Student Importer FAQ

Managing Shared Contact Information in CutTime

In CutTime, every student (member) must have unique contact information to ensure accurate communication and account management. If multiple members share a family or guardian email, it's important to follow the correct process when importing members and guardians to avoid system conflicts.

Student (Member) Import

Do NOT use shared contact info for members

Each member profile in CutTime must have unique contact details. If siblings or multiple members share the same email or phone number, that information should not be entered for each member.

Instead:

• Leave the email and phone fields blank if the member does not have their own contact info.

It’s completely fine to import member records without any contact information.

Guardian Import

Use shared contact info for guardians

To keep shared emails or phone numbers functional, create or import a guardian profile using that shared contact information.

• The guardian will be able to log into CutTime and view all members linked to their account.
• If there are two guardians, only one can use the shared family email or phone number.

• You can provide a different email or phone number for the second guardian so they can log in and access their member’s information independently.

  
  

Import Error Messages

Error under Email and/or Cell Phone - "is a duplicate for this import"

• This error occurs when the email address or cell phone number you're trying to import is already associated with an existing member or guardian profile in CutTime.
• Resolution:
  • If it’s a member duplicate: 
    • Import the member information using the student import template (include link). 
    • CutTime will recognize the existing member profile based on the student ID and/or contact details and add it to your program, rather than creating a duplicate of that member.
  • If It’s a Guardian Duplicate:
    • Do not include the shared email or phone in multiple guardian records.
    • Instead, import a guardian profile using that contact info and link the members to that guardian.
      • To link an existing Guardian to a member, go to the Members Page and find the member to go to their Details page. Then in the Guardians section, click “Add Guardian” and search by the contact info for that Guardian to find them and add them to that member.

Need Help?

If you need assistance with importing members or guardians, or managing contact information, please contact our support team or refer to the Guardian Import Guide.

We're happy to help you get set up smoothly!