Overview
ActivityHero is now part of the Aeries Software family, giving districts a connected way to run Attendance Recovery (AR) sessions. Families and staff manage session scheduling, registration, and check-in/check-out in ActivityHero, while Aeries remains the system of record for Supplemental Attendance and ADA Make-Up tracking used for state reporting.
This document walks through the workflow for using ActivityHero for Attendance Recovery: configuring AR codes in Aeries, setting up the AR activity in ActivityHero, submitting the required IDs to ActivityHero Support so the two systems are linked, and downloading a report of AR participation from ActivityHero to upload into Aeries.
This guidance is intended for attendance clerks, expanded learning/AR program coordinators, and district staff who administer Attendance Recovery in both Aeries and ActivityHero.
Setup Considerations for District
Before using ActivityHero for Attendance Recovery, districts should review the Attendance Recovery Workflow in Aeries and confirm:
- A Supplemental Attendance Program Code is designated specifically for Attendance Recovery in Aeries, and is not shared with ELOP or Saturday School codes.
- A dedicated ADA Make-Up Code is designated for Attendance Recovery and is not reused for other make-up purposes.
- Staff who will create AR sessions in ActivityHero know the current academic year's AR session parameters (hourly increments, session dates within 7/1–6/30) so the ActivityHero activity mirrors what Aeries expects.
Proper setup on both sides is critical to ensure AR hours earned in ActivityHero flow correctly into Aeries and are reflected in state reporting.
Step 1: Set Up Attendance Recovery in Aeries
Complete the Aeries-side configuration first — ActivityHero relies on these codes to route AR participation data correctly.
1. Add AR-specific codes to the Code Table. Navigate to Update Code Table and add, if not already present:
- A Supplemental Attendance Type Code (ATP.TY) used only for Attendance Recovery.
- An ADA Make-Up Code (ATT.ADA) used only for Attendance Recovery.
2. Identify the codes in District Settings. Navigate to School Info > Configurations > District Settings and select the codes created in Step 1 under the Attendance Recovery Program Codes and ADA Make-Up Code fields.
3. (California districts) Confirm Attendance Recovery Bank (ARB) permissions. Assign Read (Query Only) permission to any staff who need to view the ARB page, and Mass Update (Administer) permission to staff responsible for running Mass Calculate AR Data for All Students.
NOTE: Attendance Recovery does not replace a student's original absence code. The ADA Make-Up Code is applied in addition to the absence, and Aeries automatically populates AR Minutes Utilized (ATT.AMU) when that code is used. |
Step 2: Create the Attendance Recovery Activity in ActivityHero
Once the Aeries codes are in place, set up the corresponding session in ActivityHero:
- Log in to ActivityHero as a district admin.
- Create a new Activity representing the Attendance Recovery program (for example, “Saturday School – Attendance Recovery”), and add the session(s) with dates, times, and capacity.
- Set session times in hourly increments and keep session dates within the current academic year (7/1–6/30), matching how Aeries calculates AR hours earned.
- Once the Activity and Session(s) are created, note the Activity ID and Session ID(s) that ActivityHero generates — these are needed for Step 3.
| NOTE: ActivityHero does not yet have a dedicated “Attendance Recovery” Activity Type. For now, be sure to clearly indicate which session needs the session code. A dedicated Attendance Recovery Activity Type is planned (see What's Coming Next); once available, you will be able to update this directly in the Activity Manager. |
Step 3: Submit IDs to ActivityHero Support
With both sides configured, submit a support ticket so ActivityHero Support can link the ActivityHero activity to the district's Attendance Recovery codes. Include:
- District/School identifier (Aeries school code).
- The ActivityHero Activity ID and Session ID(s) from Step 2, OR the Activity and Session names.
- The Aeries Supplemental Attendance Program Code (ATP.TY) designated for Attendance Recovery in Step 1.
ActivityHero Support will add the ATP.TY code to the corresponding ActivityHero activity so that the Supplemental Attendance Report from ActivityHero can be downloaded and uploaded into Aeries.
Step 4: Download the Supplemental Attendance Report
There will eventually be automatic sync but in the meantime, you will need to pull a report from ActivityHero and upload to Aeries Supplemental Attendance:
- In the ActivityHero dashboard, go to Registrations & Payments and select Registration Reports.
- Find the Premium Report section on the left navigation menu, and select the Compliance Dashboard link
- Use the filter at the top of the page to select the program and the date range you need. Click Apply.
- Scroll down to find the Supplemental Attendance Report table. Make sure that the Session field is populated with the ATP.TY code. If it is not, please reach out to ActivityHero support with the number that should be filled in.
- Look for the menu on the upper right corner of the table with the three horizontal bars. Open the menu and click on Download to download the CSV
Step 5: Upload the Attendance Recovery Report into Aeries
Follow the instructions below to upload the CSV into Aeries,
What's Coming Next
A dedicated Attendance Recovery Activity Type is planned for ActivityHero. Once available, districts will be able to select Attendance Recovery directly when creating an activity, and enter the session ID without having to file a ticket with ActivityHero support.
Automatic uploading of Attendance Recovery records from ActivityHero into Aeries is also planned for the 2026-2027 school year.
Key Takeaways
- Aeries AR codes (Supplemental Attendance Program Code and ADA Make-Up Code) must be configured before setting up the activity in ActivityHero.
- ActivityHero does not yet have a native Attendance Recovery Activity Type — create it as a standard Activity for now and send the resulting IDs to Aeries Support to complete the link.
- Absences are still recovered in Aeries using the ADA Make-Up Code, which auto-populates AR Minutes Utilized (ATT.AMU).
- A Registration Report can be filtered and downloaded from ActivityHero at any time to verify AR session participation.
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