Importing data into ActivityHero - activities, locations, sessions, emails & registrations

Speed up your setup or registration management by importing data into ActivityHero.

You can import the following type of data into ActivityHero:

Locations
Camp, class and event names, descriptions, and photos
Schedules
Promo codes
User email addresses
Registrations you received outside of ActivityHero

This article describes how to import location, activity or schedule information. Refer to this article to import registrations into ActivityHero.

1. Download the location, activity, upcoming schedule csv files to see the required file format. These files will contain the current information that is in ActivityHero. Or you can start with this sample file:

2. Edit the csv files and add your current information. Details on the data fields and valid values are provided below. Pay special attention to the values for location_name and activity_name. These values must be the same in each file. If the file contains a location_name, activity_name, activity_schedule_id, discount_id that matches an existing value in ActivityHero, then the associated information will be updated with what is in the file. Otherwise, a new location, activity, schedule or promo code will be created.

3. Upload your csv file by clicking "upload a new file". Be sure to select the file type that corresponds with the file you are uploading.

4. After uploading your csv file, click the Validate button to see if your data is ready for import. If there are errors, correct the errors and upload your file again.

5. When the file is validated successfully, the green 'Run' button will be available. Select this button to begin importing your information. This can take a few minutes and changes may not be seen in the marketplace right away.

Notes on importing another file:

To create new locations, activities, schedules or discounts, the row(s) in your new file should not contain a value for location_id, activity_id, activity_schedule_id or discount_id. For location or activity import files, a new location or activity will be created if there isn't a location_name or activity_name of the same name (all location and activity names must be unique)
To edit an existing location, schedule or promo code through an import, download the corresponding file, edit as needed, keeping the location_id, activity_schedule_id or discount_id intact to overwrite the existing value.
To edit an existing activity, use the same activity name in your import file and you can change the other fields, such as the description. Only include URLs in the activity_photos column that are new photos. If the existing photo URLs are in the activity import file, it will upload the same photos again.

Contact support@activityhero.com if you have questions or problems.

Data fields (* required fields)

Location csv

location_name *
is_main_location (yes or no)
location_address *
location_city *
location_state (abbr. CA) *
location_zip *
location_country
location_phone

Activity csv

activity_id
activity_name *
activity_type (Class, Camp, Birthday Party, Event, Online or On-Demand) *
activity_description * (may use HTML tags such as <br> or <strong>)
activity_categories (comma-separated list of Categories) *
activity_photos (comma-separated list of urls)
registration_ends (when the session ends, when the session starts, before the session starts, before the session ends)
reg_cutoff_days (No. of days before session start date to stop accepting registrations)
student_teacher_ratio
registration_form_name*
prerequisites
itinerary
remember_to_bring
private (true, false)
deprecated (true, false): using 'TRUE' will mark an activity 'Not Used'

Schedule csv

activity_schedule_id
location_name *
activity_name *
session_name
start_date * (MM/DD/YYYY)
end_date *
exclude_meeting_dates (remove dates from session calendar)
start_time (HH:MM AM/PM) *
end_time (HH:MM AM/PM) *
min_age_in_months
min_age_in_years *
max_age_in_months
max_age_in_years *
price *
price_type (per class, per session, per month, per hour, per day, per week, per year, per season) *
days_of_week (comma separated list of mon, tue, wed, thur, fri, sat, sun) *
min_grade
max_grade
price_label
alt_price
alt_price_label
extended_care_am_time
extended_care_pm_time
extended_care_am_price (AM price per session)
extended_care_pm_price (PM price per session)
extended_care_overall_price (price per session)
extended_care_overnight_price (overnight price per session)
status (Published or Unpublished)*
num_of_openings *
(No. of spots available)
teacher_name
room_num (Room number)
flexible_schedule
extended_care_am_per_day_price (AM price per day)
extended_care_pm_per_day_price (PM price per day)
extended_care_per_day_price (price per day)
extended_care_per_hour_price (price hour day)
registration_start_date (MM/DD/YYYY)
registration_start_time (HH:MM AM/PM)
registration_start_timezone Hawaii–Aleutian Time, Alaska Standard Time, Pacific Time (US & Canada), Mountain Time (US & Canada), Central Time (US & Canada), Eastern Time (US & Canada), Greenwich Mean Time, Atlantic Time, British Summer Time, Central European Summer Time, Western European Summer Time, Atlantic Standard Time, Nepal Time, Eastern European Time, Eastern African Time, Pakistan Lahore Time, India Standard Time, Bangladesh Standard Time, China Taiwan Time, Japan Standard Time, Australia Central Time, Australia Eastern Time, Solomon Standard Time, New Zealand Standard Time, Argentina Standard Time, Brazil Eastern Time, Central African Time, Hawaii Standard Time
registration_ends (enter one of the values below)
- when the session starts
- when the session ends
- before the session starts (enter # of days in the registration_cutoff_days field)
- before the session ends (enter # of days in the registration_cutoff_days field)
- at a specific time & date (enter the date/time in registration_cutoff_date field)
registration_cutoff_days (a number between 1 and 10)
registration_cutoff_date (MM/DD/YYYY HH:MM AM/PM)
external_schedule_id
allow_proration (true or false)
single_day_price
single_day_alt_price
num_of_scholarship_spots
lowest_scholarship_price
meeting_url
meeting_details
session_type (single_day, series or monthly)* PS: supports only when creating a session
payment_plan_names
additional_session_fee_name
(column name is the additional provider fee name and the rows can contain respective schedule fee value.)

Promo code csv

discount_id
promo_code_name
promo_code *
discount_type (promo code) *
promo_code_description *
expiration_date (MM/DD/YYYY) *
activity_type (Camp, Class, Birthday Party)
discount_amt *
combinable (true or false) *
amt_in (dollars, percent)*
num_of_promo_codes (Maximum number of valid promo codes)
min_spend (Minimum amount to be spent for the promo code to be applicable)
apply_amt_to (entire_registration_amount, session_price_only, extended_care_only, session_and_ex_care_only)*
session_ids ('all' or Comma separated list of session ids for which the promo code will be valid. 'all' will apply this promo code to all upcoming sessions for this provider)
min_num_of_sessions
apply_to_all_sessions (true or false)
min_num_of_siblings
apply_to_all_siblings (true or false)
apply_to_entire_family (true or false)
allow_multiple_per_family (true or false)
internal_notes
valid_for_new_accounts_only (true or false)
overlap_period_type
recurring (true or false)
single_days (true or false)*
entire_session (true or false)*

Early discounts csv

discount_id *
name
discount_type (early bird) *
description *
expiration_date (MM/DD/YYYY) *
activity_type (Camp, Class, Birthday Party)
discount_amt *
combinable (true or false) *
amt_in (dollars, percent) *
num_of_promo_codes (Maximum number of valid promo codes)
min_spend (Minimum amount to be spent for the promo code to be applicable)
apply_amt_to (entire_registration_amount, session_price_only, extended_care_only, session_and_ex_care_only)*
session_ids ('all' or Comma separated list of session ids for which the promo code will be valid. 'all' will apply this promo code to all upcoming sessions for this provider)
min_num_of_sessions
max_num_of_sessions_for_percent_discount
apply_to_all_sessions (true or false)
min_num_of_siblings
apply_to_all_siblings (true or false)
apply_to_entire_family (true or false)
allow_multiple_per_family (true or false)
internal_notes
valid_for_new_accounts_only (true or false)
overlap_period_type
recurring (true or false)
single_days (true or false) *
entire_session (true or false) *

Users CSV

email *
first_name
last_name
zip