Glossary
A
Activities:
These are the different things you deliver within each project such as classes, workshops, events, forums, groups, etc. These are often the physical outputs in your programme.
For more information on this please refer to the
Activities guide or the short video
here.
Activity groups:
Activity groups are specific to each project and allow you to organise your activities into groups. For example, you could have an activity group of Basketball and within the group have Boys Basketball as one activity and Girls Basketball as another. Similarly, you could have an activity group of Health and Wellbeing and within that have activities such as Cooking Classes and Healthy Eating Lessons.
For more information on this please refer to the
Activity Groups guide or the short video
here.
Activity types:
Activity types are a way of classifying activities for reporting across projects. For example, if you run Boys Football as one activity and Girls Football as another activity you could give them an activity type of ‘Football’. This will allow you to report on everything with an activity type of ‘Football’ altogether. Similarly, you could have an activity type called ‘Skills and Learning’ and this would allow you to report on all your activities across different projects associated with this activity type in one go. An activity type is required when adding an activity.
For more information on this please refer to the
Activity Types guide or the short video
here.
Archiving:
The archiving feature will allow you to store attendees that are no longer actively engaging in your projects and activities. Their data remains but they are no longer directly accessible for day-to-day use. For more information on this please refer to the
Archiving guide.
Archived Attendees:
These attendees can no longer be found in the search bar, added to registers or sent a survey. You can also no longer email them from the system or add media to their profile. These attendees will only be found by clicking on Archived Attendees and their archived status is indicated by a red no entry symbol next to their name. These archived attendees can be reported on using the People Report and can also be unarchived if required.
Attendance Report:
This report allows you to see all your session registers for certain projects/activities in a downloaded CSV file. By changing the ‘data to display’ you can see more information about what participants did at this session, which has been recorded via your session registers. You can see their attendee type, whether they paid and how much, if they volunteered and for how long, their rating and any additional notes.
The Attendance Report can also be downloaded in a different format, known as a
Database Table. More information around this format can be found
here.
Attendee:
This is a participant, someone who accesses your services. You track your work with attendees through session registers, timeline events, media and surveys.
Attendee Data Fields:
These are extra custom fields, that your organisation wishes to collect information on. These will be presented on either your registration form for attendees or as additional fields on your headcount register. Changes can be made to these by a System Administrator.
Note extra fields created by your Facilitating Organisation may be also be present on your registration form and headcount register.
Data Fields can also be restricted by project, to find out more about this click
here.
Attendee Report:
A downloadable Microsoft Word document that can be the starting block of a case study on an individual. This provides their demographic details, media, attendance record and timeline events.
Attendee (User role):
An attendee user role is a user role related to Delivery Organisations. Selecting this role will create a participant profile for the user. This allows a session registrar to record themselves or another user as the instructor/coach/participant on a session. This role is designed specifically to sit alongside other roles, with no administrative power of its own.
Attendee sign-up form:
This is an external registration form, which can be shared via a public form URL or by embedding on your own website. This allows attendees to register themselves onto your database. The attendees get no access to the Upshot account.
B
Bulk Edit:
A process by which existing participants registration form data can be edited on mass from a download of all/specific groups of participants on an organisations Upshot account. The edited data is then re-uploaded to the system. Please contact support@upshot.org.uk to find out more about this.
Bulk Upload:
A process by which new participants registration data, in the form of a CSV file, can be uploaded on mass to Upshot. To find out more about this please click here.
By indicator:
This tab exists within a project. On this page you can create measured and evidenced indicators for your project and set targets and deliverables for these.
By outcome:
This tab exists within a project. On this page you can see the activities and media that contribute to achieving your outcomes.
By time:
This tab exists within a project. On this page you can see your performance against measured and evidenced indicators for your project.
C
Calendar:
Organisations can choose to view a calendar of activity taking place within their organisation. This can also be shared externally to make potential participants aware of upcoming sessions that may be of interest. This can be across projects or within a single project. More information can be found via the Projects Calendar or the Sessions Calendar.
