District Admin Functionality and Features

Table of Contents

Initial Setup

• Timezone
• Inventory Settings for your District
• Instrument Usage Agreements

District Users Management

• Find a User
• Designating the Inventory Primary Contact
• Add a User
• Resend an Invitation
• Add an Organization or Change Program Access
• Edit a Name
• Change an Email Address
• Remove a User's Access to a Program
• Remove a User From the District & All Programs

Events

• View District Calendar
• Embed the District Calendar
• Subscribing to the District Calendar

District Inventory

• District Instrument Library
• District Equipment Library
• Storage Locations
• Transferring Instruments
• Designating the Inventory Primary Contact

Payment Allocations

Audits

Initial Setup

Time zone

To update the time zone from the default of New York (Eastern time), you can go to the District Settings page and find the section for time zone. Use the dropdown menu to adjust the setting, then click submit.

Instruments Inventory Settings for your District

Go to the District Settings page to see more options for your district's instrument inventory.

In the section called District Instrument Inventory Permissions, you can determine the following:

• If your programs can add and import instruments, or if they can only be added at the district level
• If your programs can edit the basic information of instruments, or if they can only be edited at the district level

• If your programs can retire instruments, or if they can only be retired at the district level.

  

Instrument Usage Agreements

Usage agreements can either be enabled or disabled at the district setting level. To enable usage agreements, go to the District Settings page then find the Instrument Usage Agreements section and click the checkbox.

In this section you can also choose to either:

• Allow your programs to write and use their own usage agreements
• Or have a district defined wording for their Instrument Usage Agreements.
  • If this is selected, you must add the customized wording in the text box and click "submit."

District Users Management

District Admins can manage Users across their district and its programs from one place. You can find users, add them to programs (also known as Organizations), update roles and permissions, resend invitations, edit names and email addresses, and remove access.

Find a User

1) Go to the District Dashboard and click on the District Users page to see the full list of your Users and where they are assigned. Each row includes the user's email, last login, registration information, and number of organizations within this district.

2) Use the search and filters to narrow the list by:

• Name or email address.
• Organization to find people assigned to a particular program.
• Role: All, Admin, Teacher, or Booster.
• Status: All, Active, or Invite pending. (Active users have accepted their invitation or previously logged in. Invite-pending users have done neither.)

The filters work together.

For example, choose a program and Invite pending to find users assigned to that program who still need to activate their accounts. Changing a filter returns you to the first page of results.

3) Select a user's name to view their details. Use the page controls below the list to browse more results.

Designating the Inventory Primary Contact

1) Click through on the User's name in your District Users page.

2) Click the "Edit" button next to the program you need to make changes for.

There will be a checkbox to make them the primary contact for inventory case tags. Check that box before saving your changes.

Add a User

1) Go to the District Dashboard and click on the District Users page and click the "Add User" button.

2) Enter the name and email for the new User.

3) Select "Add organization" and choose the district or a program under District/Program, and select "Save" in the selection dialog.

4) Review the selected organization's role. For a program, choose Program Admin, Teacher, or Booster and set the appropriate permissions. For the district, the role is District Admin.

5) Repeat for any additional programs the person needs to access.

6) Click "Save" at the bottom of the page.

If the email belongs to an existing CutTime account that has no current membership in this district or its programs, CutTime adds the selected access to that account. A registered user receives an email about their new organizations and can use their existing login. A user whose invitation is still pending receives a fresh invitation.

If the person already belongs to this district or one of its programs, the email field shows “This user already exists in {district name}.” Find their existing record in the Users list and use Add organization on their details page to give them additional access.

Resend an Invitation

1. On the District Users page, select the Invite pending status filter.

   

2. Open the action menu on the user's row and select "Resend invitation." You can also use the action menu on their details page.

   

3. Ask the person to use the link in the newest invitation email. Resending an invitation invalidates previous invitation links.

Add an Organization or Change Program Access

Select a User's name to open their details. The Organizations section shows their program organization assignments within the current district.

To add another assignment:

1. Select "Add organization."

   

2. Choose the district or program and select "Save" to continue to the role and permissions form.
3. Review the role, program permissions, and Primary Contact setting.
4. Select "Save" to add the program organization.

To change an existing assignment:

1) Select the pencil icon on that organization's card.

2) Adjust the role, permissions, or Primary Contact setting, then select "Save."

Edit a Name

1. Either go to the User's details page and click the three dots in the top right, or go to the District Users page and click the three dots for that User.

   

   

2. Select "Edit."
3. Update the name.
4. Select "Save."

The name belongs to the person's CutTime account, so the change applies wherever that account is used.

Change an Email Address

1. Either go to the User's details page and click the three dots in the top right, or go to the District Users Page and click the three dots for that User.

   

   

2. Select "Edit."
3. Update the email address.
4. Select "Save."

For an active account

1. Review the Send email change verification link dialog and select "Send verification email."
2. Ask the user to open the link sent to their new email address.
3. On Verify your new email, the user enters their current CutTime password and selects "Verify email."

