Group Management Overview
Table of Contents
What is a Group?
A Group is used to organize program members into smaller categories. In CutTime, programs often include multiple components—such as ensembles, grade levels, instrument sections, trip participants, and more.
Groups allow administrators to organize members based on these components so they can easily manage communication, assign fees, and coordinate activities with the appropriate participants. This helps ensure that the correct members are included in each program activity or requirement.
Members can belong to multiple groups at the same time, and you can create as many groups as needed to match the structure of your program.
When sending announcements, assigning fees, or completing other tasks in CutTime, you will often see a Member Picker.
This allows you to narrow your selection to a specific group. If you need to include multiple groups, you can use the Custom option, filter by Group, and click Select All. You can then filter for the next group and select all members from that group as well. Repeat this process for as many groups as needed.
Adding Groups
Navigate to the Groups page, click "Add group", type in the group's name, and then click "Save."
Note: To change the name of your Groups, click "Edit" on the right side of the row, make your edits, and then click "Save."
Rostering
To view the current members of a group, click on the group name on the Groups page.
On the left side of the screen, you will see the names of members who are not currently in the group. On the right side, you will see the names of members who are already assigned to the group.
To add a member, select their position using the dropdown menu next to their name, choose the appropriate role for this group, and then click Join.
Tip: To find a position quickly, you can type in the first few letters of the position you're looking for, and the position will likely pop up instead of having to scroll through the position list!
To update the position of a current group member, find their name on the right side of the screen, select the desired position from the drop-down menu, and click “Update.”
Primary vs. Group Position
A member’s primary position refers to information tied to their program membership. It represents their main instrument or role within the program and is most useful when it reflects the position they hold in most groups. When you open the Rostering page for a group, the member’s primary position will automatically populate in the Position drop-down menu.
A member’s group position represents their role within a specific group, which may differ from their primary position in the program. For instance, a member who is primarily a soprano might sing soprano in several mixed choirs but perform as an alto in an SSA choir. All group positions are visible on the member’s program membership page.
Archiving Groups
To archive a Group (essentially delete it from your rostering list), go to the Groups page and click on the 3 dots next to the Group.
Click "Archive" to remove it from your active list of Groups across you account.
Un-archiving Groups
To make a Group active again, go to the "Archived" tab on the Groups page and click "unarchive".
