User Roles Explained (Delivery Organisations)
Upshot allows users to have different levels of access to the system. This not only provides greater security, but allows an organisation to simplify their users' accounts, ensuring they only see the information that is relevant to them. This helps to avoid confusion and makes for more efficient access and usage of the system.
When certain user roles are selected, it will be important to specify the Project(s) Associations in line with these roles.
System Admin
This is sometimes referred to as the ‘Super User’ role and will be held by someone that is taking a lead on managing your organisations Upshot account.
Has full access to all the options in the Admin tab and can create and edit users, manage system preferences such as Attendee Data Fields, Timeline Events and Locations. Consequently, this role is likely to only be held by a handful of senior users within your organisation.
This role (on its own) does not allow access to attendee personal details, Reporting, Surveys or Media and so is often held alongside other roles.
Often combined with: Project Manager and Session Registrar
How many users are assigned this role within an organisation? 10-30% of users. Usually this is a small number of users within each organisation because of the potential to make large changes to the account listed above.
Project Director
This role is used for those rarer occasions when someone external to the organisation would like direct access to the Upshot account to run the odd report but does not need to be able to input information into the system or view the personal details of attendees.
This role (on its own) allows users to utilise some of the reporting tools within the system but does not allow access to the personal details of attendees.
For additional Evidence, these users can create new Surveys but cannot send or complete these for attendees. They will be able to add new Media items and view existing Media.
Often combined with: Nothing – this role is designed to be used on its own for the reasons outlined above.
How many users are assigned this role within an organisation? 0-10% of users. Lots of organisations will not have any users that need this role, if they do this may just be one trustee they want to give access to.
Project Manager
This role enables users to fully interact with a Project. They can create Activities and Sessions, which are essential for many organisations to record their delivery.
Users with this role can also create new Surveys for collecting additional evidence and send or complete these for attendees. They can add new Media items and view existing ones.
They have access to attendee details, allowing them to add new attendees to the system, manage existing attendees, and add Timeline Events to their profiles.
This role includes full reporting capabilities on the projects they access. It also provides limited Admin access to add new Locations and Bulk Import Attendees.
Often, this role is combined with the Session Registrar role, enabling users to add Registers to Sessions they have created. This combination supports users who need to fully record participation by creating Sessions and adding Registers within an organisation.
Often combined with: Session Registrar
How many users are assigned this role within an organisation? 70-90% of users. This is a commonly used role, as lots of users will need the ability to create new sessions.
Session Registrar
This role allows users to add Registers within the Projects they access.
Users with this role can view existing Surveys, but cannot create, send, or complete them for attendees. They can add new Media items and view existing ones.
They have access to attendee details, enabling them to add new attendees, manage existing ones, and add Timeline Events on their profiles.
This role provides limited reporting access, notably users with this role will not have access to the Statistics or Map reports.
Often combined with the Project Manager role, this combination allows users to then add both Sessions and Registers, enabling full participation recording.
In some cases, this role may be standalone, such as for Coaches or Volunteers, where another colleague creates Sessions, and the user here is responsible only for entering Registers.
Often combined with: Project Manager
How many users are assigned this role within an organisation? 80-90% of users. This is a commonly used role, as lots of users will need the ability to add registers.
Attendee
This role cannot be held on its own and simply provides a short cut to add an attendee profile for the user.
Having an attendee profile for users / staff members on Upshot can be helpful if you plan to track additional elements around your staff members, this could be:
- Tracking Timeline Events against staff members such as the qualifications/accreditations they’ve achieved.
- Recording them on the registers of sessions they deliver alongside other colleagues.
- Recording them on the registers of other sessions they participate in alongside other attendees.
Often combined with: This role has to be combined with at least one other. It is not possible to create a user profile where they only have the attendee role.
How many users are assigned this role within an organisation? This varies between organisations. Many only use Upshot to track the work with their service users, but creating attendee profiles for users can be helpful in tracking elements to do with staff as listed above.
Team Manager
This role is only relevant to organisations using the Club Projects functionality and is irrelevant to most Upshot users.
Similar in functionality to the Project Manager and Session Registrar roles, Team Managers can be granted access to specific Teams within a project. They can then add Activities , Sessions and Registers for these Teams.
Team Managers also have access to attendee details, enabling them to add new attendees, manage existing ones, and update Timeline Events on their profiles.
Users with this role can view existing Surveys, but cannot create, send, or complete them for attendees. They can add new Media items and view existing ones.
This role provides limited reporting access, notably users with this role will not have access to the Statistics or Map reports.
Often combined with: Project Manager – if the user also needs the ability to create brand new teams.
How many users are assigned this role within an organisation? As Club Projects are not common on Upshot, very few users hold this role generally. For organisations using Club Projects then this role is common.
Project Associations
Although a user may have multiple roles within 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.