms and Music Library, refer to our guidelines for formatting as we will assist you with these specific data import tasks.
View our detailed Import from Charms and CutTime Program Set Up Guide Here
Communicating Your Migration
We’ve prepared a series of Welcome to CutTime Kits with ready-made materials to help you communicate the move from Charms to CutTime with your program stakeholders.
Welcome to CutTime for Leaders Kits (IN PROGRESS)
These kits contain email announcement templates and distributable flyers with links to landing pages on our gocuttime.com website where your authorized user leaders can learn more about CutTime, get answers to frequently asked questions, and access relevant resources.
Welcome to CutTime Kit for Teachers
Welcome to CutTime Kit for Booster Clubs
Welcome to CutTime Kit for Helpers
Welcome to CutTime for Members Kits
These kits contain email announcement templates and distributable flyers with links to landing pages on our gocuttime.com website where your program members can learn more about CutTime, get answers to frequently asked questions, and access relevant resources.
Welcome to CutTime Kit for Parents-Guardians
Welcome to CutTime Kit for Students
Make Sure to Spread the Word About CutTime to your Members!
We also encourage you to update your program handbooks and website with information about CutTime and remove any old references to Charms. We’ve prepared suggested wording that you can use for your website, eNewsletter, social media and handbooks along with graphic image banners in our CutTime Brand Kit. Inside, you will also find printable posters for classroom display and a set of presentation slides with a video that can be used for recruitment and orientation meetings with your members.
If you have questions about any of the ready-made kit contents, please send an email to marketing@gocuttime.com