Adding missing attendee data
Data consistency can be key for organisations to create a source of truth about the demographics and details of the attendees they engage.
Adding these new attendees initially can be done in three main ways, described in the guide here.
This guide will aim to highlight the ways that users can identify and then rectify any missing data against attendees once they are on Upshot.
Locating missing data on Attendees
Missing data in Upshot can be identified in different places.
Homepage
Firstly, on the Homepage there is an overview of key data fields on your attendees such as ‘Postcode, Date of birth and Emergency contact details.’
‘Postcode’ and ‘Date of birth’ are important pieces of data for many organisations as they allow you to report by age on the People report, as well as view your attendees on the Map function. Adding UK postcodes against attendees will also automatically generate information such as the 'Local Authority, District, Constituency and Ward' someone is from as well as the figure generated by that postcode in terms of the 'Index of Multiple Deprivation (IMD).'
‘Emergency contact details’ is a practical element concerning the attendees you engage with.
People > Add missing data
Go to People > Add missing data
This will present you with a matrix of your attendees and corresponding data fields.
Each row represents an attendee and each column a data field from your registration form. The data that is missing from each participant’s profile is marked with an ‘x’.
Note: The data fields shown will only include the core data fields.
There are also two filter options at the bottom that allow you change the view of this page, either to include more attendees or to look at specific data fields.
People Report
Within the People Report there are a few Upshot global fields that exist as 'Yes/No' filters within the report, this will allow you to quickly identify missing data. These fields are: 'Email address, Mobile Number and Emergency contact' as shown below. By selecting 'No' for any of these fields the results will show all the people that do not have this data on their profile.
Please note: this only applies to the Upshot global fields - if you are using a custom field to collect 'email address, mobile number or emergency contact details' the filter won't work as intended.
Alternatively the export of the People Report (without any filters applied) will give you a database of all your participants as each row, and each data field as a column, from here it is possible to identify missing data on mass.
Once you have downloaded the data, apply a filter on your spreadsheet to row 4.
Each of the headers of this row are 'Attendee data fields', so filtering specific columns to show 'blanks' will show you the attendees that do not have any associated data for that field. Please see the video below for a demonstration of how this works.
Adding missing data on Attendees
Individual attendee profile
The most simple way to address missing data is to go to the specific profile of the participant by searching for their name in the top right corner of the screen.
Once on their profile , make sure you are in the Personal details tab. Here users will see each data field (registration form questions) such as 'Address line 1' can be edited. If amendments are made, ensure you hit Update at the bottom of the page to save any changes.
People > Add missing data
Hovering your cursor over any of the empty fields (marked with an ‘x’) will allow you to quickly edit that individual field for the attendee.
This could be useful for specific cases or situations that don’t involve having to update lots of profiles at the same time.
Clicking on any of the column headers will rearrange the list to a specific header in either alphabetical (or chronological order for DOB) - e.g. clicking on "Email" will rearrange the view to show everyone's emails in alphabetical order. Similarly with any date fields it will present in chronological order.
Bulk Edit
If there is a specific field that has missing data across a large number of attendees and either of the above two options is going to be too time consuming, it could be worth looking into a process known as a bulk edit.
This allows organisations to edit profiles on mass from a download of all/specific groups of attendees on an organisation’s Upshot account.
Please contact support@upshot.org.uk to find out more about this.
Key Terms
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 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.
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.
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.
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.