Upload Participants (Child or Adult Day Care Client)

If you have a list of participants in an Excel spreadsheet, you can use the upload feature instead of creating each child or adult day care client individually. However, the information must be formatted exactly according to the template so that My Food Program can match the columns in your spreadsheet to the correct fields in My Food Program. We are happy to upload your participants (there is no fee for this service) so if you would prefer to have the My Food Program team complete the upload for you, please email [email protected].

Step 1: Get the Participant Upload Template

  • The Participants Upload Template is available at https://www.myfoodprogram.com/reports-templates/
  • The template download as a ".csv (comma delimited)" file type, which is readable by any spreadsheet software including Excel and Google Sheets.
  • Do not change the file type from ".csv (comma delimited)" as the upload will not work if you use a format such as ".xlsx'

Step 2: Fill in the Participant Upload Template

  • The Participants Upload Template has sample data entered so that you can see how the data is supposed to be formatted. Be sure to delete the sample rows before you complete the upload.
  • Add your participant's data in the appropriate columns. A few notes about the data:
    • The following columns are required for the upload to be successful:
      • first_name
      • last_name
      • BirthDate
      • Status
      • StatusStartDate
      • At least one of these columns must have a Y in them along with a start date: CACFPStandard, CACFPPreschool, CACFPSchoolAge, HeadStart,ARAM, NonCACFP. These are called Participant Program Types and you can learn more about them in our Help Center article on Participant Program Type. Typically, child care centers, family child care homes, emergency shelters and adult day care programs use CACFPStandard and afterschool programs use ARAM.
  • If you leave the column "Classroom" blank, the participant will be added to the roster marked as the Default Roster
  • If you enter any parent or guardian names, we recommend you also place a "Y" in the PrimaryGuardian column
  • Participants will be combined into households only if the ParentName and ParentAddress fields are filled in for all the participants in the household and they are the same
  • See the chart at the bottom of this article for a comprehensive chart of each of the fields.


    When you are done filling in your data, save the template. Be sure to keep the original file extension “.csv (comma delimited)”. Excel files like “.xlsx” will not work.


    Step 3: Upload the File

    • Log into My Food Program and click on “Participants & Rosters” on the main site dashboard.
    • Click on the green “Upload Participants” button.
    • Use the file explorer to locate the file with participant information and click “Open”.
    • To import all participants on your spreadsheet, click the checkbox next to the word “Participant” in the upper-left corner. This will select all participants on the list.
    • If any participants cannot be imported, there will be an error message on the far right corner. You can either proceed with the upload and add those participants manually or cancel the upload and fix the errors in the spreadsheet.
    • Once you have selected all the participants you wish to import, scroll to the bottom of the page and click “Save”.

