Registers - Complete Guide

Registers are added to each session so you can record attendance. This guide will provide you with instructions for adding registers to Sessions. If you need guidance on adding sessions please refer to the Sessions guide.

Adding a Register
- Starting with an empty register
- Copy attendees from an existing register
Submitting Registers
Register icons
Sessions Grid
Deleting and Removing individuals from Registers
Upshot Mobile App
Bulk Importing Sessions and Registers
Key Terms

Adding a Register

To add a register, select the relevant project from the Performance report section on the home screen or from Projects. Once you are in the project click on Sessions List.

The icon to the right of each session indicates the status of the register:

Draft registers do not count towards your statistics until they are submitted. Once a session with a draft register is in the past the session will appear with an exclamation mark as unsubmitted. You can edit a draft or submitted register at any time.

Use the filters on the right-hand side of the session list to help you find the relevant session. Once you have located the relevant session, click Add register.

When you click Add register you will be presented with two options, Start with an empty register and Copy attendees from another register.

Note: Copy attendees from another register will only appear if there are existing registers within the project.

Registers can also be added and managed using the Upshot Mobile App.

Starting with an empty register

Choosing this option will take you straight through to a blank register. From here you can search for the name of an attendee you want to add to the register in the Add existing attendee bar. Click on their name to add them to the register. Repeat this process for every attendee.

If the person you are looking for is not on the system you can click on CREATE A NEW ATTENDEE from within the register. This will add them onto the register and to the system, so you will not need to enter all their details again.

Copy attendees from an existing register

If you choose to copy attendees from an existing register you will be given two options:

1. Copy from which activity? – This allows you to select which activity you are copying the register(s) from. It can be copied from any activity within the project.

2. And which session? – This option allows you to select a particular session to copy a register from (you can identify the session by the location, date and start time). Alternatively, you can copy attendees from all sessions from a particular activity.

Once you click GO, attendees from the copied sessions will be added to the register. You can still add existing attendees to a copied register or remove attendees from the list.

Submitting Registers

Within a register you will find a variety of columns where you can add OPTIONAL extra detail about an attendee for that particular session.

Attendee type: Clicking on ‘Participant’ brings up a list of different attendee types which you can assign to each attendee. For example coaches or delivery staff could be given the Session leader role.

Attendance: Here you can state how much of the session the individual attended. Full (100%), Most (75%), Half (50%), Less than half (25%).

Rating: This is an optional measure which can be used to rank individuals from 1 to 5. You can use it to record things like engagement, progress or behaviour.

Paid: Tick this box to indicate if an attendee has paid for the session.

Amount paid: You can also enter how much they have paid.

Volunteer: Tick this box if an attendee has volunteered at the session. Once ticked you can enter how many minutes they volunteered for in the text box that appears to the right. This is particularly useful if someone has volunteered before and/or after the session, helping to set up before or clean up after for example.

Volunteer role: You can also select multiple roles for a volunteer from the list provided, such as if they ‘Helped set up the session’, ‘Organised / Led part of the session’, ‘Helped with administration’.

Volunteer level: Similar to Rating, Volunteer Level is an optional ranking for volunteers.

Notes: Here you can add session notes for each attendee. These notes can be reviewed later either on this register or on an individual's session report.

Remove: Here you can remove participants who did not attend.

Once you are happy with your register you can Save or Submit. Saving a register as a draft means that it does not count towards your statistics, whereas submitting it does. You can amend or edit saved or submitted registers at any time.

These additional optional columns can be reported on via the Attendance Report, by amending the option under 'Data to display' before exporting the report.

Note: The number of columns visible can be determined by a Project manager by clicking on General from within the project. Rating, Paid, Amount Paid Volunteer Opportunities and Volunteer Level can all be removed if required. Please contact support@upshot.org.uk if you need additional help with this.

Register icons

Indicates that the organisation does not have photo or other media consent for this attendee.