Cascading Surveys:
Surveys can be cascaded from Facilitating Organisations into relevant Delivery Organisations underneath. If the survey contains Standardised Questions these responses can also be reported on by the Facilitating Organisation. To find out more please click
here.
Closing Surveys:
The 'Close Survey' button gives users the opportunity to bring the survey deployment to a close for whatever reason, ensuring no more responses to the survey can be submitted.
Conditional Questions:
When creating a survey, users can choose to make questions 'conditional.'
This means that questions are only displayed based on a participant's response to a previous question. This can simplify the survey for respondents, asking relevant extra details of those that answer in a certain way and streamlining the survey for those that do not.
For more information please refer to the Conditional questions guide found
here.
Contact hours:
The number of hours that each attendee spends in a session combined. For example if a session lasts 2 hours and five people attend, this represents 10 contact hours.
Create registers, too?:
This option is available when adding new sessions. Ticking this option allows you to pre-populate your register for the session(s) you are creating. You will be able to pre-populate with attendees from an existing register in your project.
Custom Head Count Fields:
These are additional custom fields defined by your organisation and will be presented on your headcount registers. These allow you to gain more information from your headcount sessions. The Upshot default for headcounts is total participants, age range and gender. A System Admin will be able to customise the fields presented. For the full guide on Custom Head Counts fields click
here.
Custom Headcount fields can only be single-choice or tickbox fields. A single choice field will allow you to enter figures that add to a total up to, and including, the total number of participants, whilst a tickbox field is binary. This mean that for a tickbox field the numbers submitted for the two options must always equal the total of participants.
Data Fields can also be restricted by project, to find out more about this click
here.
D
Dashboard:
This is your project homepage, where you can see summaries and indicators. Please refer to the
Home Page guide for more information.
Data Fields:
Data fields are the different questions that organisations ask on their registration form, such as Gender, Ethnicity, Address etc. Upshot contains a host of default fields based on UK Census options. Organisations can also create their own custom data fields at any point.
For more information please refer to the short video here.
Database Table:
In a database, tables have a specific structure to ensure that data can be read by a computer. Within a table data is logically organised, with each row representing a unique record and each column representing a field in the record. For example, in the Database Table download of the Attendance Report, each row represents a unique attendance, whilst there are columns, or fields, for each piece of information about that attendance, such as location, date, activity and attendee.
This is different from a cross tabulation of data, such as the standard attendance report, which holds data about attendances both within rows and columns.
Delivery Organisation (DO):
In Upshot there are two platforms - one for facilitating organisations, often used by funders, and another for delivery organisation accounts, where the attendee and session information is inputted. Facilitating Organisations accounts can be thought of as an over-arching account linked to a number Delivery Organisation accounts. If applicable, information feeds through from the Delivery Organisation level to the higher Facilitating Organisation level for reporting purposes. However, this is not a necessity and delivery organisation accounts are not always linked to a facilitating organisation account.
For more information please refer to the short video here.
Deliverable:
Adding a deliverable to your evidenced indicator defines what you want to achieve. This then becomes the task that needs to be completed or evidence that needs to be provided to then mark this indicator as complete.
Deployment (Folder of survey responses):
This is a folder of attendees’ survey responses. This is where you can group together certain responses to the same survey, for example for an Evaluation survey those responses related to a specific group or activity.
Also, the system can run a comparison of different deployments of the same survey. For instance, in surveys to do with Mental Health and Wellbeing it is often important to see individual responses change over time. Different deployments would allow you to measure and then compare this. I.e. Baseline results compared to Follow Up.
Duplicates:
In some instances users may find multiple versions of the same attendee profile have been added to their Upshot account, this should be avoided for reporting purposes. Only one version of each attendee is needed on Upshot, as this attendee can then be added to all areas of the system.
Find out more about the inbuilt duplicate checker and managing duplicates in this guide here.
