Instrument Management Overview
Table of Contents
- Navigating your Inventory
For detailed information on managing your instrument assignments, please click here.
Navigating your Inventory
Searching for Instruments
On the Instruments page, you will see the instruments default to score order, and you have several options to sort and filter. As you begin typing, your filters will narrow down what items come up in your search.
To search for an individual instrument, you can filter for:
- Serial #
- Owner Identifier
- Barcode
- Case ID
To search for a group of instruments, you can filter for:
- Make or Model
- Type
- Purchase Year
- Location
- Condition (this is populated by the last inspection condition)
- Unassigned instruments
- Inspection dates - with options for "not inspected" in 6 months, 12 months, or never inspected.
To search by assignment, you can filter for:
- Student Assignment
- Assignment Status
- Rental Agreement Status
Exporting your Instrument Data
Click "Export" to download an excel sheet with your instrument data using 'Select all fields' option or just based on fields you select. Next time you click to Export, it will 'remember' and display your previous field selections.
QR Codes & Case Tags
On an Instrument Details page, click the "Case Tag" button to bring up that instrument's case tag. Clicking "Print Case Tag" will allow you to print a business card sized QR Code Tag.
See our Bulk Printing Case Tags doc for a walkthrough on printing these out for your full inventory!
When scanned with a capable device, that QR code will bring up a page with contact information and a sign in link for the instrument's manager.
Updating The Case Tag Contact
When scanned with a compatible device, the QR code will direct the user to a page displaying contact information to assist in the recovery of a lost or found instrument.
By default, this information is sourced from the first user assigned the "Teacher" role.
If you would prefer a different user's contact information to appear on this page, a workaround is available:
- Ensure the desired user is assigned the "Teacher" role.
- Contact our support team at support@gocuttime.com, and we can prioritize that user by adding a number "1" in front of their name, making them the first listed teacher.
This will ensure their contact details appear as the primary point of contact when the QR code is scanned.
Repairs, Inspections, and Locations
Repairs
On the Instrument Details page of the instrument you'd like to add a repair log to, scroll down to the Repairs section and click the "Add repair" button.
Enter the Vendor, Cost, Details, and Started on date. If there is no end date, it will be considered an "Active" repair when saved. When or if that repair is complete, enter the end date and click "Save" so it will be considered a "Completed" repair in CutTime.
Up to three documents can be added to each repair log for the instrument by clicking the "add documents" link on the repair log.
Repairs can be fully edited by clicking "edit" next to the repair.
To learn more about repair definitions, click here.
Inspections
On the Instrument Details page of the instrument you'd like to add an inspection to, scroll down to the Inspections section and click the "Add inspection" button.
Select the applicable condition from the dropdown, add any further comments, and select the "Inspected on" if it is different than the day you are logging this inspection. Click "Add an inspection" to update this instrument's condition!
Inspection Comments can be edited by clicking "edit" next to the inspections. The inspected by, Condition, and the inspected date cannot be edited after logging the inspection.
To learn more about inspections and condition definitions, click here.
Locations
On the Instrument Details page of the instrument you'd like to add or update the location, scroll down to the Locations section and click the "Add new Location" or the "Update Location" button.
You can select a new location for this instrument from the options in the dropdown menu. See our Storage Locations help document for more information on managing those locations!
Retiring and Deleting Instruments
Retiring Instruments
On an Instrument Details page, you may have the option to "Retire Instrument." Retiring an instrument means that instrument is removed from your instrument list and is archived in the CutTime database. If you need to retrieve data related to that instrument after retiring it, reach out to support@gocuttime.com for assistance.
If the "Retire Instruments" button does not appear on the instrument details page, you can send your instrument's unique serial #, Owner ID, Barcode, or Case ID to your district-level administrator, and they can retire that instrument for you.
District Administrators
As the district-level administrator, you can log into your district dashboard and can go to your Instruments page.
- Search for the instrument using the serial #, Owner ID, Barcode, or Case ID, and click that instrument when you find it.
- Click the "Retire Instrument" button.
- Finally, add the reason for retirement and click "Save."
Deleting Instruments
In the case of a duplicate or incorrect instrument entry, you can contact Support@gocuttime.com to remove that incorrect data. When applicable, please ensure the appropriate parties are notified of any data changes.
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