Charms Migration Guide
This article is for current Charms Account Administrators who have communicated with CutTime support to establish a new CutTime account and migrate their data from CharmsOffice.com.
We’ve prepared this guide, helpful articles, videos, frequently asked questions and ready-made materials to support your transition. You can call on us for additional support via our online chat which is available M-F 9am-5pm EST from the beacon located in the bottom right corner of our website at gocuttime.com. You can also email us anytime at support@gocuttime.com. If needed, we can also schedule a virtual consultation to help troubleshoot along the way.
Table of Contents
Planning Your Migration
We recommend that you take time to plan your program(s) migration activities in advance to ensure the smoothest transition as possible. Consider the following:
- Pre-schedule your ‘Migration Week’
- Set your own ‘end date’ for final updates and member communication in Charms account
- Inform your staff, helpers, and members about the upcoming change to CutTime
- Make sure to white list the CutTime IP addresses and domain names so you and your colleagues do not miss important communications from us
If you are an Administrator / Coordinator for multiple programs within Charms, you may want to leverage upcoming professional development days to dedicate time for migration tasks and/or plan scheduled support sessions with our team. Reach out to support@gocuttime.com for more information!
Review our Charms to CutTime Migration Checklist:
School or Community K-12 Checklist Version Here
School Higher Ed Checklist Version Here
We encourage you to plan out your migration, and then preschedule your migration here.
Guides and Video Walkthroughs of data migration:
CutTime Imports for Charms Migrators
Executing Your Migration
When your migration is scheduled to begin, you will receive a notification from us:
- New CutTime Account Admin User Credentials (click link to activate and log in)
After you’ve completed your exports and user account set up, you should begin importing your program’s data from Charms starting with Members and Guardians. From there, you will create and roster your Groups, Set Starting Account Balances, and Enable Online Payments via Stripe Connect. You will also create relevant Announcements, Events, Volunteer Opportunities, and eSignature Documents. For Music Instrument Inventory, Attire/Uniforms and Music Library, refer to our guidelines for formatting as we will assist you with these specific data import tasks.
View our detailed Import from Charms and CutTime Program Set Up Guide Here
Communicating Your Migration
We’ve prepared some Welcome to CutTime Kits with ready-made materials to help you communicate the move from Charms to CutTime with your program stakeholders.
These kits contain email announcement templates and distributable flyers with links to landing pages on our gocuttime.com website where your program members can learn more about CutTime, get answers to frequently asked questions, and access relevant resources.
Welcome to CutTime Kit for Parents-Guardians
Welcome to CutTime Kit for Students
Make Sure to Spread the Word About CutTime to your Members!
We also encourage you to update your program handbooks and website with information about CutTime and remove any old references to Charms. We’ve prepared suggested wording that you can use for your website, eNewsletter, social media and handbooks along with graphic image banners in our CutTime Brand Kit. Inside, you will also find printable posters for classroom display and a set of presentation slides with a video that can be used for recruitment and orientation meetings with your members.
If you have questions about any of the ready-made kit contents, please send an email to marketing@gocuttime.com