Attendee Profile

An Attendee on Upshot is anyone you create a profile for, this can be done in one of three ways detailed here.

On the system you can interact with these profiles in the following ways:

• Tracking attendance through the sessions they attend.
• Notes or milestones added to their profile through the Timeline Event feature.
• Feedback from Surveys they complete or more detailed evaluations that show progression or change.
• Additional evidence in the form of Media that you upload and associate with the attendee.
• Reporting on the data fields recorded on their profile, this can be demographics such as Gender, Ethnicity or any custom questions you have collected.

Other commonly used terms for attendee are 'participant', 'beneficiary' and/or 'service user'.

Finding your attendee

You can view existing attendee information by searching the individual via the 'search bar' in the top right corner of the page or click on their name on registers or from the results on the People Report. For accounts with less than 1000 attendees they can also use the People > Show all option.

When searching for the individual via the search bar you can search by their 'First name, Last name, Nickname, Upshot ID, Identifying Notes or Membership Number.' If any of these fields are not visible in your Upshot account this can be amended by a System Admin via Data Display options.

By clicking on the name of the attendee you will open this information page which consists of 4 tabs:

1. Personal details
2. Timeline
3. Session Report
4. Project Restrictions (relevant only if your account is using the Restricted Attendee Profiles setting)

On each of the tabs listed above, the following will be shown on the right-hand side - Summary, Attendee report, Recent media, Surveys, and Tools sections which help you to link or record additional information against it.

• Summary - This gives you a quick snapshot of the attendees attendance as well as associated data around their postcode if this has been added. It also provides you with an Upshot Unique ID, when and by whom this attendee was added, and when the information on their personal details was last updated on Upshot.  
• Attendee report - This will provide a downloaded report that includes demographic information, attendance records, Timeline Events, and media associated with that attendee. The report can be filtered by date to include only work completed with an attendee in a specific time period. For lots of organisations this can form the basis of a case study. Once downloaded, this report is fully customisable to include information that you wish to show, and if there is information you wish to omit this can also be done.
• Recent Media - This will show you any media already associated with this attendee. You can also add media files for this attendee directly from this page.
• Surveys - If the participant has any outstanding surveys or has completed/closed surveys these will be shown here. You can click on any outstanding survey name to complete on their behalf.

Personal details

• This shows the attendees data against any fields presented on your account, such as Basic details, Contact details, optional Identification photo etc will show up here. This is most likely completed when initially registering the attendee on the system but can be updated at any time, for example if an attendee moves address.
• The data fields shown here can be amended by a System Admin on your account at any time, by following the instructions here.

Timeline

• An attendee's timeline will show all Timeline events in date descending order with the most recent events shown first. An attendee’s timeline will also show any Media they are associated with and Surveys they have completed. In addition, a Printable Version of this page is also available that could be used internally for a visually appealing report or shared with the attendee.
• You can Add an event i.e. anything that has happened or changed with the attendee.
• Filter by allows you to narrow down and find the information for a certain date range or by a certain type.

Session Report

• Session report allow you to view all the information from the registers for the sessions they have attended and can be narrowed down for a specific time frame using Date filters on that page.
• You can also click on the ‘Date’ of a specific session within the session report and it will directly take you to that register (if needed).
• For additional information on the sessions such as the 'Project', 'Activity type' etc you can Download this session report of this attendee.

Project Restrictions (if applicable)

• Restricted Attendee Profiles allows you to limit the information users can see on particular attendees. This restriction works by allowing attendees to be restricted to project(s), and only users with access to those project(s)will then see the full details on relevant attendees.
• This is an additional setting on Upshot and it will be clear if your account is running this if there is a ‘lock symbol’within the top left of your Upshot account.
• The fourth tab called ‘Project restrictions’would then be displayed for an attendee that you have full access to. This would list the current project restrictions in place, whilst also allowing you to manage the attendee’s project restrictions.

• If your account is running with this setting and can see only one tab in the attendee’s information/profile, then you do not currently have full access to their profile. You can request full access to an attendee if desired. This might be needed because the attendee also participates in the Users project and certain information now needs to be accessible. Or this may be needed to be able to complete other actions with that attendee such as adding Timeline Events, Media or sending surveys.

Upshot Mobile App

When viewing an attendee profile on the Upshot Mobile App the following information will be immediately visible.

This includes First Name, Last Name, Nickname, Gender, Age, Postcode, Emergency Contact Details and Medical Conditions.

This information is highlighted immediately to support users at the side of a session with key information they need to identify the correct 'Tony' or provide additional information likely to be needed while at the session, such as Emergency Contact Details.

If applicable, the placeholder image for the attendee will be replaced by their Attendee Profile Picture when online. If offline, the placeholder will continue to show.

For the full set of registration information held on an attendee, this can be seen by clicking on Edit Details.