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:

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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 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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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

Categories
  • Academics
    • Academic Writing
    • Boys Only
    • Business
    • Civics
    • College Preparation/Counseling
    • Community Service
    • Creative Writing
    • Debate
    • Economics
    • Finance
    • Financial Aid
    • Geography
    • Gifted
    • Girls Only
    • Government
    • History
    • Homeschool
    • International Studies
    • Investment
    • Journalism
    • Leadership
    • Literacy
    • Math
    • Montessori
    • Preschool
    • Public Speaking
    • Reading
    • STEAM
    • Test Prep
    • Tutoring
  • Book Club
  • BSA
    • Boy Scouts
    • Girl Scouts
  • Camp/Class Types
    • After School Care
    • After School Class
    • Camps
    • Date Night
    • Day Camps
    • Drop-off
    • Financial Aid
    • For Grown-Ups
    • Fundraiser
    • International Camps
    • Learning Pod
    • Online Course
    • Overnight Camps
    • Parent Night Out (PNO)
    • School Break
    • 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
    • eSports
    • Minecraft
  • Girl Scouts
  • Health & Wellness
    • Beauty
    • Meditation
    • Mindfulness
    • Yoga
  • Holidays
    • Halloween
    • School Break
    • Spring Break
    • Thanksgiving
    • Winter Break
  • Internship
  • Jobs
  • Language
    • American Sign Language
    • Arabic
    • Chinese
    • ESL
    • French
    • German
    • Hebrew
    • Hindi
    • Italian
    • Japanese
    • Korean
    • Russian
    • Spanish
  • Life Skills
    • Baking
    • Cooking
  • 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
    • International Camps
    • Overnight/Residential
    • Overnight/Sports
    • 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
    • Architecture
    • 3D Printing
    • Astronomy
    • Biology
    • Chemistry
    • Coding
    • Computer Animation
    • Computers
    • Engineering
    • Geology
    • Makerspace
    • Marine Science
    • Programming
    • Robotics
    • Science
    • Space
    • STEAM
    • Web Development
  • 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
    • eSports
    • Fencing
    • Field Hockey
    • Fitness
    • Flag Football
    • Football
    • Frisbee
    • Golf
    • Gymnastics
    • Hockey
    • Horseback Riding
    • Ice Skating
    • Kayaking
    • Lacrosse
    • Martial Arts
    • Multisport
    • Overnight/Sports
    • 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
    • 3D Printing
    • Anime
    • Architecture
    • Building
    • Carpentry
    • Cartooning
    • Ceramics
    • Clay
    • Cooking
    • Crafts
    • Digital Media
    • Drawing and Painting
    • Fashion Design
    • Film Making
    • Industrial Arts
    • Jewelry Making
    • Knitting
    • Lathe
    • Lego
    • Makerspace
    • Metal Working
    • Models
    • Movies
    • Photography and Video
    • Pottery
    • Printmaking
    • Resin Casting
    • Sculpture
    • Sewing
    • Stop-Motion
    • Welding
    • Woodworking