Register Fields

Registers are the primary method for collecting monitoring data in Upshot. They enable organisations to record which attendees were present at each session. In addition to attendance, Registers can capture further details about each attendee, such as their duration of attendance, volunteer status, payments made and qualitative notes.

Upshot includes a set of default Register Fields that organisations can use, along with the option to create custom fields tailored to specific organisational needs. This guide explains how to manage default fields, customise the register layout, create new custom fields for your account and then report on the data captured through Register Fields.

• Managing the default Register Fields and the Register Layout
• Creating Custom Register fields
• Reporting on Register fields
• Frequently Asked Questions
• Key Terms

Managing the default Register Fields and the Register Layout

There are a number of pre-built Register Fields that exist by default in an Upshot account. These are:

• Attendance - Used to record the amount of the session each attendee attended. Options are fixed and cannot be changed: Full, most, half, less than half. Depending on the selection made, the duration of the session attended will be calculated as 100%, 75%, 50% and 25% respectively of the total session duration. This field impacts the Statistics Report column for contact hours, as well as contributions towards Measured Indicators for contact hours. If this field isn't used, attendance will default to Full for all attendees.
• Attendee Type - Contains a set list of different types of attendee to differentiate the capacity in which the attendee participated at the session, e.g. Participant, Session Leader, Teacher and a number of Support roles. Use of this field allows reporting to be separated by participant and other roles when reporting on the number of unique attendees and their attendances within the Statistics Report, and is an available filter in the People Report, Attendance Report and in the creation of Measured Indicators.
• Rating - Provides an option to select between 1-5 stars for each attendee, for any use case required, such as to rate engagement levels, performance etc.
• Paid and Amount paid - Provides a tick box to record whether each attendee paid for the session. Users can also choose whether they want to record an amount paid. This data will display within the Session Report on an individual level, and is reportable across the account through the Attendance Report. Users can choose to have either, both or neither of these fields displayed within their registers.
• Volunteer, Volunteer time, Volunteer role(s) and Volunteer level - These fields allow organisations to record in-depth information about any attendees who had a volunteering role within a session. The volunteering time field will default to the length of the session, but can be made shorter or longer as appropriate. The volunteer role(s) and level fields have a set list of options. Data will display within the Session Report and Attendance Report and can be useful for filtering within the People Report and Measured Indicators. These fields can be added to a register independently of each other.
• Notes - A text field for each attendee for capturing qualitative data from the session. This can be see within an attendee profile within the Session Report as well as exportable within the Session Report.

The default Register Fields that are visible within an organisation's registers can be set on a project by project basis and amended by users with the Project Manager role. This can be found within the General tab within a Project and then going to the Register Layout page.

Within the Register layout page, both default and custom Register Fields can be added or removed from the Register Columns section to define which columns will display for the Project. Fields can be dragged into position, or moved from the Available Columns section into the Register Columns section with the green plus button. Similarly, they can be removed from the Register Columns with the green x button.

Alongside adding your Register Columns to the Register layout, they can also be made required for submission. This prevents users from submitting a register unless they have entered data for each attendee added to the particular register. This may be useful to ensure data completion where it is essential to collect this piece of data for a particular funding or safeguarding requirement. A Register Field can be marked as required by selecting its tick box within the Register layout page alongside “Required for submission.” For example, in the below image, the custom field of Youth Club Activities has been made required. This requirement can equally be turned off at any time. The fields of Attendee type and Attendance cannot have their requirement for submission removed, as these fields are always populated if included in the Register layout. However, they do not necessarily have to be included in the Register.

Once you are happy with the Register Columns for a Project and their requirements, ensure to click on Save at the top of the page. Any changes will be reflected immediately in the Registers of the Project.