E
Emails:
Emails can be sent from Upshot to your attendees and other Upshot users. Whilst the email tool on Upshot is not a two way communication, it can provide a quick way of notifying individuals on your account, for things such as upcoming changes to session delivery.
For the full guide around Emails please click here.
Evidenced Indicator:
These are often qualitative targets to evidence the impact of a project. You can then set deliverable targets to let you know when this has been achieved e.g. Write a magazine article about the work you have delivered. These can also be quantitative targets.
For more information please refer to the Evidenced Indicators guide or see the short video here.
F
Facilitating Organisation (FO):
In Upshot there are two platforms - one for facilitating organisations, often used by funders, and another for delivery organisation accounts, where the attendee and session information is inputted. Facilitating Organisations accounts can be thought of as an over-arching account linked to a number Delivery Organisation accounts. If applicable, information feeds through from the Delivery Organisation level to the higher Facilitating Organisation level for reporting purposes. However, this is not a necessity and delivery organisation accounts are not always linked to a facilitating organisation account.
G
Global Outcomes:
A predetermined list of commonly used outcomes of which you can map or link your specific outcomes into to gauge how you are contributing to the ‘bigger picture’ or other organisational/government/funders aims.
Grid (Sessions):
Accessible within a project, the 'Grid' is a quicker way of adding multiple registers at once. The Grid displays all of your sessions for an activity along the top of the page, and all the attendees that have ever attended that activity down the left hand side. Users can mark attendance for an attendee by ticking the check boxes available. For the full guide around the Sessions Grid please click here.
H
Head Counts:
A head count register allows you to record the number of people who attended and can be broken down further by the Upshot default fields (gender, age range) or by your custom head count fields. For the full guide around Head Counts please click here.
Homepage:
Once logged into the system you will immediately be taken to the Homepage. The Homepage will present a summary of the information from the account and will vary depending on the project(s) or role the user has. Users can always return to the homepage by clicking the Upshot logo in the top left-hand corner. For the full guide around the Homepage please click here.
L
List (Sessions):
Accessible within a project, the 'List' will detail all sessions that have been already created for a project. This can be used to find the session users need to add a register for, or view upcoming and previously submitted sessions.
The list can be filtered either by different date periods on the left hand side or by a variety of filters on the right, such as by sessions related to a certain 'activity', sessions assigned to a certain 'session registrar' or those that are classed as 'overdue'.
Locations:
Any location, venue or site where activities take place.
For more information please refer to the short video here.
M
Matrix:
Matrix is a question type available when creating surveys.
Matrix questions allow organisations to present questions that have the same set of response to a series of statements, such as 'Strongly Agree/Strongly Disagree', in a grid format, which can help to shorten the length of the survey.
Measured Indicator:
These provide certain quantifiable metrics that measure the performance of your project in real time. Targets can then be set against this, giving you a visual depiction of how your project is performing.
Measured Indicator Type:
Select one of the indicator types from the drop-down menu to choose the kind of targets that you would like to track.
•
Contact hours: This refers to the number of hours that an attendee spends in a session. For example: If a session lasts 2 hours and five people attend, that is 10 contact hours. This information comes from session registers.
•
Number of accreditations gained: This refers the number of accreditations gained by participants on one or more activity, i.e. Level 1 FA Course. This information comes from timeline events.
•
Number of attendances: This refers to the number of times participants have attended sessions and can include filtered details such as age and ethnicity. This information comes from session registers.
•
Number of attendances on headcount sessions: This refers to the number of times participants have attended headcount sessions. This information comes from session registers.
•
Number of hours delivered: This refers to the number of hours of an activity have been delivered for. This information comes from session registers.
•
Number of referrals from body: This refers to the number of referred participants on your project from a particular external body. This information comes from timeline events.
•
Number of referrals from programme: This refers to the number of referrals from an internal programme, to another programme. This information comes from timeline events.
•
Number of referrals to body: This refers to how many participants from your project have been referred to an external body. This information comes from timeline events.
