System Admin - Managing your organisation's Timeline Event options

System Admins can customise the Timeline Event options displayed on their organisation's account.

Adding a new type of custom Timeline Event
Updating an existing custom Timeline Event
Global Timeline Events
- Updating the data display options
- Updating the options underneath them
Deleting types of custom Timeline Event
Key Terms

Adding a new type of custom Timeline Event

There may be instances where a completely new type of Timeline Event is needed to capture the interactions that your organisation is having with your service users.

To do this:

• Go to Admin > Timeline Events.

• On the right-hand side under Tools there is the option to; Add a new timeline event.

• For Description specify the 'Name of the Event' (e.g. 'Joined a club')

• For Type specify whether this should be Text, A number, Single-choice drop down or Yes/No and click Add.

E.g. If 'Joined a club' was a 'single-choice drop down' here you would specify the potential clubs the attendee could join.

Note that for all ' Types' the user will also have the opportunity to add additional notes when adding the Timeline Event to an attendee profile.

Updating an existing 'Custom' Timeline Event

Organisations may want to change the name or update the existing options within an existing custom Timeline Event.

To update the 'name' or add new options within an existing Timeline Event this can be done by:

Going to Admin > Timeline Events
Find the relevant Timeline Event and click on 'Manage'
Here the name ('Description') of the Timeline Event can be updated. As well as this for Single-choice drop down Timeline Events the names of selections within the drop down can be amended as well as new options added.
Click update at the bottom.

At other times organisations may want to 'hide' an existing option within a single-choice drop down Timeline Event. This can be done by:

Go to Admin > Data Display options
Scroll down to the Timeline Events section
Here users will see Your (Custom) Events
For any single-choice Timeline Event there will be the options button
Here the existing options can be set to 'Not displayed' then click Save

Global Timeline Events

There are a range of default Timeline Events already on the system, these are known as Global Timeline Events.

Some of these may not be relevant to your organisation and can be hidden, whereas for others such as Accreditation it may be that organisations want to add some additional Accreditations to the existing list, both of these are possible.

Updating the data display options for Global Timeline Events

It can be helpful for the end user to keep a narrower list of Timeline Event types displayed in the account. As such it may be helpful to hide Timeline Events (whether Global or Custom) that are not currently needed.

To hide any Timeline Event type:

Go to Admin > Data Display options
Scroll down to the Timeline Events section
Here users will see Your (Custom) Events, Events defined by your Facilitating Organisations and Global Events
Change the option to Not Displayed
Select Save Changes at the bottom

For any Timeline Event type that is single-choice, users can also choose to hide certain options within that, rather than the whole Timeline Event itself. I.e. if the ASDAN qualifications under 'Accreditations' is not relevant for your organisation, these can specifically be hidden rather than the 'Accreditations' Timeline Event as a whole.

Updating the options underneath Global Timeline Events

If you would like to add to the submenu of options that come up for any of the existing Global Timeline Events, such as 'Referred to’ or 'Accreditations', please get in touch with Upshot Support.

This can be beneficial rather than organisations creating their own custom Timeline Event to capture this, because some of the Global Timeline Events can be used for things such as Measured Indicators, whereas custom Timeline Events cannot.

Deleting Types of Timeline Event

A custom Timeline Event may have been created by mistake. System Admin users can choose to delete this.

Go to Admin > Timeline Events
Click manage next to the relevant Timeline Event
On the right-hand side under Tools will be the option to Delete this event

Please note that for any custom Timeline Events that have been used already, it is better to simply change these via the Data Display options mentioned above to 'Not displayed' rather than 'Deleting' them, so you can still report on them later if needed.

Once 'Deleted' this would remove all instances of this Timeline Event off attendee profiles as well as any notes and associations. This process is irreversible.

Key Terms

Timeline Event:

Each attendee on the system has a timeline and you can track points of interest on their journey as "timeline events". These record what has happened or changed with a participant outside of regular session data and can often be viewed as individual outcomes from participating in the project. These events can be customised but the Global Timeline Events include:

• Accommodation status: This refers to where the attendee is currently living.

• Accreditation: If the attendee has gained any accredited qualifications whilst attending your project then there is the option of choosing from a wide range of pre-set qualifications. The list of accreditations can be added to or reduced.

• Blood pressure measurement: Record of blood pressure of the attendee.

• BMI measurement: Body Mass Index measurement.

• Criminal records check: If the attendee has passed a criminal record check, you state which check it was that they passed and when it expires.

• Education status: This refers to the level of formal qualifications that the attendee has received to date.

• EET status: This refers to the attendees’ current education, employment or training status. This also includes if they are currently volunteering on your project or any other.

• Intended progression: This refers to the aims of the attendee and what they would like to do once they have left your project. There are a number of options including education and employment. If you wish you may also specify your own.

• Note: Space for a more general comment on an individual if no other event is a good fit. If it is a clearly defined entry, then think about creating a custom Timeline Event. This can then be reported on in future as well.

• Other: Other attribute refers to other possible information you would like to add about this person. This could include low income status, at risk of exclusion from school/college, ex offender, refugee, asylum seeker, lone parent or any other attribute you wish to add.

• Physically inactive: If the attendee is or becomes physically inactive at any point this can be selected.

• Post-project status: This refers to what the attendee is known to be doing once they have left your project.

• Referred from: If the attendee has been referred to your project from another body, for example a school or a local sports club. This list can be added to.

• Referred to: If your attendee is referred to another organisation then it can be selected here. This list can also be added to.

• Referred from programme: If the attendee has been referred from another programme associated with your organisation.

• Referred to programme: If the attendee has been referred to another programme associated with your organisation.

For more information on this please refer to the Timeline Event guide or view the short video here.