CutTime Imports Guide for Charms Customers

This article is for current Charms Account Customers whose Administrators have communicated with CutTime support to establish a new CutTime account and migrate their program data from CharmsOffice.com.

Import Video Walkthrough
"CutTime Exports"
Migrating Student Financial Data
Setting up Users (Helpers)
Calendar Import

Importing Charms Data into CutTime

We’ve listed the most common data imports that you will need to complete in order to set up your program in CutTime.

We recommend checking out this video walkthrough of the process! It's usually easier to see someone do it than read about it. If you have any questions as you watch, please email support@gocuttime.com for help!

Note: Instruments and Equipment are exported from charms on the same file, but they are imported separately in CutTime! Make sure to separate those data before import.

Importing Student Data Into CutTime

From your Dashboard, select Program Settings -> Import Students -> Choose File
Select the CSV student data file from your export folder, and click “Preview and Clean-Up Data.”
- Records that appear in red have a formatting error and must be edited and queued for import or skipped before importing.
- Records highlighted in dark gray are skipped and will not be imported.

If you spot a formatting issue appearing in multiple rows, you might be better off doing a mass edit in your CSV file and then resubmitting your data again.

If the “Import Data” button is grayed out, you still have an issue that must be corrected before you can move forward with uploading your student data.

Student Import FAQ

Importing Guardian (Adult) Data Into CutTime

From your Dashboard, select Program Settings -> Import Guardians -> Choose File
Select the CSV guardian data file from your export folder, and click “Preview and Clean-Up Data.”
Once your data is free of formatting errors, select the blue “Import Data” button at the top.
Guardians are required to have unique contact info - cell phone nor emails can be shared between two guardians. See FAQ for issues that you may encounter and how to solve them.
Guardian Import FAQ

Importing Student Balances Into CutTime

The balance importer will import either costs or payments depending on the data in the file for each student. See the blue callout below for more information.

From your Dashboard, select Program Settings -> Import Balances (Charms) -> Choose File
Select the CSV balance data file from your export folder, and click “Preview and Clean-Up Data.”
The balance importer matches students in the file to students in CutTime using the student ID, so if there is a mismatch error, please verify the student IDs in CutTime and ensure your file matches those to validate those errors.
Once your data is free of formatting errors, select the blue “Import Data” button at the top.

Since the balance importer from Charms contains only a single column for balances, please be aware:

Negative numbers indicate that a student owes money, and will be imported as a cost.
Positive numbers indicate that a student has credits/overpayments, and will be imported as a payment.

Importing Instrument Data Into CutTime

You will need to go here to get the CutTime-specific Instrument Import Template.
- Once you see the Google sheet template, go to File -> Make a copy
- Rename it and save it in your Google Drive.
Open the Inventory Exports CSV file you downloaded from Charms.
Copy your information from your Exports File to your Import Template.

ALWAYS use "paste - values only" so our importer's formatting is not overwritten. Otherwise, you may run into importing issues later.

The first three columns require special care when copy/pasting into the template, and then the rest of the columns can be copy/pasted as one group.
See the video for more on these details:
- Make sure "model" column has data, as it is required
- Condition comments require a condition
- Year of Purchase cannot have 0s
- Repair costs of $0 require a repair log to accompany it
- Repair dates require that the end date is later than the start date
- Instrument Types may require cleaning from instrument types from Charms to match our data structure
Download a csv file of the template by going to File -> Download -> CSV (comma separated values).

In CutTime, go to Program Settings -> Import Instruments -> Choose File, and select the file you've prepared.
- Instrument Import FAQ

Importing Equipment Data Into CutTime

Be sure to separate your instrument data into it's own template for a separate import.

You will need to go here to get the CutTime-specific Equipment Import Template.
- Once you see the Google sheet template, go to File -> Make a copy
- Rename it and save it in your Google Drive.
Open the Inventory Exports CSV file you downloaded from Charms.
Copy your information from your Exports File to your Import Template.

Always use "paste - values only" so our importer's formatting is not overwritten. Otherwise, you may run into importing issues later.

Start the copy on the Instrument Types Column, and only go to year of purchase.
- After those columns, take special care in copy/pasting the following columns, as they may not line up with the template.
See the video for more on these details:
- Make sure "model" column has data, as it is required
- Condition comments require a condition
- Year of Purchase cannot have 0s
- Repair costs of $0 require a repair log to accompany it
- Repair dates require that the end date is later than the start date
Download a csv file of the template by going to File -> Download -> CSV (comma separated values).

In CutTime, go to Program Settings -> Import Equipment -> Choose File.
- Follow the instructions for editing the Student Data files in the previous section.

Importing Attire (Uniform) Data Into CutTime

From your Dashboard, select Program Settings -> Import Attire -> Choose File
Select the CSV "uniforms-to-cuttime" data file from your export folder, and click “Preview and Clean-Up Data”
Once your data is free of formatting errors, select the blue “Import Data” button at the top

Importing Music Library Data Into CutTime

From your Dashboard, select Program Settings -> Import Music Library -> Choose File
Select the CSV "library-to-cuttime" data file from your export folder, and click “Preview and Clean-Up Data”
Once your data is free of formatting errors, select the blue “Import Data” button at the top
This import can take a few minutes to show up in your music library section. Check back on it after moving on to the next steps!

Member Starting Balances Due

From your Dashboard, select Program Settings -> Add Custom Cost
- Here you can enter the starting balance due, which comes from the Balance Due-Totals Only” report in Charms. Use only the negative balances, as positive balances will be added in the next step.
Once you have entered all of your opening balances, you can click the “Add Cost” at the bottom of the page to save. We recommend you click the “Add Cost” after a few entries to save as you go as an extra precaution.

Member Credit/Overpayment

From your Dashboard, select Program Settings -> Add Bulk Payments
- Here you can enter the starting balance credits/overpayments, which come from the Balance Due-Totals Only” report in Charms. Use only the positive balances.
- You can enter a memo that the guardian can see on their dashboard.
Once you have entered all of your opening balances credits/overpayments, you can click the “Add Payment” at the bottom of the page to save. Again, we recommend saving every few entries to safeguard your work.

Moving Helpers from Charms to Users in CutTime

From your Dashboard, select Users -> Add Users
Open your Charms account and look up your list of helpers.
- Copy and paste, or type, the email address and name of one of your helpers.
- Select the role of the individual helper and hit Save.
- Repeat the process for each of your helpers.

Moving Calendar Dates in Charms to Events in CutTime

Note: Make sure you have your groups created in your CutTime account, as the calendar import automatically assigns each event to the ensembles. Otherwise, your events will not be visible to your program members or guardians.

Select the exported Charms calendar from your export folder and email it to support@gocuttime.com.
Support will upload your calendar events into your new CutTime Events list.
Volunteer events will not be exported from Charms, so you will need to go into your CutTime Events list and add the volunteer opportunities in the new system. You can read how to do this here.

What About the Other Exported Files
- As features are released in CutTime Next Gen, you may be able to upload the data you have exported, so it's a good idea to hold on to those. Otherwise, the other files that have been exported from Charms are useful for historical data and should be kept in a safe storage place for your own purposes.

You are also highly encouraged to look over all of your information in Charms. If you find anything else 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.