> For the complete documentation index, see [llms.txt](https://dcyf.gitbook.io/cmshandbook/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://dcyf.gitbook.io/cmshandbook/upload-tool/step-by-step-instructions-for-uploading-data/upload-attendance-for-activities-without-personal-information-w-out-pi.md).

# Upload Attendance for Activities without Personal Information (w/out PI)

{% stepper %}
{% step %}
**Ensure that Activities without Personal Information have been created via the CMS *****Activities***** tab.**
{% endstep %}

{% step %}
**Run the ‘Participant, Parent & Staff Extract’ from the CMS *****Data Extracts***** tab**
{% endstep %}

{% step %}
**Run the ‘Activity Extract’ using the CMS *****Data Extracts***** tab.**
{% endstep %}

{% step %}
**Filter for “Activities w/o Personal Information” in the Activity Extract under the Activity Type column (Column F).**
{% endstep %}

{% step %}
**Download the ‘Activities woPI’ Upload Template from the *****Resources***** tab – *****Upload***** section.**
{% endstep %}

{% step %}
**Enter the Activity Instance ID.**

This is the identifier for the Activity you are uploading attendance for. Refer to the ‘Activity Extract’.
{% endstep %}

{% step %}
**Enter the Attendance Date(s).** 

This is the date the activity occurred. \*PLEASE NOTE: Dates of attendance must be entered in the following date format - MONTH/DAY/YEAR (e.g. 3/14/2023).
{% endstep %}

{% step %}
**Enter the Number of Minutes (i.e., the activities duration)**
{% endstep %}

{% step %}
**Enter (optional) Notes.**
{% endstep %}

{% step %}
**Enter the total number of Youth that received the service/activity on the date specified.** 

NOTE: if no youth received the service/activity, simply enter “0”.
{% endstep %}

{% step %}
**Enter the total number of Adults/Parents that received the service/activity on the date specified.**

NOTE: if no adults/parents received the service/activity, enter “0”.
{% endstep %}

{% step %}
**Enter the total number of Service Providers (other than program staff) that attended the service/activity on the date specified.**

NOTE: if no service providers attended, enter “0”.
{% endstep %}

{% step %}
**Enter (optional) a Program Staff PersonID for the Staff who administered or attended the service/activity.**

NOTE: Reference the Person ID under Staff Records in the CMS *Participants & Staff* tab or in the ‘Participants, Staff, Parents Data Extract’.
{% endstep %}

{% step %}
**Enter a ServiceDate ID only when editing an existing attendance record.**

Please see below. Access Service Date ID by downloading the ‘Activity w/o Personal Information Extract’ using the *Data Extracts* tab in CMS.
{% endstep %}

{% step %}
**Save the file to your computer.**
{% endstep %}

{% step %}
**Click on the *****Upload***** tab in the left-hand menu in CMS.**
{% endstep %}

{% step %}
**Click on the *****Choose File***** button in the Data Upload Tool.**
{% endstep %}

{% step %}
**Select the upload template file you would like to upload.**

This will upload the file to the Data Upload Tool.
{% endstep %}

{% step %}
**Select ‘Activities without PI’ for *****Type***** in the Data Upload Tool.**
{% endstep %}

{% step %}
**Click on the *****Begin Upload***** button in the Data Upload Tool.**
{% endstep %}

{% step %}
**(If applicable) Review any error messages, make the appropriate changes and repeat steps 16-20.**
{% endstep %}
{% endstepper %}

## **Use the Upload Tool to Make Changes to Existing Attendance Records**

{% stepper %}
{% step %}
**Enter the ServiceDate ID of the attendance records you would like to update under the ServiceDate ID column of the template.**

Download the ‘Activity w/o Personal Information Extract’ from the *Data Extracts* tab in CMS to identify existing ServiceDate IDs. NOTE: rows that are missing this Service Date ID will create a separate attendance record for the date specified. Rows that contain ServiceDate IDs will overwrite the existing attendance record with the values contained in the template.
{% endstep %}

{% step %}
**Complete all the required fields making sure to enter the original values you want to keep and define new values or data as necessary.**

Please refer to steps 6-13 above to identify required fields.
{% endstep %}

{% step %}
**Repeat steps 15-21 above.**
{% endstep %}
{% endstepper %}