How to Prepare Your Program Data for Import into AfterSchool HQ

To help ensure a smooth data import, files submitted to AfterSchool HQ should follow the formatting guidelines below. Preparing your file in this format helps prevent import errors and ensures accurate reporting once your programs are live.

Once your spreadsheet is ready, upload your file using our Import Request Form

Preparing Your File

Before submitting your spreadsheet for import, please confirm the following:

✔ Your file uses the AHQ import template
✔ Each student appears on one row only
✔ Duplicate participant rows have been removed
✔ Required fields (ex: student name, date of birth) are included
✔ Custom fields included in the spreadsheet already exist in AHQ forms

Need Help Preparing Your File?

If you would like assistance preparing your spreadsheet for import, AHQ offers Data Support Services to help with tasks such as:

Cleaning and organizing exported spreadsheets
Mapping external system data to AHQ’s required format
Standardizing field formatting (grade levels, dates, phone numbers, etc.)
Structuring datasets so they align with the AHQ import template

If your dataset contains conflicting or unclear student information, your organization may need to confirm the correct values before import. If you're interested in this support, our team can provide an estimate based on the size and complexity of the dataset.

Download the AHQ Import Template: AHQ Import Tempate

AHQ Data Accepted Values

Field	Accepted Value/ Formatting	Acceptable Example
Grade Levels	TK, K, 1st, 2nd, 3rd, 4th, 5th, 6th, 7th, 8th	3rd
State	Full state name	California
Gender	Male, Female, Transgender, Non-Binary, Prefer not to say, Gender not listed.	Male
Date of Birth	MM/DD/YYYY	04/15/2014
Phone Number	One phone number per person. Numbers only (10 digits, no spaces or symbols)	3132345678
Email	One valid email address per person. Must include “@” and domain.	parent@email.com

Common Issues to Avoid

The following issues are the most common reasons imports are delayed:

Duplicate participant records
Multiple email addresses in one field
Phone numbers with symbols or multiple values
Inconsistent formatting Missing required fields
Conflicting Student Information

Reviewing these items before submission helps ensure the file can be imported quickly!

Conflicting Participant Information

If multiple records exist for the same participant with different identifying information (such as different dates of birth or email addresses), AHQ cannot determine which record is correct. Because AHQ relies on unique identifiers to create student profiles, conflicting records may result in duplicate student accounts.

Before submitting your file, please reconcile any conflicting records to ensure each student has consistent identifying information.

While AHQ can assist with preparing the file for import in some cases, the accuracy of student data must be confirmed by the organization providing the dataset.

Data Import Readiness Checklist

Before sending your spreadsheet to AHQ, take a quick minute to review this checklist. These simple checks help ensure your file imports smoothly and prevents delays.

Your file follows the AHQ import template structure
Each student appears on one row only
Duplicate student rows have been removed
Required fields (such as student name and date of birth) are included
Grade levels match AHQ accepted values (for example: 3rd, 4th)
State is written as the full state name (for example: California)
Phone numbers include numbers only (10 digits)
Email fields contain one valid email address per person
Dates are formatted MM/DD/YYYY
Your team has reviewed the file and confirmed it’s ready for upload

Once your spreadsheet meets the checklist above, you’re ready to submit it for import.

Step 1 — Upload Your File

Use the AHQ Import Upload Form to submit your spreadsheet for review: Submit Your Student or Volunteer Data for Import

If your organization requires Secure File Transfer (SFTP) for sharing student data, select the SFTP option in the form and provide your IT contact information.

Our team will follow up with secure file transfer instructions.

Step 2 — What Happens Next

After submission:

Our Customer Success team will review your file within 1–2 business days
If the file meets AHQ import requirements, we’ll proceed with the import
If updates are needed before import, we’ll contact you with guidance

Once the import is complete, we’ll send a confirmation email.

Ready to Submit Your Student Data for Import?

Once your spreadsheet is ready, upload your file using our import request form here ➡️ Upload Your Spreadsheet

Reach out to your Program Specialist directly or contact support@afterschoolhq.com for assistance today!