How Do I Import Attendance Data?

Created on Aug 26, 2026, Modified on Thu, Aug 27 at 1:57 PM

Overview
Get the Required Registration Data
Complete the Import Template
Import Template Fields
Import the File

Overview

Navigate to Manage Listing > Import

Use the Attendance import template file to add check-in and check-out records for multiple students at once, instead of entering attendance one student at a time. The template requires several ID values that come from a Registrations report download, so complete that step first.

Note: If you need to import attendance for past time periods that do not have registrations in ActivityHero, contact the Support team to import historical attendance.

Get the Required Registration Data ↑

In order to record the attendance data for the correct students, you will need to first get information from the Registration Report.

Navigate to Reports > Registrations for All Students.
Use the filters (Activity Type, Session, Location, Activity, Meeting Date, and so on) to narrow the list to the students for whom you want to enter attendance.
Click Apply Filters.
Click Download All Registrations CSV.

Open the downloaded file and copy the registration_id, activity_schedule_id, activity_id, provider_location_id, and child_name values for each student into the matching rows of the attendance import template.

Complete the Import Template ↑

Download the Attendance Import Template file and add one row per attendance event, for example a check-in row and a separate check-out row for the same student and date.

Enter a value in every required (yellow) column: meeting_date, attendance, attendance_time, signer_name, self_check_in, updated_by, registration_id, activity_schedule_id, activity_id, and provider_location_id.
Leave the optional columns (deleted_at, signature, attendance_notes) blank unless they apply.
Do not rename any column headers. They must be identical to the names above in order to import correctly, including capitalization.

Columns A-F are ready for import.

Columns J-N are ready for import (child_name is not required for import, but may be useful for you to prepare the file).

Note: You may find it easier to prepare a file that has check-in time and check-out time as two separate columns. This results in one row per student per meeting_date. If you choose to prepare the initial file this way, before importing the file, fill in the value "check-in" for the attendance column on all rows. Note the last row number. Then make a copy of all the rows and replace the attendance value as "check-out" for all the newly pasted rows.

Import Template Fields ↑

Column	Field	Required	Description
A	meeting_date	Yes	Date of the attendance record.
B	attendance	Yes	This must be check-in or check-out (lower case).
C	attendance_time	Yes	Time of the attendance event, for example 3:00 PM.
D	signer_name	Yes	Name of the person signing the student in or out.
E	self_check_in	Yes	Indicates whether the student self-checked in. TRUE, FALSE
F	updated_by	Yes	Name or ID of the staff member entering the record.
G	deleted_at	No	Leave blank; used only when removing a record.
H	signature	No	Digital signature data, if applicable.
I	attendance_notes	No	Free-text notes about the attendance record.
J	registration_id	Yes	Registration ID from the Registrations report. This is unique for each student.
K	activity_schedule_id	Yes	Activity schedule ID from the Registrations report; identifies the session.
L	activity_id	Yes	Activity ID from the Registrations report.
M	provider_location_id	Yes	Provider location ID from the Registrations report; identifies the site.
N	child_name	No	Student's name, for readability only; not used to match the record.

Import the File ↑

Navigate to Manage Listing > Import.
Upload the completed attendance file.
Click Validate.
Review the validation results and correct any flagged rows before finalizing.

Attachments (1)

csv

ActivityHero Import Template - Attendance.csv
373 Bytes