Guardian Import Overview

Table of Contents

Guardian Contact Requirements in CutTime

Accepted Guardian Data

Steps for Import

1. Access Template
2. Populate Data
3. Save as CSV
4. Upload and Import

Troubleshooting/FAQ

Guardian Contact Requirements in CutTime

Accepted Guardian Data

To import your Guardians into CutTime, you will first need to populate an import template containing the formatting accepted by our system.

Steps for Import

Step 1: Access the import template

Click the link below to access our import template. This is a read-only link, so you will either need to make a copy into your own Google Drive (recommended) by clicking File -> Make a copy or download, and edit the sheet in excel or another spreadsheet editor (not recommended) by clicking File -> Download.

CutTime Guardian Import Sheet

Step 2: Populate your data

Copy and paste-values only (see note below) your student data from your current spreadsheet into your copy of the CutTime import template. The column headers in the import template should not be edited.

Step 3: Save as a CSV

When you have finished populating your import template, you are ready to save and upload it to our import helper 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 (Comma delimited) (*.csv)

Step 4: Upload and import

Once you have your CSV file saved and ready to import, navigate to the Import Data page and click the "Guardians" button. Click "Choose File", select the CSV file you just saved, and click "Preview & Clean-up Data" to open the import helper.

The Import Helper will generate a table displaying the data from your uploaded file. From this screen, you can review and make any final edits before completing the import process.

Valid records will appear in the table without any highlighting. These records can be imported as-is, though you may edit them if needed (see below for help editing a guardian).

Invalid records will be highlighted red in the table. These records cannot be imported and must be either edited or skipped before the import can be completed (see below for help editing a guardian). The field(s) that are not accepted will appear with a help tip in the edit form so you can see why it is invalid and make the necessary adjustments. For assistance troubleshooting errors in your import, see Troubleshooting/FAQ section.

Skipped records will be highlighted in dark gray and will not be imported. Invalid records that are skipped will not affect the import of valid records. Both valid and invalid records can be skipped. If you mistakenly skip a record, you can click the edit form again to "Un-skip".

How To Edit A Guardian Record Prior To Import:

1. Locate the guardian in the table and click on that row to open an edit form
2. After you open the edit form, you can make adjustments to any of the fields that were originally imported. Note that the edit form will display Original value so you can always reference the data that was imported with the file
3. Once you’ve finished making edits, click "Save" to update the guardian’s record with the revised information. Even after you save a record, you can still open the edit form again and see the Original value if necessary.
4. If you'd like to exclude a guardian from the import, you can click "Skip" instead of "Save". Skipped records can also be un-skipped. See above for more information about skipped records.

When you have verified all of your guardian records, click the blue "Import" button on the top right of your screen to finalize the import. If the button is greyed out, that means you have at least one invalid record that must be either edited or skipped before the import can be finalized - check for any rows that are highlighted red.

Once you click the blue "Import" button, you're done! Any guardian records that were not skipped should now appear in the student details of your Students page.

Troubleshooting/FAQ

Error - "Matches multiple names within this import"

Import Requirements

• Every guardian in the CutTime database must have unique contact information.
• No two guardians can share the same email address or mobile number within a single import.
• If a guardian appears in multiple rows (for example, linked to more than one student), the name must be written exactly the same in each row.

Possible Reasons for the Error Message

1. Duplicate Contact Information

• Two or more guardians share the same email address or phone number.
• The import will fail for those rows.

2. Mismatched Guardian Names

• Multiple rows refer to the same guardian, but the name is spelled differently in each row.

  Example:

  • Row 1: “Samantha”
  • Row 2: “Sam”
• The system treats them as separate individuals, causing the import to fail.

Solution

• For duplicate contact information: Edit or remove the duplicate email or phone number, making sure that each email or phone number is assigned to the correct guardian.
• For mismatched guardian names: Update the names so they match exactly across all rows.

Error - "Matches a guardian with a different name"

Import Requirements

• Every guardian must have unique contact information (email or phone number) in the CutTime database.
• Guardian names in your import file must exactly match the names on existing accounts if the contact information is already in CutTime.

Possible Reason for the Error Message

• If a guardian’s email or phone number is already in CutTime but the name in your import file doesn’t exactly match the existing account, CutTime won’t recognize them as the same person. Even with matching contact information, the system sees them as separate guardians and will block that row from importing.

Solution

• Option 1: Update the guardian’s name in your import file so it exactly matches the existing account.
• Option 2: Select “ignore row, don’t import” for that row. Then, manually link the guardian to the member using the cell phone number on the member’s membership details page. This will attach the existing guardian to the member. For instructions on how to do this, click here.

Error Under Student - "Can't be Blank

The importer uses the student ID to link guardians to members during the import. This means the student ID must be included and accurate in your import sheet for the system to map guardians correctly.

Solution:

• Make sure the student ID is filled in and correct for each row in your import sheet.
• Alternatively, you can use the drop-down list in the importer to select the member directly.