Data Import Resources: FAQ- Assisted People Import

WITHIN THIS SECTION YOU WILL FIND FREQUENTLY ASKED QUESTIONS THAT ARE RELATED TO THE CUT TIME ASSISTED IMPORT TOOL

FAQ – Assisted People Import

WHAT INFORMATION IS REQUIRED FOR MY UPLOAD?

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

Everyone: 

  • First Name (C)
  • Last Name (E)

Members Only: 

  • Date of Birth (G)
  • Ensemble/Group (AC)
  • Position (AD) (Primary Position)
  • Student ID (B) and (A) if there is a Parent Flag listed

Parent/Guardian(s) Only: 

  • "Y" in Parent Flag (A)
  • Matching Student ID (B) to their member*

*detailed explanation below in "How do I connect my students and parents/guardians"

**Email address (O) is  highly recommended for everyone but not mandatory; members use email addresses to log in to their Cut Time profiles

If any columns are not needed just leave them blank.  PLEASE DO NOT delete any columns!

HOW DO I CONNECT MY STUDENTS WITH PARENTS/GUARDIANS?

    1. Within the Assisted People Import template list each member on a unique entry line

    2. Parent/Guardians must be designated by entering a “Y” in the “Parent Flag: field (A)

  • The “Parent Flag” field (A) should remain blank for students and others

    3. Relationships are linked by:

  • The “Student ID” field (B) for the student(s) matching the corresponding Parents/Guardians Student ID field (B): 
  • If a Parent/Guardian has more than one student to be linked to:
    • List out all related Student IDs in their “Student ID Flag” field (B) separated ONLY by a semi-colon
    • DO NOT insert any spaces between the semi-colon(s)

Example:

PARTICIPATION RECORD

A “Participation record” is a Group/Ensemble a member is a part of, as well as, the voice part/instrument that member plays within that group/ensemble.  This is displayed within your “Rosters” and within the member’s profile.

ENSEMBLE/GROUP & POSITIONS:

Ensemble/Group (AC) and Position (AD) when imported combine together to create a "Participation Record" within the member’s profile.  An additional participation record can be imported by using Additional Group (AE), and Additional Position (AF).

MEMBERS:

Must have at least one Ensemble/Group (AC) and Position (AD) listed for each “Member”

  • If a Position (AD) is unknown at the time of import you may list it as "Unassigned" and can change it later within your Rosters or Mass Updaters once this is known.

PARENT/GUARDIANS:

  • No participation records or positions should be listed
  • If you have parents/guardians who have specific positions within your organization such as Booster Officers or Chaperones you can give them a participation record.  However, within Cut Time you must make sure that the “Ensemble”, “Section” and “Position” associated with this group is list as a Parent or Other type.
  • Tools > Tools/Reports > Tools > Set up and configuration

EXAMPLES:

~ People – Ensembles/Groups

~ People - Sections

~ People – Posi

TIPS:

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

WHAT IF MY MEMBERS DON'T HAVE EMAIL?

    Imports maybe uploaded without email addresses HOWEVER:

  • Email addresses are used within the system for:
    • Sending registration invitations
    • Logging into their Cut Time account
    • Sending Communications
    • Sending notifications (Financials Statements, Assignments, Required Forms, Etc.)

    To get members into Cut Time without an email address you can use the “Set Cut Time Password for Users” tool:

  • Click on Tools > Tools/Reports > Reports > Cut Time > Set Cut Time password for users
  • 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 change them
      • The system will tell you if that user name already exists within Cut Time
      • Once a user name is set it cannot be changed!
    • Create a password for each individual member that you are assigning user names for* 

    OR

    • Set a default password for all members*
      • Members may change their own password at the bottom of their profiles under the Password tab once logged in
    • Click “Save passwords for selected people”

* Please note that by using “Set default password” or setting a password for a member it will automatically save the user name assigned to that member listed on this page.

WHAT IF I DIDN'T UPLOAD EMAIL ADDRESSES, BUT HAVE THEM NOW?

To update email addresses for your members accounts there are 2 options:

    1. Using Mass Updaters

  • Click Tools > Mass Updaters

  • Click “Email Address”

A. From the search bar select criteria to narrow down fields by

  • Ensemble
  • Position
  • Students Name
  • Search
  • Scan Student's Bar Code

B. Once you have filtered the information down to the criteria that you wish to see, you can enter the email information

*NOTE: All Email addresses entered will AUTO save as you tab through the updater.


*NOTE: There may only be ONE email address per STUDENT/MEMBER name.

2. You can also update the members email through their profile 

  • Click People > Members (new) 
  • Click “Update” next to the profile you wish to add the email to

  • Add the email into the section labeled “Email”

WHAT ARE "CUSTOM FIELDS"?

  • 5 optional 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

  • Use as a free form text to allow members and/or parents/guardians to type in their own information within their profile

  • Simply fill in the information within columns (X-AB) that you wish to use and then within your Cut Time account create those labels by going to Tools > Tools/Reports > Tools > Set up and configuration > Custom Fields

FAQ – Assisted Attire Import

WHAT INFORMATION IS REQUIRED FOR MY UPLOAD?