Creating Custom Register Fields

If an organisation wants to collect additional data about attendees at their sessions, it is possible for System Admins to create custom fields to add to the register page. There are a number of types of custom field available:

• Text area – This could be used for capturing specific notes required from sessions and separating these out from the standard Notes column.
• Single-choice dropdown – A wide range of different use cases e.g. recording the engagement level of participants, specifying whether the individual participated in-person or online, adding the number of other individuals who attended with an attendee (e.g. carers).
• Multiple-choice dropdown – Again a number of different use cases e.g. specifying sub-activities an attendee engaged in during a multifaceted session.
• Tick box – To indicate simply whether something is true for attendees at a particular session, such as whether each attendee arrived on time.
• Date – For specifying a date related to the attendee’s attendance

Users with the System Admin user role can create new Custom Register Fields via Admin > Register fields.

A new register field can then be added within the Tools section by clicking on Add a new register field.

Note: Users with access to a Facilitating Organisation Account (FO) can create Custom Register Fields from the FO account. We will work with you if this is the case to support creation of Fields from the FO.

Within the Add a new register field page, users can then specify the label of the column, as well as the Type of field. For single-choice dropdown and multiple-choice dropdown columns, the options for these dropdowns will also need to be entered.

Once you have created one or more Custom Register Fields these can then be added to your Projects as shown in the section above. Custom Register Fields need to be added to each Project in turn, to allow for different Projects to have different register requirements.

Reporting

Register Fields can be reported on using the Attendance Report. There are two different ways to run the Attendance Report, the standard report or downloading the report as a database table. Default Register Fields can be reported on through both the standard and database table format reports. For more information on the standard attendance report see our guide here.

The database table format of the Attendance Report allows organisations to report on one default Register Field and all of the Custom Register Fields within the account within one report export.

To access the Attendance Report go to Reports > Attendance. Here you can firstly choose the Projects, Activity Groups, Activities, date ranges and other criteria you wish to report on. Towards the bottom of the page, Upshot Default Register Fields can be reported on within the Data to display dropdown box. This is a mandatory field and by default will use the Attendee type field with the report. One default field can be selected to be included in the export. When using the database table format, the default field data will be presented to the user in one column, with each row corresponding to one attendance.

Custom Register Fields can be reported on by using the database format of the Attendance Report. To do so, ensure that the tick box within the Attendance Report Download as a database table is ticked.

If your account has Custom Register Fields, you will then see an additional dropdown box to optionally add these into the report export. Multiple Register Fields can be exported in the same report.

When added to the Attendance Report export, Custom Register Fields will each be contained in their own columns after the Archived on column. This is the last of the columns that is contained within the export if neither Personal details or any Custom Register Field data is included. If the user chooses to include personal details as well, Custom Register Field data is presented first, followed by the personal details columns.

Columns will be ordered in alphabetical order. Tick box fields will have a TRUE or FALSE value for those registers which have been submitted including these fields. Multiple-choice fields will have all options selected exported in one column.

Frequently Asked Questions

Who can create Custom Register Fields and amend the Register Layout?

System Admins can create and edit Custom Register Fields, while Project Managers can configure the Register Layout for Projects they have access to.

Is there a limit to the number of Custom Register Fields I can create/display within my registers?

There is no limit for either creating or displaying Custom Register Fields within Upshot. However, Organisations should carefully consider what is essential to collect at their sessions to balance collection of useful data with what is feasible to collect at a session and without making the register page difficult to use for their session registrars.

I want to remove a Register Field from my registers for a particular Project. Does this impact reporting?

No, data submitted via registers will remaining available to report on even if the field is removed from registers.

Key Terms

Attendees:

An Attendee on Upshot is anyone you create a profile for. An Attendee can then be added to Registers, be surveyed, and have media items and Timeline events added to their profile.

Attendance Report:

The Attendance Report allows you to report on the attendance of attendees on your projects and can include data captured in Registers.

Custom Register Fields:

Organisations can create their own Custom Register Fields to add into their registers to capture further information about each attendee at a particular session.

Default Register Fields:

Upshot comes with a number of pre-created Default Register Fields which can be optionally used within your registers to capture data around attendee type, volunteering and payment information and ratings.

Projects:

Projects are ways of dividing up the work you deliver as an organisation. They can contain their own Activities and have a different Register layout for each Project.

Registers:

Registers are added to each session so you can record attendance. The Register layout can be adapted to suit your organisation needs to record data about each attendee at a session that is important for you.