4. Opening the verification link signs out the account currently signed in to that browser. Once the user verifies successfully, their email is updated and they are signed in. Their other sessions are signed out, and they should use the new email address for future logins.

For an invite-pending account

1. Review Change email and resend invitation?, then select "Resend invitation to new email." CutTime changes the email immediately and sends a fresh invitation to the new address.

   

2. The user activates their account through that invitation; they do not need to verify with an existing password. Previous invitation links stop working.

Remove a User's Access to a Program

1. Go to the District Users page and open the User's Details page.
2. Find the organization under Organizations and select its trash icon.

3. Review the Remove from Organization info, then select "Remove User."

   

This removes that assignment and leaves the person's other memberships unchanged. To remove all access within the district, use the district-wide "Delete" action in the next section below.

Remove a User From the District & All Programs

1. Open the User's action menu on the District Users page or their details page.
2. Select "Delete."

3. Check the User's name and district, then select "Delete" to confirm.

   

This removes the person's access to the district and its associated programs. Their CutTime profile remains in the system.

Their open district pages reconnect and recheck access; bookmarked or directly entered URLs do not restore that access.

If you remove a program's primary contact, assign a replacement as needed. If someone needs access again later, add them with their existing email and select the organizations, roles, and permissions they should have now.

Events

View District Calendar

If your Users at the program level have indicated that an Event is a "District Event," then that event will populate in the district calendar. You can access this on District Calendar Page from your District Dashboard.

Embed and Share the District Calendar

You can embed the district calendar link into your school's website by going to your District Settings page, scrolling down to the Share Your District Calendar Page section, and copying the "Embed this page in a website" URL. From there, embed your CutTime district calendar URL into that page and any Events in your district marked as a district event will populate there as well.

You can also share the district calendar by finding the page URL in this section for sharing, and sharing that link with them.

Subscribing to the District Calendar

To subscribe to the district calendar from CutTime, go to the District Settings page and find the section Subscribe to Your District Calendar and copying the URL there. You can learn more about subscribing to the calendar here.

District Inventory

District Instrument Library

From your District Dashboard you can access your district wide instrument library. This is a great place to download an extract of your district's inventory by clicking the "Export" button.

The layout of this page will be similar to an individual program's layout, but will include the Manager field (which program has the item).

When you click through on an item, you'll be able to edit an item as needed and adjust the location it's stored in. Add repair records and update the item's condition by adding an inspection, but assigning/checking out items is reserved for the program level.

The only big difference within the items page for district Users is that you can update the Manager, aka which program/school within the district has this item in their inventory.

To Update the Instrument Manager:

1. Navigate to the Instruments page on your District Dashboard
2. Search for and click on the instrument you would like to update
3. Scroll down to the Manager section and click the "Update manager" button.
4. Use the dropdown on this page to select the name of the program that instrument should be moved to and click "Update manager!"

District Equipment Library

From your District Dashboard you can access your district wide equipment library.

This is a great place to download an extract of your district's inventory by clicking the "Export" button.

The layout of this page will be similar to an individual program's layout, but will include the program field (which program has the item).

Storage Locations

From your District Dashboard, go to the Storage Locations page. From here you can add any new locations that you need. Storage locations can be assigned to all inventories or specific ones. Those inventories include:

• Attire
• Equipment
• Instruments
• Library

Transferring Instruments

When a User at a program requests an instrument transfer from their CutTime account, that request will populate on the Transfers page under the Open Instrument Requests section. Another User at another program in CutTime can review that request and, if they have the item, can offer that item for transfer.

Once the item is ready to be transferred, it will need to be approved by a District User.

1) Go to the Transfers page

2) In the section called Transfers That Require Your Attention, click the "Transfer" button to complete this request. Once it has been processed you will see this section clear out the Request.

Designating the Inventory Primary Contact

Learn more here in this section.

Payment Allocations

You are able to produce a payment allocation report for all your programs by date and by processor type: All payments, Stripe payments only, or Vanco payments only.

You need to specify a "from" and a "to" date in order to generate a report, and the date range cannot exceed 90 days. Once you have the dates and the Processor type, click on the "Generate Report" green button.

Once the report has been generated, you can hit the "Export Allocations" button in order to produce an Excel file.

Here is a sample report:

Audits

This new feature assigns and tracks inventory audits for your district. At this time, the audit type is for instruments or equipment.

Select the Add Audit button and follow the prompt to choose the due date, inventory type, and whether this is an Audit that needs to be completed by the Program Directors for a program, or if a District Admin needs to complete this Audit.  Once you are finished, hit the Create Audit button.

Select the Assign organization button to assign it to all your programs or select from a list. Once you make the proper selection, hit the Add organizations button to complete the process.

Select the organization to start the audit, then select Start button to start the audit process.

Proceed with the audit function for each instrument or equipment selected (which is essentially adding an inspection). Once completed, hit the Submit audit button.

You will see the audit progress on the Audit dashboard:

You have the option to export your audited inventory by selecting the Export button.