CutTime Imports Guide for Classic Customers

This article is for current Classic Account Customers whose Administrators have communicated with CutTime support to establish a new CutTime account and migrate their program data from CutTime.net. 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.

Make sure you have gone through our Classic Export Guide before starting this import process!

Importing Classic 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.

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.

Step by Step Instructions/Helpful Tips

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.

Step by Step Instructions/Helpful Tips

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 Classic.
Copy your information from your Exports File to your Import Template.
- You may need to copy and paste a column at a time, or however you feel comfortable cutting and pasting.
When you have finished populating your import template, you are ready to save and upload it to our self-importing tool for verification. The file will need to be in CSV format for our importer.
- In Google Sheets, click File>Download>Comma Separated Values (.csv)
- In Excel, click File>Save As and change the format from Excel Workbook (*.xlsx) to CSV UTF-8 (Comma delimited) (*.csv)
Go to you Program Settings page and click "Import Instruments".
- Click "Choose File" to select the CSV file you just save and click "Preview" to open the self-importing tool. The self-importing tool will generate a table displaying the data from the file that you just uploaded. From this screen you can make any final edits necessary before completing the import.

Step by Step Instructions

Importing Attire (Uniforms/Garments) Data Into CutTime

You will need to go here to get the CutTime-specific Attire 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 Classic.
Copy your information from your Exports File to your Import Template.
- You may need to copy and paste a column at a time, or however you feel comfortable cutting and pasting.
When you have finished populating your import template, you are ready to save and upload it to our self-importing tool for verification. The file will need to be in CSV format for our importer.
- In Google Sheets, click File>Download>Comma Separated Values (.csv)
- In Excel, click File>Save As and change the format from Excel Workbook (*.xlsx) to CSV UTF-8 (Comma delimited) (*.csv)
Go to you Program Settings page and click "Import Instruments".
- Click "Choose File" to select the CSV file you just save and click "Preview" to open the self-importing tool. The self-importing tool will generate a table displaying the data from the file that you just uploaded. From this screen you can make any final edits necessary before completing the import.

Video Overview and Step by Step Instructions

Importing Music Library Data Into CutTime

You will need to go here to get the CutTime-specific Music 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 Classic.
Copy your information from your Exports File to your Import Template.
- You may need to copy and paste a column at a time, or however you feel comfortable cutting and pasting.
When you have finished populating your import template, you are ready to save and upload it to our self-importing tool for verification. The file will need to be in CSV format for our importer.
- In Google Sheets, click File>Download>Comma Separated Values (.csv)
- In Excel, click File>Save As and change the format from Excel Workbook (*.xlsx) to CSV UTF-8 (Comma delimited) (*.csv)
Go to your Music Library page and click "Import Music Pieces".
- Click "Choose File" to select the CSV file you just save and click "Preview" to open the self-importing tool. The self-importing tool will generate a table displaying the data from the file that you just uploaded. From this screen you can make any final edits necessary before completing the import.

Video Overview and Step by Step Instructions

Moving Administrators (Staff/Boosters/Helpers) from Classic to Users in CutTime

From your Dashboard, select Users>Add Users
In another browser tab, open your Classic account and look up your list of members with Full or Partial Administrative Rights.
- Go to the Tools Module: Tools/Reports Page
- Under the CutTime section on the left hand side, click the "Cut Time Access Rights and Permissions" page.
Referencing your list of Admins in Classic, copy and paste, or type the email address and name of one of your helpers.
Select the role of the individual administrator and hit Save.
Repeat the process for each of your administrators.

Members Starting Balances Due

From your Dashboard, select Program Settings>Add Custom Cost
- Here you can enter the starting balance due, which comes from remaining balance of your Students/Members that is found in Classic Financial Statements and the Financial Obligations All report. (Consult our Export Guide for Classic Users for More Info)
- You can enter a memo for each, which could be “Rollover Account”, "Carry-Forward Balance", or whatever you want.
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.

Starting Account Balances

Member Credit/Overpayment

From your Dashboard, select Program Settings>Add Bulk Payments
- Here you can enter the starting balance credits/overpayments, which comes from remaining balance of your Students/Members that is found in Classic Financial Statements and the Financial Obligations All report. (Consult our Export Guide for Classic Users for More Info).
- You can enter a memo for each, which could be “Rollover Account”, "Carry-Forward Balance", or whatever you want.
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.