Add your registration data to ActivityHero in bulk using import templates. Save time and streamline your setup process by uploading all your registrations in bulk with just a few simple steps.
For an overview of importing in ActivityHero for an idea about how locations, activities, sessions, and other data are related to each other check out our help article How do I import data into ActivityHero?
1. Download a sample registration template by clicking the Download sample registrations csv button. The downloaded file will contain one line of sample data. Actual ActivityHero registration data will not be downloaded.
2. Add your registration data into the CSV file.
- Sample Data - Remember to remove the first row of sample data once you’ve added some of your own data.
- Session ID - To associate the registrations to the correct session, the activity_schedule_id must be included. The activity_schedule_id is also known as the Session ID and can be found on your session in Sessions & Content Manager > Session: Session ID.
- Spot Count - be sure to enter enough spots to cover the number of registrations you are importing. Each imported registration will reduce the spot count by one, and once it hits 0 spots, the remaining registrations will be Waitlisted.
- Custom Questions - If your registration forms require custom questions, they need to be added to the registration upload template. Create a new column at the end of the template. For the column heading, copy/paste the custom question name. This must be exactly as it shows in your registration forms to prevent validation errors. For example, if the custom question is named Student ID, the heading must be "Student ID". For more information about Custom Questions and Registration forms check out our help article.
3. Upload your CSV file by clicking the Upload a new file button. Be sure to select the Registration file type.
4. After uploading your CSV file, click the Validate button to see if your data is ready for import.
5. If there are errors, you will see Validation Failed. Click View Report to inspect the reason for the failure. Correct any errors, and then repeat step 3. For tips on frequent validation errors check out the section below.
6. 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 to complete the import.
Common Registration Validation Errors
Below is a list of common validation errors and how you might address them:
Missing Data - One of the most frequent issues when importing new registrations is missing data in required fields. To avoid this, make sure to carefully check your template for all necessary fields before exporting it as a CSV.
Required Registration Form Data - In addition to general required fields, any data marked as required on your registration form must also be included in the registration import template. This includes any Custom Questions set as required.
Additionally, the column header for each required custom question must match exactly as it appears in your custom questions. For more information on registration forms and custom questions, check out our help article.
Registration Data Fields
* required fields
** required if the user has not registered on ActivityHero before
- * activity_schedule_id
- external_schedule_id
- ** user_email
- ** first_name
- ** last_name
- ** user_zip
- * amount (enter the amount paid, if it was free, enter 0)
- * enrollment_status (Enrolled, Cancelled, Pending, Wait Listed)
- * participant_first_name
- * participant_last_name
- participant_dob (required if your session is for specific ages)
- participant_grade (required if your session is for specific grades)
- participant_school_name
- participant_allergies
- participant_medical_condition
- * parent1_first_name
- * parent1_last_name
- parent1_cell
- * parent1_email
- parent1_street_address
- parent1_city
- parent1_state
- parent1_zip
- parent1_country
- parent2_first_name
- parent2_last_name
- parent2_cell
- parent2_email
- parent2_street_address
- parent2_city
- parent2_state
- parent2_zip
- parent2_country
- authorized1_name (adult who is authorized to pick up or sign in/out the participant)
- authorized1_cell
- authorized1_relation
- authorized2_name
- authorized2_cell
- authorized2_relation
- emergency1_name (emergency contact)
- emergency1_cell
- emergency1_relation (eg: mother, father, aunt)
- emergency2_name
- emergency2_cell
- emergency2_relation
- hospital_name
- physician_name
- physician_phone
- insurance_company
- sibling_request (Names of siblings who are also attending)
- special_request
- subscribed (default is "FALSE". Set to "TRUE" if the user is subscribed to your marketing emails)
Contact support@activityhero.com if you have questions or problems.