Searchable Fields

There are a range of things that you can search for in Upshot, and these can be searched in different ways. What you can search for is based on the location of the search function, the user role(s) and permissions that you hold as a user within Upshot.

The search function appears in a number of places across an Upshot account:

• Main search bar in the green toolbar at the top of the screen
• When adding attendees to a register
• When adding attendees to a survey deployment

This guide will explain the differences in what users can search by, and have displayed in their results, via the different methods.

• Main search function (magnifying glass)
• Searching for attendee profiles
• Searching for attendees to add to a Register
• Searching for attendees to add to a Survey
• Searching for attendees on the Upshot Mobile App
• Searching for Projects/Activities
• The impact of user role(s) on the search bar
• Other options when searching for attendees

Main search function (magnifying glass)

Attendees:

You can search for attendees in Upshot by the default fields:

• First and/or Last Name
• Nickname
• Identifying Notes
• Mobile Phone Number*
• Other Telephone number*
• Email address*
• Postcode*
• Membership Number*
• FA Number*
• Attendee Sign-up Form Reference*
• Upshot ID

The results returned will display the Attendee full name and their Nickname (in brackets).

There will be a maximum of 25 matching results returned. A user may need to further refine their search criteria (i.e. by typing in more of their name, or initial of their surname) to find the relevant result.

Note (i): *If an organisation uses the Restricted Attendee Profiles feature, users can only see results for attendees they have full access to when searching by these fields.

Note (ii): When using the Upshot Mobile App it is only possible to search for attendees via their First and/or Last name, Nickname and Upshot ID.

Projects & Activities:

You can search for Projects and Activities of which you have access to in Upshot by:

• Activity name
• Project name

Locations:

You can search for any Location in your Upshot account by:

• Location name

Surveys:

You can search for any Survey in your Upshot account by:

• Survey name

Users:

You can search for any User on your Upshot account by:

• Username*
• Users first and/or last name*

Note: *These can only be searched for if you are a System Admin on your Upshot account.

Searching for Attendee profiles . . .

If you know an attendees name, you just need to start typing it in and all the relevant attendees will start to appear in a dropdown list below the box. Clicking on the attendee will take you to their attendee profile (from which their registration form information and timeline can be accessed).

There is sometimes a need to search for an attendee by a specific piece of information such as phone number, postcode or email address. Users can start typing one of these into the search bar if it’s a data field that you are using in your account.

It is important to note that the nickname field is displayed in the dropdown options as you search, and so organisations should consider whether this is the most appropriate field for any sensitive information.

The Upshot attendee ID is auto-generated every time a profile is created in an Upshot account, and can be located in the summary panel of the attendee profile, or in the URL at the top of the window.

The membership number is not auto-generated, but can be used if the organisation collects this separately or uses another system, and can be an efficient way of identifying an attendee in Upshot from this external source of information. Note the membership number does not have to be numeric.

The Attendee Sign-up form reference can be searched by any attendee accepted off your organisation's Attendee sign-up waiting list.

The results returned will display:

• Attendee full name
• Nickname (in brackets)

Searching for Attendees to add to a Register

There is also a search bar function in every register page both for individual sessions and in the ‘grid’ view. All of the above searchable fields apply here.

The results returned will display:

• Attendee full name
• Nickname (in brackets)
• Identifying notes (on the second line)
• Attendees age

Searching for Attendees to add to a Survey

When looking to add an attendee to a survey deployment, it is possible to search by First and/or Last name or Nickname.

Searching on the Upshot Mobile App

On the Upshot Mobile App it is only possible to search for attendees by their First and/or Last name, Nickname and Upshot ID.

Searching for Projects/Activities . . .

When searching for a Project, clicking on the project from the dropdown options will take you into the project and land you on the last tab that you were on within the project.

It can be a time saver for a user to search directly for their activity. Clicking on this will take the user to the “edit activity” page. From here you can edit the existing details of the activity (e.g. location/activity type/outcomes etc) and add new sessions.

You cannot view the existing sessions or create registers from searching for the activity however.

The impact of User roles on the search bar

It is worth noting that the user role assigned to the specific user will affect the function of the search bar. Below is a breakdown of search capabilities by specific user role.

• System Admins can search for attendees, projects, and locations.
• Project Directors can search for projects and surveys.
• Project Managers can search for attendees, surveys, projects, and activities.
• Session Registrars can search for attendees and surveys.

Other options of searching for attendees

Users can filter and find specific attendees using the People Report. Here they can apply a range of criteria to narrow down and find the relevant individuals on their database.

Alternatively, for accounts with less than 1000 attendees there is the option to go to People > Show all.