    Chart of All Fields

    Field NameAcceptable ValuesNotes
    center_nameTextOnly needed if you are uploading participants for more than one site in one spreadsheet. If you are uploading participants for one site, leave this blank.
    first_nameText
    middle_nameText
    last_nameText
    BirthDateMM/DD/YYYYBe sure to use the four-digit year!
    WithdrawalDateMM/DD/YYYY
    GenderM, F, Male, Female
    StatusActive, Pending, Incomplete, Inactive
    AllergiesTextWill prompt alerts in MFP+ if any text is entered, so we discourage you from writing "no allergies" or "none"
    ClassroomTextIf the roster does not exist, the roster will be automatically created during the upload
    RaceBlackY, N, Yes, No, T, FThis formula may be helpful if you have one column with race information instead of separate columns: =IF(ISNUMBER(SEARCH("black",cell)),"Y","N")
    RaceWhiteY, N, Yes, No, T, FThis formula may be helpful if you have one column with race information instead of separate columns:=IF(ISNUMBER(SEARCH("white",cell)),"Y","N")
    RaceAsianY, N, Yes, No, T, FThis formula may be helpful if you have one column with race information instead of separate columns:=IF(ISNUMBER(SEARCH("asian",cell)),"Y","N")
    RaceHispanicY, N, Yes, No, T FThis formula may be helpful if you have one column with ethnicity information instead of separate columns:=IF(cell="Not Hispanic or Latino","N",IF(cell="Hispanic or Latino","Y",""))
    RacePacificIslanderY, N, Yes, No, T FThis formula may be helpful if you have one column with race information instead of separate columns: =IF(ISNUMBER(SEARCH("pacific",cell)),"Y","N")
    RaceAmericanIndian
    Y, N, Yes, No, T FThis formula may be helpful if you have one column with race information instead of separate columns: =IF(ISNUMBER(SEARCH("indian",cell)),"Y","N")
    RateType
    Hour, Day, Week Month
    Rate
    Number with up to two decimals
    SchoolDayRate
    Number with up to two decimals
    isProvidersChild
    Y, N, Yes, No, T, FOnly used for family child care homes
    isFosterChild
    Y, N, Yes, No, T, FMarks a child as a foster child with automatic eligibility for Tier I or Free category
    isSpecialNeeds
    Y, N, Yes, No, T, F
    isReceivesSubsidizedCare
    Y, N, Yes, No, T, F
    isRelatedNonResidential
    Y, N, Yes, No, T, FOnly used for family child care homes
    ExcludeFromLicenseCapacityCheck
    Y, N, Yes, No, T, F
    external_child_id
    Number or Text
    MonInTime
    HH:MM am/pm
    MonOutTime
    HH:MM am/pm
    MonInTime2
    HH:MM am/pm
    MonOutTime2
    HH:MM am/pm
    TueInTime
    HH:MM am/pm
    TueOutTime
    HH:MM am/pm
    TueInTime2
    HH:MM am/pm
    TueOutTime2
    HH:MM am/pm
    WedInTime
    HH:MM am/pm
    WedOutTime
    HH:MM am/pm
    WedInTime2
    HH:MM am/pm
    WedOutTime2
    HH:MM am/pm
    ThuInTime
    HH:MM am/pm
    ThuOutTime
    HH:MM am/pm
    ThuInTime2
    HH:MM am/pm
    ThuOutTime2
    HH:MM am/pm
    FriInTime
    HH:MM am/pm
    FriOutTime
    HH:MM am/pm
    FriInTime2
    HH:MM am/pm
    FriOutTime2
    HH:MM am/pm
    SatInTime
    HH:MM am/pm
    SatOutTime
    HH:MM am/pm
    SatInTime2
    HH:MM am/pm
    SatOutTime2
    HH:MM am/pm
    SunInTime
    HH:MM am/pm
    SunOutTime
    HH:MM am/pm
    SunInTime2
    HH:MM am/pm
    SunOutTime2
    HH:MM am/pm
    EarlySnack
    Y, N, Yes, No, T, F
    Breakfast
    Y, N, Yes, No, T, F
    AMSnack
    Y, N, Yes, No, T, F
    Lunch
    Y, N, Yes, No, T, F
    PMSnack
    Y, N, Yes, No, T, F
    Dinner
    Y, N, Yes, No, T, F
    EVSnack
    Y, N, Yes, No, T, F
    CurrentEnrollmentDate
    MM/DD/YYYYIf you enter an enrollment form start date, then you need to enter an expiration date
    EnrollmentExpirationDate
    MM/DD/YYYY
    InfantMealNotificationDate
    MM/DD/YYYY
    FormulaOrBreastMilkSource
    Breast Milk, Center Formula, Parent Formula
    SolidFoodSource
    Center or Parent
    CenterFormulaBrand
    NumberThis is looking for a foodItemId. Contact My Food Program to get the foodItemId.
    ParentFormulaBrand
    NumberThis is looking for a foodItemId. Contact My Food Program to get the foodItemId.
    ReadyDateForFruitVeg
    MM/DD/YYYY
    ReadyDateForMMAGrain
    MM/DD/YYYY
    SpecialDiet
    Y, N, Yes, No, T, F
    SpecialDietStatementStartDate
    MM/DD/YYYY
    SpecialDietStatementEndDate
    MM/DD/YYYY
    SpecialDietReason
    Text
    SpecialDietDisability
    Y, N, Yes, No, T, F
    FoodOmitted
    Text
    FoodSubstituted
    Text
    IEFSignatureDate
    MM/DD/YYYY
    IEFExpirationDate
    MM/DD/YYYY
    FRPCategory
    Free, Reduced, Paid, Tier I, Tier II
    FRPEligibility
    Refused, Income
    Provider Income,
    Case Number, Eligibility Number, Head Start, Direct Certification, Extended Certification, Foster, Migrant, Runaway, Homeless, Other, No Income, Blank Income Fields, Medicaid, SSI
    FRPCaseNum
    Text or Number
    TitleXXExpiration
    MM/DD/YYYY
    PrimaryGuardian
    Y, N, Yes, No, T, F
    ParentName
    Text
    ParentHomePhone
    Number
    ParentWorkPhone
    Number
    ParentAddress
    Text or NumberNote that participants will be combined into the same household only if ParentName and ParentAddress are both an exact match.
    ParentCity
    Text
    PrimaryState
    2-letter state code
    ParentZip
    ParentEmail
    Text
    CACFPStandard
    Y, N, Yes, No, T, F
    CACFPStandardStartDate
    MM/DD/YYYY
    CACFPStandardEndDate
    MM/DD/YYYY
    CACFPPreschool
    Y, N, Yes, No, T, F
    CACFPPreschoolStartDate
    MM/DD/YYYY
    CACFPPreschoolEndDate
    MM/DD/YYYY
    CACFPSchoolAge
    Y, N, Yes, No, T, F
    CACFPSchoolAgeStartDate
    MM/DD/YYYY
    CACFPSchoolAgeEndDate
    MM/DD/YYYY
    HeadStart
    Y, N, Yes, No, T, F
    HeadStartStartDate
    MM/DD/YYYY
    HeadStartEndDate
    MM/DD/YYYY
    ARAM
    Y, N, Yes, No, T, F
    ARAMStartDate
    MM/DD/YYYY
    ARAMEndDate
    MM/DD/YYYY
    NonCACFP
    Y, N, Yes, No, T, F
    NonCACFPStartDate
    MM/DD/YYYY
    NonCACFPEndDate
    MM/DD/YYYY

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