Reporting on Timeline Events

Reporting on Timeline Events can be done in four ways.

1. Use the People Report to find the names of individuals that have specific timeline events recorded.

2. Using the Timeline Events Report - this has two elements:

a. The ability to see on screen the number of times a certain Timeline Event has been recorded or the number of attendees who have this Timeline Event recorded against their profile.

b. The option to then download this information around your Timeline Events. Allowing the user to see more around the detail of the Timeline Events, such as the associated 'Projects, Activities, Outcomes and the Recording user', as well as enabling users to carry out more complex reporting if desired.

3. Use the Attendee Report to see all Timeline Events on a particular individual’s profile, as well as their session record and demographic details. This can be used as the basis of a case study.

4. Global Timeline Event fields such as Accreditations and Referrals can be tracked using Measured Indicators within a project.

Note: If users do not have access to any Restricted Timeline Event entries their reporting may be impacted. Please refer to the following guide here for more information.

People Report

To report on Timeline Events on mass to find a group of people who have/do not have a certain event use the People Report.

Select the filter called Timeline Events.

Here you can specify which event you would like to report on.

Then click Go.

Note I: If relevant, Timeline Events you have not been granted restricted access to will not be shown in the results. System Admins can update their own and other users' access to restricted timeline events in bulk if required for reporting purposes, please click here to find out more.

Note II: If a Project has been selected when adding timeline events you can further narrow down your search criteria by looking for Timeline Events linked to a particular activity within a project.

If you choose to download the results these will be download into a CSV file. Your timeline events will be presented in columns to the right of your attendees' details. This will list the event and any additional notes. The default timeline event 'note' will not export in this report.

In general, if you want to download all the Timeline Event information the Timeline Events Report listed below is a better way to do this.

To find out more about the People Report please click here.

Timeline Events Report

This has two elements, viewing the report on screen and downloading the information around your Timeline Events.

Viewing the Report 'on Screen'

Use the Timeline Events Report to find either the number of times a certain Timeline Event has been recorded or the number of attendees who have this Timeline Event recorded against their profile.

Go to Reports > Timeline Events

The report is broken down into sections.

• Total – the total values across all Timeline Events

• Your event types– any values for any Custom Timeline Events you have created

• Global event types– any values for any; Global event types you have used such as Accreditation

• Delivery Organisation Custom event types– only Facilitating Organisations will see this option. This will be a total for any custom event types created by Delivery Organisations linked to their account.

Note: Only timeline events which have been used and have values recorded against them will be shown in the report.

For each Timeline Event type shown a figure will be represented for both Events and Attendees.

• Events- show the total number of times this timeline event has been recorded (e.g. there are 28 Accreditations recorded).

• Attendees - show the number of unique attendees who have this timeline event recorded on their profile. One attendee may have multiple events recorded (e.g. 20 unique attendees have Accreditations.)

For event types that are Single-choice drop down, A number or Yes/No you will have the option to expand this by clicking on the + on the right-hand side to see a breakdown for relevant values underneath.

Use the filters on the right-hand side to narrow down your report to Timeline Events recorded within a certain time period, associated to certain Projects/Activities or your Outcomes.

Downloading the Report

Users also have the option to export their Timeline Event information using this report. They can either select to Download or Download via Email.

This allows the user to see the detail of the Timeline Events, such as the associated 'Projects, Activities, Outcomes and the Recording user', as well as enabling users to carry out more complex reporting if desired.

Note:

(i) Users can choose to ‘include attendee personal details’ when using the ‘Download via email’ option.

(ii) Users will be restricted to the ‘Download via email’ if their file contains more than 10,000 'items' (Timeline events x unique attendees)

Users are encouraged to use the filters available on the right-hand side before downloading, to make the exported information as relevant as possible. For instance, selecting filters related to a ‘Date Range, Event Type(s), Project(s) or Strategies/Outcomes.’

Users can also report on Timeline Events via the People and Attendee Reports, to find out more click here.

