Charms Export Guide

If you have not yet scheduled your migration to CutTime, be sure to take a moment to review the new CutTime Account Setup steps below. We recommend you complete the setup tasks in parallel while you export your program’s data from your Charms account. 

Table of Contents

New CutTime Account Setup 

  • Complete the “Let's Plan Your Migration to CutTime” form here.
    • You will receive an automated email invitation after a CutTime support team member creates your new CutTime Administrator account. Important - you will need to click the activation link within 24 hours of receipt. Check your spam folder if you can't find the activation email.
  • Review and Confirm your new account details
    • After you complete registration, review the name of your school district, community organization and/or individual programs. If you see something that doesn't look right, contact support@gocuttime.com for assistance.
  • Add additional users (optional)
    • Add additional users such as fellow Teachers, Booster Club Volunteers, and other authorized Helpers to your program’s new CutTime account from the ‘Users’ link located on the left side menu. Adding Users

Exporting Data from Charms 

Video Walkthrough -

We’ve listed the most common data exports that you will need to do in preparation for your migration from Charms over to CutTime.


  • Desktop Setup
    • You can create a new folder on your desktop for easy access.

CutTime Exports

    • A new button named ‘CutTime Exports’ will appear at the top of your Charms menu.
      • Click on it and you will gain access to 3 CutTime specific exporting functions (Student, Adult (Active), and Inventory (Music Instruments)
      • If it is not there, please contact support@gocuttime.com

Download Student Exports 

    • If you would like to include inactive students in this report in order to include them in your import, you would need to activate them.  
      • Click Student>Reports>Inactive List.
      • Activate the appropriate students.
      • Select a “Part List” 
        • By default, these are “Part 1”, “Part 2”, etc.
        • You may have changed them to “Concert Band, “Marching Band”, “Mixed Choir”, etc.
      • Pick the “Part” that best describes the instrumentation/voicing in your group.  
    • You may get a message saying there are potential issues in the student list.
      • If so, they are marked in red.
      • You can fix these or leave them as is.
    • Once you are done, click “Download Export”.
      • It will appear in your download folder.
      • You can move this to the new folder you created earlier.

Download Adult Exports

    • Select “Adult Exports”
      • Check the box once you have reviewed your information and it is acceptable.
    • Click “Download Export”
      • It will appear in your download folder.
      • You can move this to the new folder you created earlier.

Download Inventory Exports

    • Click “Download Export”
      • It will appear in your download folder.
      • You can move this to the new folder you created earlier.
      • NOTE: This export does not include instrument assignments.

Download Uniform Exports

    • Click “Download Export”
      • It will appear in your download folder.
      • You can move this to the new folder you created earlier.
      • NOTE: This export does not include uniform assignments.

Download Music Library Exports

    • Click “Download Export”
      • It will appear in your download folder.
      • You can move this to the new folder you created earlier.
      • NOTE: This export does not include library assignments

Finances

    • Click Finances>Reports
      • You have several reports to choose from.
        • You are encouraged to go through them and see which you might need.
          • You likely need the Balance Due Reports>Balance Due-Totals Only
        • On some, you will need to select parameters, then “Run Report”.
        • Click the blue button to export to Excel.
          • It will appear in your download folder.
          • You can move this to the new folder you created earlier.

General Exports

You will need to use your general exporting functions within Charms to capture the following data categories:

  • Inactive Students (Optional, to keep a record, but not necessarily to go into Cuttime)
    • Click Student>Reports>Student Report
      • In “Select Filter Options”, check the box for “Include Inactive Students”.
      • In “Select Report Options”, select the information you want your report to include.
    • Click the blue button to export to Excel.
      • It will appear in your download folder.
      • You can move this to the new folder you created earlier.
  • Calendar
    • Click Calendar>Exports>Export CSV File
      • Enter your date range.
        • Select “Get CSV File”.
          • It will appear in your download folder.
          • You can move this to the new folder you created earlier.
  • Alumni
    • Click Home>Alumni>Export to Excel
      • It will appear in your download folder.
      • You can move this to the new folder you created earlier.
  • Online Store
    • Click Online Store>Reports
      • You have several reports to choose from.
        • You are encouraged to go through them and see which you might need.
        • Click the blue button to export to Excel.
          • It will appear in your download folder.
          • You can move this to the new folder you created earlier.
  • Contacts
    • Click Home>Contacts>Export to Excel
      • It will appear in your download folder.
      • You can move this to the new folder you created earlier.
  • Communications
    • Click Communicate>Group Email>Sent Email Log
      • Select the blue print button on top.
      • Select your report options.
      • Select print, and print to PDF.
        • It will appear in your download folder.
        • You can move this to the new folder you created earlier.

You are also highly encouraged to look over all of your program’s information currently stored in your Charms account.  If you find other categories of data that you might need, you should export it to Excel, or print it to PDF.  Please contact our support team at support@gocuttime.com if you have any questions.

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