Member / Guardian Management Overview

Table of Contents

• What is a Member?
• Active vs Inactive Memberships
• Adding Members
• Adding Guardians
• Viewing and Editing your Members
  • Deleting Member Records

• Exporting Members

• More options

What is a Member?

In CutTime, members consist of a few different records:

• A member is a record of an active/inactive participant in your program. This record might include additional identifying information such as student ID or date of birth.
• A member has a Program Membership that connects them to your CutTime account
  • Each program membership is part of a Season
  • Members can have more than one program membership at a time, which allows them to access multiple CutTime accounts using the same login. For example, a single member that's in both Band and Choir may have two program memberships at the same time
• A member may have a Contact, which contains their email and/or cell phone number

When managing members in your CutTime account, you will typically be interacting with a program membership.

Active vs Inactive Memberships

Program Memberships can be either Active or Inactive

• Active memberships refer to members who are active participants in your current season. These members will appear by default in your Members page and in all other places where you might interact with your members.
• Inactive memberships refer to members who may have been active in your current season but are no longer active. These members will not appear in your default filters and will not receive communications from CutTime, but you can still view and reactivate them from your Members page. If this member has permanently left the program, you can elect not to establish a program membership for this member in the next season when you do your end-of-year wrap up.

To edit their status:

1) Go to Members page and click on a member

2) On their Membership Details page, click the "Edit" button

3) Towards the bottom of the page you will find the option to mark them as Active or Inactive

4) Make your selection and click the "Save" button

Adding Members

Importing / Adding Members in bulk

See the Student Import Overview help document for a complete walkthrough

Adding Members individually

1. Navigate to the Members page from the sidebar on the left side of your screen
2. Click the "Add member" button from the top right side of the Members page
3. Enter in the member's information (first name and grade level are required)
   1. When adding a new member, you'll typically want them to be "Active"
4. Click the "Save" button

After you add a member individually, you will need to add their contact and guardian information separately. See below for more detail.

Adding Guardians

Importing / Adding Guardians in bulk

See the Guardian Import Overview help document for a complete walkthrough.

Adding Guardians individually

1. Navigate to the Members page from the sidebar on the left side of your screen
2. Select the member that you want to add a guardian to
3. Scroll down, find and click the "Add guardian" button
4. Enter either the cell phone or email of that guardian and click "Search"
5. Either click "Save" to attach the existing guardian to the member, or add the new guardian's information and then click "Save"

If you need to edit an existing guardian's information, it's necessary to click "Save" to add the guardian to the member and then click their name to edit the info.

Viewing and Editing your Members

Navigating the Members page

Navigate to the Members page by clicking the link in the sidebar on the left side of your screen. The default listing on this page contains all active members in your current season. You can see the number of active members next to "Member Listing."

Under the Members heading, you will find various search filters that you can use to narrow down your search. These filters can be combined if necessary - for example, you could filter to see all of the 12th Graders that play Flute in the Marching Band and then export those results to a spreadsheet.

Note that the Member Listing number will change to reflect the number of Members that match the filters you applied.

Viewing Member Details

To access a Member Details page, click on their name in the table. On the Member Details page, you will see various tables containing a member's data:

• Basic information (name, Student ID, Date of Birth, Grade, Primary Position)
• Contact details (Cell phone, Email, Last login)
• Transaction History
  • Costs, Payments, Transfers
• Payments
• Guardians
• Groups and positions within each group
• Instrument assignments
• Equipment assignments
• Attire assignments
• Library assignments
• Documents

On this page, you can also perform several tasks for a member:

• Send a welcome message
• Add or edit contact information (see below)
• Add or edit guardians
• Edit their membership to a group
• End inventory assignments - Instruments, Equipment, Attire, Library
• Add costs, Add payments, Transfer funds
• View Documents signature status

Editing a Member

From a member's Membership Details page, you can click the "Edit" button to adjust any of their basic information as needed. This is where you can deactivate or reactivate the member's program membership.

To update a member's contact information, however, you must go to the "Contact details" table on this page.

To add contact information to a member that does not have any:

1. Click "Add contact details"
2. Enter in either an email address or a cell phone number and click "Search"

3. If that contact information does not already exist in the database: Create a new contact and optionally send a welcome message to the member.