The following fields are required within the Assisted Attire Template (column letters are listed in parentheses):

WHAT INFORMATION IS REQUIRED FOR MY ATTIRE UPLOAD?

Item Name (A) and Category Name (B) are the only mandatory columns in the attire import template.

WHAT IS AN ATTIRE ITEM?

Attire Items (A) are the specific names of an items

Examples:

  • Concert Dress
  • Cummerbund
  • Shako
  • Bibbers
  • Unitard
  • Etc.

WHAT IS A CATEGORY FOR ATTIRE?

Attire Categories (B) are a broad way of sorting your items

Examples:

  • Choir
  • Show Choir
  • Marching Band
  • Concert Band
  • Winter Dance
  • Spring DanceIndoor Guard
  • Etc.

WHAT DOES LOCATION REFER TO IN THE ATTIRE IMPORT?

In Attire location (G) means the physical location where the article of clothing is placed
Examples:
  • HS Band Room Storage
  • Choir Room Storage
  • Costume Room
  • Band Truck
  • Uniform Closet
  • Missing
  • Etc.

ASSIGNED TO (COLUMNS P-Q) MEAN?:

If you have already given an item to a member, you can assign it to them here (P-Q) while importing your data into Cut Time

  • The member must already exist within your account
  • The member's name must MATCH EXACTLY with the name on their profile, or the item will not link.
  • Assigned Date (Q) is the day the item was given to the member
    • If no date is provided it will default to the date the import is completed on

REPAIR HISTORY (COLUMNS R-W) FOR ATTIRE:

  • When listing repair history there MUST be a "Y" listed in the column (R) - "Repair History"
  • The name in "Repair Requested By" (S) MUST match a profile within your account, or it will not import
  • If you have more than one repair history for an item separate each repair with a semicolon (;) then report the next repair.  Leave no space between the semicolon and the next repair
  • Repair requests can be current or historical
    • Leave "Date Repaired" (V) blank to indicate repair still needs to be completed
    • Fill in "Date Repaired" (V) with the date serviced if the repair was completed

FAQ – Assisted Inventory Import

WHAT INFORMATION IS REQUIRED FOR MY INVENTORY UPLOAD?

Category (A), Section (B), and Item (C) are the only mandatory columns within the Cut Time Inventory import template.

WHAT IS A CATEGORY FOR INVENTORY?

Inventory Categories (A) are a broad way of sorting your Inventory

Examples:

  • Instruments
  • Miscellaneous
  • Equipment
  • Etc.

WHAT IS A SECTION IN INVENTORY MEAN?

Inventory Sections (B) are the classified groupings of your Inventory

Examples:

  • Strings
  • Brass
  • Woodwind
  • Percussion
  • Electronics
  • Furniture
  • Etc.

WHAT IS AN ITEM WITHIN INVENTORY?

Inventory Items (C) are the specific names of your Inventory item

Examples:

  • Percussion Cart
  • Violin
  • Ballet Bar
  • Choral Risers
  • PA System
  • Keyboard
  • Trumpet
  • Drum Major Stand
  • Etc.

WHAT DOES LOCATION REFER TO IN THE INVENTORY IMPORT?

In Attire Location (E) means the physical location where the article of Inventory is at

Examples:

  • HS Band Room
  • Choir Room
  • Locker Room
  • Stage
  • Band Truck
  • Missing
  • Etc.

ASSIGNED TO (COLUMNS O-P) MEAN?:

If you have already given an item to a member, you can assign it to them here (O-P) while importing your data into Cut Time

  • The member must already exist within your account
  • The member's name MUST match EXACTLY with their profile or the item will not link properly
  • Assigned Date (P) is the day the item was given to the member
  • If no date is provided it will default to the date the import is completed on

REPAIR HISTORY (COLUMNS Q-V):

  • If creating a repair history there MUST be a "Y" listed under "Repair History" (Q)
  • The name in "Repair Requested By" (R) MUST match a profile within your account or the name will not import
  • If you have more than one repair history for an item separate each repair with a semicolon (;) then report the next repair.
  • Leave no space between the semicolon and the next repair
  • Repair requests can be current or historical
    • Leave "Date Repaired" (U) blank to indicate repair still needs to be completed
    • Fill in "Date Repaired" (U) with the date serviced if the repair was completed

FAQ – Assisted Financial Import - Balance Forward

WHAT INFORMATION IS REQUIRED FOR MY INVENTORY UPLOAD?

  • First Name (A)
  • Last Name (B)
  • Amount Paid (C)

WHAT DOES BALANCE FORWARD MEAN?

Balance Forward is a negative carry-over balance from the previous year/semester or the system you are transferring from.  

  • However, when putting the number into "Amount Paid" it goes in as a positive amount

Example:

Joe Smith has a carry-over balance from my previous system of $150.00 that he still owes my organization.  In the template it would look like this:

 
First Name* Last Name* Amount Paid* Notes on Payment
Joe Smith $150.00 carry over from previous system

WHAT IF MY MEMBERS HAVE A POSITIVE BALANCE TO PUT INTO THEIR ACCOUNTS?

If your members have a positive balance in their accounts to carry over from the previous year/semester or teh system you are transferring from, you can use the "Mass updater - Credit Balances" to put that into their account.  

Click Here to see how to use the Credit Balance Mass Updater.

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