Overview
The Historical Attendance Import feature lets a district or provider account with Admin or Manager permissions upload past check-in, check-out, and signature attendance records into ActivityHero from a CSV file. Use this feature to backfill attendance data that was recorded before the account started using ActivityHero for daily check-in and check-out, or data collected in another system.
Security
The following requirements apply before a user can access this feature:
| Requirement | Description |
|---|---|
| Import permission | The user's role must include the Import permission. The Admin role includes this permission by default. A Manager role must have Import selected on the Security page. |
| Check In/Out permission | The user's role must also include the Check In/Out permission for Historical Attendance to appear in the Type list on the upload form. |
| Allow Running Imports | To click Run and complete the import without waiting on ActivityHero Support, the user's role must have Allow Running Imports enabled. This setting is enabled by default. |
| Note: The feature is enabled per account. If Historical Attendance is not listed as an import type, contact ActivityHero Support to enable it. |
Configurations and Tables
File Requirements
- The file must be in CSV format.
- The file can contain up to 50,000 data rows, not including the header row.
- Column headings in the file must match the required and optional field names exactly.
| IMPORTANT: A file with more than 50,000 data rows is rejected. Split larger files into multiple uploads. |
Required Fields
| Field | Format or Values | Description |
|---|---|---|
| meeting_date | MM/DD/YYYY | Date of the attendance record. The date must fall between January 1, 2000, and the current date. |
| attendance | check_in, check_out, or signature_only | Type of attendance record. |
| attendance_time | HH:MM or HH:MM AM/PM | Time of the attendance record. |
| signer_name | Text | Name of the person who signed the student in or out. |
| activity_name | Text | Name of the activity, matched to an existing activity on the account. |
| location_name | Text | Name of the location, matched to an existing location on the account. |
| student_id | Text or number | The student's ID. |
| state_id | Text or number | The student's state ID. |
| student_first_name | Text | The student's first name. |
| student_last_name | Text | The student's last name. |
| student_grade | PK, TK, K, or 1–12 | The student's grade. |
Optional Fields
| Field | Format or Values | Description |
|---|---|---|
| session_name | Text | Name of the session, if the activity uses sessions. |
| signature | Text | Signature text, if collected. |
| attendance_notes | Text | Notes related to the attendance record. |
| provider_location_id | Number | Internal location ID, if known. |
| student_middle_name | Text | The student's middle name. |
| student_dob | MM/DD/YYYY | The student's date of birth. The date must fall between January 1, 1990, and the current date. |
| student_gender | m, f, or x | The student's gender. |
| NOTE: A row that exactly matches an existing attendance record (same date, time, attendance type, signer, activity, location, and student) is treated as a duplicate and is skipped automatically during import. A duplicate row is not an error. |
Steps
- Click Upload a New File.
- Select the CSV file.
- Select Historical Attendance from the Typelist.
NOTE: If Historical Attendance is not listed, the feature is not enabled for the account, or the user's role does not have the Check In/Out permission. Contact ActivityHero Support for help enabling the feature. - Click Upload.
- Click Validate next to the uploaded file to check it for errors.
- Review the validation status.
- A status of Valid means the file is ready to run.
- A status of Validation Failed means the file has errors. Click View Report to download the error report, correct the file, and upload it again.
- Click Runto import the file.
NOTE: Run is available only to users whose role has Allow Running Imports enabled. Otherwise, ActivityHero Support completes the import after the file is validated. - Click View Report to download a summary of imported rows, skipped rows, and duplicate rows.
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