•
Number of referrals to programme: This refers to the number of referrals to your programme from an internal source. This information comes from timeline events.
•
Number of sessions delivered: This refers to the number of sessions that have been delivered on one or more activities within your project. This information comes from session registers.
•
Number of teams: This refers to the number of teams created within your club project. This information comes from the Teams tab.
•
Number of unique attendees: This refers to the number of individuals that are attending your activities. If the same person has attended 6 of your sessions, they will still only be counted as one unique attendee. This information comes from session registers.
Media:
Media files can provide examples of qualitative evidence of the work you have been delivering. These files are not limited to pictures and videos but can also include word and excel documents as well as PDF files. These files will all sit in your media library. Please click
here for the types of files that can be uploaded to Upshot. For more information on this please refer to the
Media guide.
O
Open Active/Open Data:
OpenActive is a community-led initiative stewarded by the Open Data Institute (ODI) and supported by Sport England with the aim of helping people in England get active using open data.
Open data means making information such as when and where sport and physical activities take place openly available, so more people will be able to find out about local opportunities. Upshot has teamed up with OpenActive to allow you to share any sport and physical activity session you organise directly through your Upshot account, to enable third party booking systems, apps, websites and campaigns to display these for people to find and book. Please get in touch with Upshot if you would like this option to be turned on for your organisation.
Outcomes:
Each project or piece of work that organisations undertake should have direct outcomes, pre-conditions that bring about an organisations long-term strategy. Outcomes are the change you are working towards (e.g. reducing inactivity in young people). Strategies contain multiple outcomes and are linked to projects. Activities, pieces of media and timeline events can be linked to specific outcomes on the system.
Outcomes are different from outputs, which are the quantifiable product of your activities (e.g. 30 young people attended our fitness sessions in three months).
For more information please refer to the short video
here.
For information about reporting on your outcomes, please see a guide for the Strategies Report
here.
P
People Report:
This report allows you to filter down your attendee database to find attendees matching certain criteria. This can be helpful in illustrating to funders the type of individuals you are working with. You can filter using a combination of criteria looking at demographic data, projects/activities attended, Timeline events and your Custom Attendee Data Fields. You then have the option to download this report, send an email or survey to these individuals or alternatively archive or pseudonymise them.
For more information please refer to the
People Report guide or see the short video
here.
Physical Activity:
An activity can be marked as a physical activity, non-physical activity or physical and non-physical activity.
Plan:
This tab sits within a project. The plan tab shows your performance against measured and evidenced indicator targets.
Programme:
Programmes are ways of dividing up the work you fund or facilitate across one or multiple delivery organisations. They can contain their own key performance indicators and are broken down further into projects in each delivery organisation (DO) account.
For more information please refer to the short video here.
Programme Director:
A programme director is a user role related to Facilitating Organisation accounts. A programme director can view all programmes and run reports for all programmes but cannot make any changes to this programme.
Programme Manager:
A programme manager is a user role related to Facilitating Organisation accounts. A programme manager can view specific programmes they are associated with and run specific reports on only this programme. A programme manager can also amend the outcomes, activity types and register preferences for that programme.
Project:
Projects are ways of dividing up the work you deliver as an organisation. They can contain their own key performance indicators and activities. Access to projects can be restricted for each Upshot user.
For more information please refer to the short video
here.
Project Associations:
Although a user may have multiple roles with the Upshot system, it is important to remember you also need to select which projects the user is associated with. A user could be a project manager on one project, but on a different project, they might only be a session registrar. For the third project, the user may have no access and therefore won’t see the project at all. Project associations for users can be edited at any time by a system administrator.
Project Director:
A project director is a role related to a Delivery Organisation. A user with this role has the ability to view the system in its entirety, except attendees’ personal details. The role does not have the permission to make any changes to the system. A project director can pull reports from the system, but none containing personal details.