Indicates the attendee has a medical condition. Note this icon is based on the default Medical Conditions fields, whether a selection is added from the 'Specific Medical Conditions' drop-down or the free text box 'Any other medical conditions'.

Note: If these default fields are not currently displayed on your account a System Admin can amend this by going to Admin > Data Display options. More on this here.

Additional Register Tools

Grid: This will take you to the Session Grid where you can manage multiple session registers for the same activity more quickly.

Edit Session: This allows you to change any of the details of the session including Date, Time, Duration, Title, Location, Type and Registrar.

Add Session: This allows you to add a completely new session for this activity.

Media: You can also add media that will be automatically associated with this particular session.

Notes: In addition to adding notes about an individual you can add general session notes from a Register. For example this could be used to enter your session plan or any comments you have. These can be reviewed later either within the register, by clicking on the note icon with the Sessions List or via the Attendance Report download.

Timeline Event: In addition to adding a timeline event to an individual you can add an event to multiple participants on a register.

Location: In the top right-hand corner you can quickly change the location of the session you are adding a register for.

Sessions Grid

The Sessions Grid is a quicker way of adding multiple registers at once. The Grid displays all of your sessions for an activity along the top of the page, and all the attendees that have ever attended that activity down the left-hand side. You can switch between activities in the top right-hand corner of the page by selecting Switch to another register.

On the Sessions Grid you tick the names of people that have attended for one or more sessions.

There are three “quick links” to help you Submit registers from the grid. All enables you to tick every attendee on the list, Previous selects everyone that attended the previous session and None unticks everyone.

You can either Save or Submit the sessions individually or you have the option to save and submit all registers at once.

Viewing earlier sessions

The grid displays sessions in chronological order with the latest sessions on the left and earlier sessions to the right.

Eleven sessions are displayed per page, to view earlier or later sessions use the quick links in the top left corner of the screen or select a specific date range.

Adding Sessions, Media and Downloading the Sessions Grid

You can add new sessions directly from the Sessions grid page and you can add media to the Activity (rather than a specific session).

You can download the Sessions grid via the Attendance report.

Note – It is possible to edit a register after it has been submitted. To edit a register, click Edit register and then re-submit/save the register. Users can also edit via the 'Grid' by ticking/unticking the relevant names and clicking 'Submit'.

Deleting and Removing Individuals from Registers

To remove individuals from registers simply click on the remove tick box in line with their name.

Tick the boxes for all the individuals you would like to remove from your register and then click Submit. This will remove all the relevant individuals.

Individuals can be removed on mass from a specific register by clicking None when using the Grid view and then Submitting.

Note: All individuals must be removed from a session to allow you to delete the session itself.

Upshot Mobile App

Registers can also be added and managed using the Upshot Mobile App.

To access go to app.upshot.org.uk/mobile on your device and log in as normal.

You can then save this as an icon to your device home screen for quicker access in the future.

Note: Do not need to go to the App/Play Store to download, this is accessed via your normal web browser.

To find out more please refer to the Upshot Mobile App guide.

Bulk Importing Sessions and Registers

It is also possible to carry out a process to bulk import session and register data.

In the majority of instances the existing methods of data entry mentioned above will be simpler and quicker for users and organisations to complete.

More about this can be found here.

Key Terms

Activities:

These are the different things you deliver within each project such as classes, workshops, events, forums, groups, etc. These are often the physical outputs in your programme.

Attendee:

This is a participant, someone who accesses your services. You track your work with attendees through session registers, timeline events, media and surveys.

Sessions:

These are individual occurrences of an activity. You specify the date, time, duration and location of each session.

Registers:

Registers are added to each session so you can record attendance. You can choose to record the names of people that attend or use a head count register.

The examples shown in this guide are for a traditional register, allowing you to record the names of all the attendees at a particular session. It also allows you to define the attendee type (e.g. participant, session leader, support worker etc.), whether the attendees have paid for the session, whether they volunteered and how they volunteered. This extra information enhances your reporting capability.