The export will contain five tabs:

Info
Raw - Attendee and event type
By attendee and event type
Raw - Outcomes
By outcome

Info

This will detail key criteria of the report, such as the date generated and any filters selected. It will also highlight key rules around how the Timeline Event data is presented across the export, in relation to things such as Restricted Timeline Events and Restricted Attendee Profiles.

Raw – Attendee and event type

This lists each individual instance of a Timeline Event on a separate row and contains all associated information about this apart from outcomes.

Using the filters at the top of this tab can allow users to focus on Timeline Events added to a certain attendee or by a certain user as well as other areas that may be of interest.

By attendee and event type

This groups the Timeline Event information for each of the attendees in the download, presenting a succinct format that lists their name, the 'Event type', 'Event value' and 'Total timeline' events for that attendee.

Raw - Outcomes

This provides the same information for each outcome as the 'Raw – Attendee and event type' tab, with the addition of the associated outcomes. A Timeline Event is repeated on multiple rows if it is associated to more than one outcome.

E.g. if a Timeline Event is connected to three outcomes, the event will be repeated on three rows. The rows will be identical apart from the three different outcomes associated to the event.

Again, using the filters at the top of this tab of the report can allow users to focus on particular areas that may be of interest.

By outcome

This tab groups the Timeline Event information in relation to each outcome. This allows users to see the instances of Timeline Events that relate to specific outcomes and some key information around them, as well as the Total amount of Timeline Events linked to that outcome.

For any instances of Timeline Events that were not connected to any outcomes, they will be grouped under 'No outcomes associated.'

Facilitating Organisation (FO) - Additional Rules

Facilitating Organisation users will only have this option to download the report if they have ‘full access’ to associated Delivery Organisations connected to their account.

If they do, there is also additional criteria presented on screen and below that they need to be aware of detailing what information is presented in their download:

The download will only contain Timeline Event information of those attendees that have attended programmes which the user has access to, and are connected to your Facilitating Organisation.
Only attendees from Delivery Organisations that your Facilitating Organisation has full access to will show in the download. E.g. if some connected Delivery Organisations are ‘exempt’ from sharing full information, they will not be included in the download.
The download will contain both Global and Facilitating Organisation custom Timeline Event information. It will not contain information on any Delivery Organisation custom Timeline Events. It will also not contain any Timeline Events associated with ‘private projects’ at the Delivery Organisation level.

To find out more about the Timeline Events Report please click here.

Reporting Template - Recording User

Organisation's can also use a pre-built Reporting Template to report by user in relation to Timeline Events. By copying data from a Timeline Event Report export into the pre-built Reporting Template organisations can quickly see key stats around the amount and type of Timeline Events recorded by each Upshot user, as well as the link between the user and attendees in terms of Timeline Events.

To access and find out more around the reporting template, please click here.

Attendee Report

You can also see a specific attendee’s Timeline events by downloading an Attendee Report.

The Attendee Report can be seen as the basis of a Case Study, presenting an individual’s demographic details, attendance record and timeline events in a downloaded word document.

To run this report you can either:

1. Go to an attendee’s profile:

a. On Personal details on the right-hand side under Summary there is the option to Download attendee report.

2. Go to Reports > Written Reports

a. Type in the Attendee’s name.

b. Click Generate Report.

To find out more about the Attendee Report please click here.

Measured Indicators

When creating a Measured Indicator users have the option under Indicator type to select either Number of accreditations gained, Number of referrals from/to body and Number of referrals from/to programme, these are tracking the Upshot Global Timeline Event fields.

This can be a helpful visual way of tracking performance of a project against the accreditations gained for example.

Note: For the Measured Indicator performance to include Timeline Events added to attendee profiles, the Timeline Event, when added, must be associated back to the relevant project the indicator is created in. Timeline Events not linked back to the project will not show in your indicator results.

To find out more about Measured Indicators click here.

Webinar

Reporting on Timeline Events is covered in the below Webinar - Participant Journeys with Upshot's Timeline Event feature from 24:20 onwards.