Project Manager:
A project manager is a role related a Delivery Organisation. A user with this role can configure projects, including locations, activity types and outcomes. Has access to attendees’ personal details and can create activities, indicators and sessions for the project they are associated with.
Project Restrictions:
Custom Data Fields can also be restricted by project(s). Making these fields only viewable to users associated with that project. This can help to customise the length of your registration form and limit the number of users that can view and report on certain information. To find out more about this please click
here.
Project Start/End Dates:
These are the dates visible within a project from the General tab. These dates impact when sessions can be added to the project as well as the date range for indicator targets. By default, these dates will be defined by your licence agreement and can only be amended by a member of the Upshot team.
If needed, the project dates on the system can be extended beyond the licence agreement to allow organisations to set up sessions in advance, if this is required please do contact Upshot Support.
Project Viewer:
A project viewer is a user role related to Facilitating Organisation accounts. A project viewer can view a sessions list and activities calendar for the project they are associated with. They can see how the project is performing against indicators but cannot make any amendments to the project.
Pseudonymisation:
Pseudonymisation is a function that replaces or removes information that identifies an individual. This allows you to delete personal information you no longer want or need to keep, without erasing the attendee’s participation data. Once attendees are pseudonymised they are instantly archived. This means they are no longer included in active searches.
In addition, personal identifiers are deleted or scrambled and only historical participation data is retained.
N.B.: It is not possible to reverse pseudonymisation of an attendee. Once the system has removed the personal identifiers of an attendee, they cannot be recovered. For more information on this please refer to the
Pseudonymisation guide.
Pseudonymisation Log:
The log lists the name of the pseudonymised attendees and the date they were pseudonymised.
Pseudonymisation Queue:
The attendees listed here are in the process of being pseudonymised.
Public Surveys:
Public surveys are a Survey Type on Upshot. If chosen this survey will produce a generic URL link that can be sent out in various forms (email, WhatsApp etc.) for individuals to complete. Note, these individuals do not have to be Upshot participants, and results submitted will not be linked to existing Upshot participants in any way.
R
Registers:
Registers are added to each session so you can record attendance. You can choose to record the names of people that attend or use a head count, this is defined by the ‘Type’ when creating a session.
Using a full ‘register’ allows you to record the names of all the attendees at a particular session. It also allows you to define the attendee type (e.g. participant, session leader, support worker etc.), whether the attendees have paid for the session, whether they volunteered and how they volunteered. These options are shown in register (details) below. This extra information can enhance your reporting capability. For the full guide to Registers please click
here.
Register (Details):
•
Attendance: Clicking on ‘Full’ allows you to specify whether the attendee was there for less than half, half, most or the full duration of the session.
•
Attendee type: Clicking on ‘Participant’ brings up a list of different attendee types which you can assign to each attendee. For example coaches or delivery staff could be given the Session leader role.
•
Rating: This is an arbitrary measure which can be used to rank individuals from 1 to 5. You can use it to record things like engagement, progress or behaviour.
•
Paid: Tick this box to indicate if an attendee has paid for the session.
•
Amount paid: You can also enter how much they have paid.
•
Volunteer: Tick this box if an attendee has volunteered at the session. Once ticked you can enter how many minutes they volunteered for in the text box that appears to the right. This is particularly useful if someone has volunteered before and/or after the session, helping to set up before or clean up after for example.
•
Volunteer role: You can also select multiple roles for a volunteer from the list provided, such as if they ‘Helped set up the session’, ‘Organised / Led part of the session’, ‘Helped with administration’.
•
Volunteer level: Similar to Rating, Volunteer Level is an arbitrary ranking for volunteers. This could be used to show rank, experience or hierarchy amongst volunteers.
Registered field:
One option within the registration form is to record the date field of 'Registered.' This can be used to accurately record when someone registered with your services.
The system automatically date stamps when someone was 'Added to' Upshot, but by using the 'Registered' field this can account for any delays in someone completing the form and then being added to the system by one of your users.
