Importing activities, locations and sessions

Importing data into ActivityHero

You can import your locations, camps, classes, and schedules into ActivityHero. Just follow these steps:

1. Download the location, activity, upcoming schedule and promo code 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:

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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 no errors, an ActivityHero staff member will complete the final import. If there are errors, correct the errors and upload your file again.

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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.

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Note: Importing will create a new location or activity if it's a new location_name or activity_name, otherwise, the existing entry will be updated with the data in the latest import file. To edit an existing schedule or promo code through an import, download the corresponding file, edit as needed, keeping the activity_schedule_id or discount_id intact to overwrite the existing value.

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 *
  • 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
  • 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_cutoff_date (MM/DD/YYYY HH:MM AM/PM)
  • registration_start_timezone (Hawaii, Alaska, Pacific Time (US & Canada), Mountain Time (US & Canada), Central Time (US & Canada), Eastern Time (US & Canada), GMT, Atlantic Time (Canada), London, Madrid, Lisbon, America/Puerto_Rico, Kathmandu)*
  • external_schedule_id
  • allow_proration (true or false)
  • single_day_price
  • single_day_alt_price
  • registration_ends
  • registration_cutoff_days
  • 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

Categories

  • Academics
    • Academic Writing
    • Boys Only
    • Business
    • Civics
    • College Preparation/Counseling
    • Community Service
    • Creative Writing
    • Debate
    • Economics
    • Finance
    • Geography
    • Gifted
    • Girls Only
    • Government
    • History
    • Homeschool
    • International Studies
    • Investment
    • Journalism
    • Leadership
    • Literacy
    • Math
    • Montessori
    • Preschool
    • Public Speaking
    • Reading
    • Test Prep
    • Tutoring
  • Book Club
  • BSA
  • Camp/Class Types
    • After School Care
    • After School Class
    • Camps
    • Date Night
    • Day Camps
    • Drop-off
    • For Grown-Ups
    • Fundraiser
    • Learning Pod
    • Online Course
    • Overnight Camps
    • Parent Night Out (PNO)
    • Special Events
  • Community Awareness
  • Dance
    • African
    • Afro Haitian
    • Ballet
    • Ballroom
    • Belly Dance
    • Bollywood
    • Breakdance
    • Contemporary
    • Hip Hop
    • Indian Classical
    • Irish
    • Jazz
    • Latin
    • Lyrical
    • Modern
    • Pointe
    • Tap
  • Fun Attractions
    • Indoor Fun
    • Outdoor Fun
  • Gaming
    • Chess
    • Dungeons & Dragons
  • Girl Scouts
  • Health & Wellness
    • Beauty
    • Meditation
    • Mindfulness
    • Yoga
  • Holidays
    • Halloween
    • Spring Break
    • Thanksgiving
    • Winter Break
  • Internship
  • Language
    • American Sign Language
    • Arabic
    • Chinese
    • ESL
    • French
    • German
    • Hebrew
    • Hindi
    • Italian
    • Japanese
    • Korean
    • Russian
    • Spanish
  • Life Skills
  • Magic
  • Music
    • Accordion
    • Banjo
    • Bass Guitar
    • Bassoon
    • Carnatic/Hindustani
    • Cello
    • Clarinet
    • Classical guitar
    • Drums
    • Fiddle
    • Flute
    • French Horn
    • Guitar
    • Harmonica
    • Harp
    • Mandolin
    • Music Theory
    • Oboe
    • Opera
    • Organ
    • Percussion
    • Piano
    • Rock
    • Saxophone
    • String
    • String Bass
    • Trombone
    • Trumpet
    • Tuba
    • Ukulele
    • Viola
    • Violin
    • Voice
    • Wind
  • On-Demand
  • One-Day Activities
  • Overnight/Travel
    • Africa
    • America
    • Asia
    • Central America
    • Europe
    • Family
    • Field Trips
    • Overnight/Residential
    • South America
  • Performing Arts
    • Acting
    • Aerial
    • Audition skills
    • Circus
    • Comedy
    • Drama/Theater
    • Puppetry
  • Play/Outdoor
    • Adventure/Outdoors
    • Animals
    • Backpacking
    • Birthday Parties
    • Canoeing
    • Environmental
    • Farm
    • Fishing
    • Gardening
    • General Recreation
    • Hiking
    • Nature Programs
    • Party Entertainers
    • Party Places
    • Rafting
    • Wilderness
  • Religious
    • Baptist
    • Catholic
    • Christian
    • Jewish
    • Lutheran
    • Non-Denominational
    • Presbyterian
    • Quaker
  • Science & Technology
    • Astronomy
    • Biology
    • Chemistry
    • Coding
    • Computer Animation
    • Computers
    • Engineering
    • Geology
    • Marine Science
    • Programming
    • Robotics
    • Science
    • Space
  • Social Media Skills
  • Special Needs
    • Autism
    • Cancer
    • Cerebral Palsy
    • Developmental Disabilities
    • Diabetes
    • Dyslexia
    • Hearing Impaired
    • Intensive Therapy
    • Learning Disabilities
    • Physical Disabilities
    • Social Skills
    • Visually Impaired
  • Sports
    • Acrobatics
    • Archery
    • Badminton
    • Baseball
    • Basketball
    • Biking
    • Cheerleading
    • Chess
    • Climbing
    • Cricket
    • Cross Country
    • Fencing
    • Field Hockey
    • Fitness
    • Flag Football
    • Football
    • Frisbee
    • Golf
    • Gymnastics
    • Hockey
    • Horseback Riding
    • Ice Skating
    • Kayaking
    • Lacrosse
    • Martial Arts
    • Multisport
    • Pilates
    • Rock Climbing
    • Roller Blading/Skating
    • Rowing
    • Rugby
    • Sailing
    • Skateboarding
    • Skiing
    • Skiing and snowboarding
    • Snowboarding
    • Soccer
    • Softball
    • Squash
    • Surfing
    • Swimming
    • Table Tennis
    • Tennis
    • Track and Field
    • Tumbling
    • Volleyball
    • Water Polo
    • Waterskiing
    • Water Sports
    • Winter Sports
    • Wrestling
  • Visual Arts
    • Building
    • Carpentry
    • Cartooning
    • Ceramics
    • Clay
    • Cooking
    • Crafts
    • Digital Media
    • Drawing and Painting
    • Fashion Design
    • Industrial Arts
    • Jewelry Making
    • Knitting
    • Lego
    • Models
    • Photography and Video
    • Pottery
    • Printmaking
    • Sculpture
    • Sewing
    • Woodworking