   

   
   

4. If that contact information does already exist in the database: See the other members and program memberships that have already been connected to this contact information. If the other members you see here appear to be the same member you're working with, click "Assign to contact" to connect your member with this contact information. If the other members you see here appear to be different from the member you're working with, review the contact information you entered for accuracy. Note that Clicking "Assign to contact" means that all of the members on this page will be able to log in and access the dashboard for your current member.

   

   
   

To update or remove a member's contact information:

1. Click "Edit contact details"
2. To update contact information: Add, update, or remove the email address or cell phone listed and click "Save"
3. To remove all contact information: Click "Disconnect from this contact"

Using the Guardians page to find members

On the Guardians page, there is a search box where you can type in a name, email address or cell phone number to search for a specific guardian, or you can sort by the fields on that table to find your guardians. That guardian row has all members they are connected to on their guardian record so you can click on the member's name to be brought to their program membership page.

Or, you can edit the guardian's contact information by clicking the 3 little dots on the right side of the row, then select "Edit". See Student/Guardian Information FAQ for common troubleshooting.

Deleting Member Records

Deleting member records is not usually possible if that member has any data associated with them such as any assignments, instrument, attire, music, equipment or any financial history. Members with multiple program memberships in CutTime, including memberships in multiple seasons in the same program cannot be deleted. They will need to be marked as inactive instead. Deleting members is only recommended when there is a duplication or data upload issue. If that is the case, we recommend either deleting all members in your program to do a fresh upload or renaming the particular members that need to be deleted to "Delete" and emailing support@gocuttime.com to delete the data for you. Keep in mind that we may still be unable to delete the members if they have payment data or have multiple program memberships.

For any scenario where a member is being removed from the program, we recommend marking that member inactive on their edit program membership page. Their data will not be deleted, and they will be removed from most areas within your CutTime account.

Exporting Members

On the right side of the Members table is an "Export" button. This button will generate and download an Excel spreadsheet of anything you have filtered in this table. If you don't have any filters applied, it will generate a spreadsheet of all active members of your program.

However, if you would like to export a specific roster, you can simply choose a Group from the dropdown filter at the top of the page before exporting. With this filter applied, the spreadsheet will contain only the members who have been assigned to that group. Next time you click to Export, it will 'remember' and display your previous field selections.

The Member export can include:

• Member First, Middle, and Last name
• Nickname
• Date of birth
• Gender
• Member Email and Cell phone
• Last login
• Grade
• Primary position
• Group position (if a group filter is applied)
• Student ID
• Student balance
• Guardian 1 name, cell, email, and relationship to member
• Guardian 2 name, cell, email, and relationship to member

More options

On the right side of the Export and Add Member buttons are three little dots indicating there are more options.

These options are:

1. Send welcome messages
   1. Sends a welcome message to the members listed on the page
   2. Members will receive a text or email indicating the program director has sent them a link to log into CutTime to stay up to date with program announcements and events
2. Bulk edit
   1. This will take you to a screen where you can perform bulk edit actions for your members
   2. Select the first record and a pop-up window displays the data you can maintain
   3. Make the proper changes and at the bottom of the pop-up window select Next row
   4. Repeat the previous step until you are done updating all the records
   5. Once all the records have been updated, Hit Save and close
   6. Select the Validate button so the system will validate your new data
   7. Hit the Save button
   8. Hit OK button to confirm the updates
3. Share members
   • Creates a list of members to be shared with another program within your district
   • Please see the video below for more details on how this new function works

1. Go to the Members page
2. Click the 3 dots on the top right for more actions and click "Share Members"
3. On the Share Members page, you can click the "Share Members" button to start the process of selecting your Members to pass onto another program/school
4. Make your selection using the filters then click "Continue"
5. Choose the grade progression: "Promote members to next grade" or "Keep members in their current grade"
   1. Promote is best for end of season transfer
   2. Keep grade is best for mid-season transfers
6. Choose the program you are progressing them to and click "Share Members"
7. There is a list of Members you've shared

To accept those incoming members from another school into your program:

1. Go to the Members page
2. Click the 3 dots on the top right for more actions and click "Share Members" (you will see an indicator of the number of new members)
3. On the Share Members page go to the "Shared with You" section and click "Review"
4. Choose the Season to import them to
   1. Note: you can opt to wait to do this until you are in your new Season!
5. Accept or reject all or individuals (or make changes to the Grade or status as needed)
6. Finish and those members will appear for you in your Members list

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