When running a People Report, organisations can choose between 'Created by' - the automatic date stamp or 'Registered' which is the data from the field mentioned here.
Registration Form:
This is the form completed when adding a new participant to the system. This contains fields around basic demographic details, permissions and consents as well as any custom fields. Organisations can add new participants using the internal registration form,
People > Add new, where they enter the information often from a physical copy onto Upshot and/or use the external
Attendee sign up form which provides a link for individuals to complete the registration form themselves.
For more information on the Registration form please view the short video
here.
Reports:
There a variety of reports the system can run to report on your data in Upshot. Please see this area of the support section
here or refer to the
Reports Explained guide as a good starting point.
Restricted Attendee Profiles:
Attendees can be restricted to particular project(s). If users are associated with these projects, they will have full access to the attendees details. If users are not associated with these particular projects, they will only see a restricted view of that attendee’s profile and only be able to complete limited actions with them on Upshot. To find out more please click
here.
S
Sessions:
These are individual occurrences of an activity. You specify the date, time, duration, location and type of register for each session.
For more information on Sessions please refer to the guide
here.
Session Information:
Additional information such as logistics/directions that can be added to a session which would then appear on the details of the session in the public calendar.
Session Registrar:
A session registrar is a user role related to a Delivery Organisation. A user with this role has access to attendee’s details and registers. They can add or remove attendees to registers as well as submit them. They can also report against people and attendance. You may give this role to a sports coach. Note: If you are going to choose the ‘session registrar’ role, you may want to add the ‘attendee’ role as well, since session registrars often need to be added to registers.
Session Report (Individual):
On an individual attendee’s profile users have the option to view their Session Report. This will detail all the sessions that individual has attended as well as information around ‘
Rating, Volunteer, Volunteer role and Notes.’ This can be filtered by a specific time frame and downloaded.
If users had wanted to see specific information on all attendees from a group of sessions, they should use the
Attendance Report.
Session Status:
•
Completed sessions (register): This option allows you to report on sessions that have happened in the past with a register submitted.
•
Completed sessions (no register): This option allows you to report on sessions that have been completed in the past with no register submitted.
•
Future sessions: This option will include future sessions with draft registers in your report.
•
Abandoned sessions: This option will include any abandoned sessions in your report. You have the options when Editing a session to change the session to ‘abandoned and counted’ or ‘abandoned and not counted.’ This will affect how you can report on these sessions later.
Session Tags:
Tags allow you to categorise different sessions within the same Activity.
For instance, your organisation may run a Youth Club every Friday night, on Upshot the ‘Youth Club’ would be the Activity and the Sessions would be the dates/times of the different Friday nights.
Some organisations may want to break this down further and identify that on a particular Friday the Youth Club covered ‘Arts and Crafts / Dancing / Football / Table Tennis’ – it could be one of these things or multiple, and on the next Friday some or all of them may be covered again.
It may not make sense to have these elements set up as separate activities on Upshot, as this would necessitate the need to then create individual sessions and registers for each of these elements, for what was ultimately just one session of the Youth Club on a particular Friday.
This is where ‘tags’ can be helpful, allowing organisations to record that these different elements took place and gain some reporting insight based on this longer term. To find out more please click here.
Sign-up form Reference:
When completing an Attendee sign-up form individuals will receive an automated sign-up reference. The sign-up reference can firstly be helpful if an organisation is contacted by someone that completed the form and they still sit within your Attendee sign-up waiting list.
For any attendees that have been 'Accepted' onto the system, the sign-up reference can be used in the search bar to find the relevant attendee.
Standardised Questions:
Standardised questions are survey questions that can be used to enhance the reporting available to organisations when used. Standardised questions include Upshot Global Questions, a mix of accredited survey questions and one from large funders in the sector. Organisations can also create their own Standardised Questions. To find out more please click
here.
Statistics Report:
The statistics report allows you to see headline numbers across different criteria in regards to your project:
•
Attendees (all people) – The number of people who attended sessions in any capacity.
