Master Attendance Import Type

Overview

The Veracross Data Importer allows you to import master attendance records and apply them to people in batch. This import type is considered an importer and an updater — it inserts master attendance records and can overwrite existing master attendance records for the same day/person. Learn more about master attendance by reviewing documentation on the topic.

Uploading Master Attendance records involves the following two steps:

  1. Preparing the data for upload using the Master Attendance import type template, which is provided before data import on the Importer site.
  2. Uploading the data using the Veracross Data Importer.

Preparing the Data for Upload

The user must prepare a comma separated value (CSV) file containing all data to import. This file must contain all columns in the order listed below, even if no content is populated in the columns. If there is no content in a column, that row must be left blank.

Recommendation: Use the import template provided at import.veracross.com/your_school, rather than creating your own CSV file. This can eliminate many unintentional errors.

Fields in the Import Type Template

This template has an instance of a "either this field or that field are required" scenario. See the notes in the table below for more information.

Column (field) NameNotes
Required fields:
person_id or
person_reference_type and person_reference_value
person_idNumeric format. The person_id can be found in the Person ID field in a standard Find Person query.
person_reference_type

Text/numeric format. Must be an already existing person reference type. This information can be found in a Person Reference Type query. Must be either of the following:

  • person reference type id (numeric format)
  • person reference type description (text/numeric format)
person_reference_valueText/numeric format. This value is the reference value in a Find Person Reference Number query.
attendance_dateRequired field. Date format.  The date that the master attendance pertains to. This date must be in YYYY-MM-DD format.
statusRequired field. Numeric format. The ID of the master attendance status that should be applied for this day/person combination. You can find this value as the ID field in the standard Attendance Status Codes query on the System homepage.
event_idNumeric format. The ID of the event the master attendance record applies to. Leaving this value blank sets the value as 0, or None. You can find this value as the Event ID field in a Find Group Events query on the Main homepage.
notesText format. A note field for the master attendance record. Each text field has a 500 character limit.
late_arrival_timeTime format. The time that should be designated as the "Late Arrival Time" on the master attendance record. This value must be in a standard clock format ( e.g., 3 PM = 15:00 and 8 AM = 08:00).
early_dismissal_timeTime format. The time that should be designated as the "Early Dismissal Time" on the master attendance record. This value must be in a standard clock format ( e.g., 3 PM = 15:00 and 8 AM = 08:00).
return_timeTime format. The time that should be designated as the "Return Time" on the master attendance record. This value must be in a standard clock format ( e.g., 3 PM = 15:00 and 8 AM = 08:00) .

Q&A

In addition to the criteria set in the table above, this import type has a number of additional considerations that should be taken into account.

QuestionAnswer
Does this import type create attendance records that don't currently exist?Yes — upon import, master attendance records are created if they do not exist already for the specified person/date.
Since this updates records as well, what happens if I leave a column blank the second time I update the same date/person combination?The value is overwritten as blank. The following values will always be updated on the master attendance record — so if a blank value is uploaded, it will clear out any previously stored value.
  • status
  • event_id
  • notes
  • late_arrival_time
  • early_dismissal_time
  • return_time