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 addOPTIONAL 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.
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.
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