•
Attendees (participants) – The number people who attended sessions as participants.
•
Attendances (all people) – The number of times anyone has attended in any capacity.
•
Attendances (participants) – The number of times participants took part.
•
Contact hours – The number of hours that each attendee spends in a session combined. For example if a session lasts 2 hours and five people attend, this represents 10 contact hours.
•
Session hours – The total length of time that sessions have been run for.
•
Sessions delivered – The number of sessions that have been delivered.
•
Accreditations gained – If any accreditations were gained as part of this particular activity.
•
Cost – The total cost of this activity to the organisation. This cost is then broken down as an average based on the filters chosen.
•
Cost per participant – The cost average to the organisation per participant.
•
Cost per participant attendance – The average cost to the organisation for each attendance on a particular project/activity.
•
Cost per hour delivered – The average cost per hour to deliver a particular activity.
•
Cost per session delivered – The average cost for each session that is delivered, within a particular activity.
•
Cost per accreditation gained – The average cost to the organisation for each accreditation gained by participants on a particular activity
For more information on this please refer to the Statistics Report guide or the short video here.
Strategies:
A cumulative group or banner that outcomes sit within. Often seen as the impact or long-term effect of programming.
Most organisations have a long-term vision, strategy or theory of change. This defines what change in society they hope to achieve.
Each project or piece of work that they undertake should have direct outcomes, pre-conditions that bring about this long-term change. Outcomes are the change you are working towards (e.g. reducing inactivity in young people). This is different from outputs, which is the quantifiable product of your activities (e.g. 30 young people attended our fitness sessions in three months).
For more information please refer to the short video
here.
Strategies Report:
The Strategies Report brings together a summary of your attendance, timeline event and standardised questions data by Strategies and Outcomes.
The Strategies Report can be used to report on data from across a whole account, or a number of accounts for Facilitating organisations. The report is therefore particularly powerful for reporting across projects, and for evidencing work and impact towards your organisational long-term vision, theory of change, or funder strategies.
Surveys:
Surveys can be created on the system and could include a onetime evaluation form or a questionnaire that is completed at various points in time by individuals to measure changes in their responses.
There are three different types of surveys that can be created on the system –
Standard, Anonymous and
Public.
Standard and
Anonymous surveys are assigned to individual profiles. These can then be sent out to individuals via email or they can be completed by a system user on the individual’s behalf if they have a paper copy in front of them. A third option can be for a user to bring up the Survey App while at a session and complete with participants.
Public surveys generate a URL link and are not attached to individual Upshot profiles. The URL link can be shared far and wide allowing organisations to gain feedback from the wider community.
System Admin:
Has full access to all the options in the Admin tab and can create and edit users, and manage system preferences such as attendee data fields, timeline events and locations. This role (on its own) does not have access to attendees’ personal details. For more information please refer to the
System Admin guide.
T
Target:
Adding a target to your measured indicator allows your performance to be tracked in a given timeframe.
Team Manager:
This role is for our Upshot Club Projects to manage the team function. This is a role related to Delivery Organisation accounts. It works similarly to the Project Manager role. Team managers will only see the relevant teams they are made managers of and only be able to add activities and sessions to this team.
Timeline Event:
Each attendee on the system has a timeline and you can track points of interest on their journey as "timeline events". These record what has happened or changed with a participant outside of regular session data and can often be viewed as individual outcomes from participating in the project. These events can be customised but template examples include:
•
Accommodation status: This refers to where the attendee is currently living.
•
Accreditation: If the attendee has gained any accredited qualifications whilst attending your project then there is the option of choosing from a wide range of pre-set qualifications. The list of accreditations can be added to or reduced.
•
Blood pressure measurement: Record of blood pressure of the attendee.
•
BMI measurement: Body Mass Index measurement.
•
Criminal records check: If the attendee has passed a criminal record check, you state which check it was that they passed and when it expires.
•
Education status: This refers to the level of formal qualifications that the attendee has received to date.
•
EET status: This refers to the attendees’ current education, employment or training status. This also includes if they are currently volunteering on your project or any other.
•
Intended progression: This refers to the aims of the attendee and what they would like to do once they have left your project. There are a number of options including education and employment. If you wish you may also specify your own.
•
Note: Space for a more general comment on an individual if no other event is a good fit. If it is a clearly defined entry, then think about creating a custom Timeline Event. This can then be reported on in future as well.
•
Other: Other attribute refers to other possible information you would like to add about this person. This could include low income status, at risk of exclusion from school/college, ex offender, refugee, asylum seeker, lone parent or any other attribute you wish to add.
•
Physically inactive: If the attendee is or becomes physically inactive at any point this can be selected.
•
Post-project status: This refers to what the attendee is known to be doing once they have left your project.
•
Referred from: If the attendee has been referred to your project from another body, for example a school or a local sports club. This list can be added to.
•
Referred to: If your attendee is referred to another organisation then it can be selected here. This list can also be added to.
•
Referred from programme: If the attendee has been referred from another programme associated with your organisation.
•
Referred to programme: If the attendee has been referred to another programme associated with your organisation.
For more information on this please refer to the Timeline Event guide or view the short video here.
Timeline Event Report:
The Timeline Events Report can be used to find the number of times a certain Timeline Event has been recorded or the number of attendees who have this Timeline Event recorded against their profile.
This can be broken down further using the available filters to look at the amount of Timeline Events in a certain time period or those Timeline Events associated with projects, activities or outcomes.
Two-factor authentication (2FA):
Two-factor authentication (2FA) is a process that combines normal username and password authentication with a single-use token (OTP - one-time password), typically generated by a physical device or a smartphone app. This combination of “something you know” with “something you have” increases confidence that the user is authentic and is becoming more and more widely adopted, especially for applications that contain sensitive data.
U
Upshot Mobile App:
The Upshot Mobile App is a slimmed down version of Upshot which is ideal to help users manage and submit registers in a faster and easier way. In addition, users will be able to add new attendees and review the information on participants such as medical conditions, emergency contact and consent to media in a convenient way, while directly at the session. Users can always switch to the main site when needed.
Upshot Survey App:
The Upshot Survey App is available for iOS and Android devices to complete surveys online or offline. Setup the survey beforehand and then when out on location use the App on your Phone/Tablet and ask individuals to complete. If you have no Wi-Fi you can still enter the results, and these will upload automatically to your account when you are back online.
User:
Someone who can log in and has access to Upshot. There are different user roles which allow different levels of access. Users can hold more than one role at once. These roles include:
• At Delivery Organisation Level:
o System Admin
o Project Director
o Project Manager
o Session Registrar
o Attendee
o Team Manager
• At Facilitating Organisation Level:
o System Admin
o Programme Manager
o Programme Director
o Project Viewer
To find out more about User Roles for 'Delivery Organisations' click here or watch this short video.
For more information specifically on Facilitating Organisation users please click here or watch this short video.
V
Volunteers:
Many organisations rely heavily on
volunteers’ commitment and it is important to provide an accurate record of their hours as recognition, as well as reporting to funders and stakeholders.
To collect data on volunteer engagement – when, for how long and the nature of their work – we recommend using
Session Registers.
Volunteer Role:
On a register you have the option to specify multiple roles to detail how the volunteer helped in a session such as if they ‘Helped set up the session’, ‘Organised/Led part of the session’, ‘Helped with administration’.
Volunteer Level:
On a register you have the option to assign a Volunteer Level. This is an optional ranking for volunteers, which can be determined by individual organisations. For instance, a Level 1 Volunteer may bring along some equipment, whereas a Level 5 Volunteer may be able to run the whole session.
W
Written Reports:
These reports, either on an attendee or a project are downloaded into Microsoft Word and can be the basis of a Project Report or an Individual case study.
