People Report

The People Report can be used to report against the attendees on your account using a variety of filters including demographic details, attendance, timeline events, custom fields and more. 

These filters can be reported on individually or built up to narrow down and find the specific individuals that meet your reporting criteria, which may be useful to illustrate to certain funders.

Once the report has been run, users are presented with the number, and names, of those attendees that meet the criteria chosen as well as the ability to complete secondary actions with those attendees.

The People Report also provides users with an easy way of downloading their database of attendees, and the associated registration information around them (Name, Gender, Address etc.) all in one export.

This report is available to users with the Project Manager or Session Registrar role.

Note: If your account is running with Restricted Attendee Profiles, as indicated by the lock symbol in the top left hand corner of your account, please refer to the following guide here  to understand how this impacts the People Report.

Accessing the People Report

To access the People Report, click Reports > People.

Or alternatively, go to People > Reports.

People Report - Structure and sub-sections

The People Report contains various sub-sections of filters to complete your report. These are the following: People, Sessions, Session location and date, Attendance, Timeline Events, Your attendee data fields, Facilitating Organisation data fields.

Note: It is recommended that users select 'RESET' at the very top of the report when running a new query, to clear any filters previously used.

When filters are selected when running a report, it is important to remember the rules below.

1) Each time a filter is selected this adds an AND condition when running your report. E.g. Someone is both ‘Female’ AND has a ‘Hearing Impairment.’ 
2) If multiple options are selected within a filter this uses OR logic. E.g. Someone that is either Male or Female AND has a ‘Hearing Impairment.’

This guide will now explain the sub-sections in turn:

People

Initially, you can choose to search between Active or Archived attendees on your account. You can select to view Active only, Archived only or you can also choose to show all individuals by clicking Active or Archived. To find out more around archiving please click here. 

Note: If you choose to include 'Archived' attendees users will only be presented with the actions to 'Download' or 'Download via email' after running their report, and not other actions available when running the report on 'Active' only attendees such as emailing.

The other filters here look at demographic data taken from the Upshot default registration fields.  It includes things such as Age Range, Gender, Medical Conditions, Address, IMD data, Contact Details, Permissions etc.  You can also search by when participants have been added to Upshot using Created between. This section also includes the option to filter by Attendee group.

Sessions
You can choose to search for people that have attended a certain Project or attended an activity related to certain activity type(s).
Once a Project has been selected you can narrow this down further to an Activity Group or one or more Activities.
Note: Only Projects you are associated with will be shown here.
Sessions location and date 
You can search for individuals that have attended sessions at certain location(s).
You can also specify a date range that these sessions took place.
Attendance
You can search purely for individuals that have or have not attended anything with Yes/No.
If you select Yes you have a range of options including the option to filter by First Session attended or the Number of Activities/Sessions attended.
Note: If anything is chosen under the Sessions or Session location and date sub-sections the report will automatically only be looking for people that have attended something. You do not need to then select Yes here. 
Timeline Events
Here you can look for individuals that have certain Timeline Events recorded against their profile. 
It may be helpful to find all the individuals that have achieved a certain accreditation for example.
You have several options here:
• You can search for Attendees with or without Timeline Event(s) using Attendee has/doesn’t have.
• Specify the ‘Event’ type or select Any.
• If you select an ‘Event’ you can then be more specific and search With ‘value.’ For example which specific Accreditation has been achieved.
• You can specify a date range this timeline event occurred.
• You can also search for Timeline Events linked to specific Outcomes or Projects.

Note: 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.

Your Attendee Data Fields

Any additional fields you collect information on from your registration form (apart from text fields) will be presented here to report on. 

Facilitating Organisation Data Fields

If applicable, any fields from the funder or facilitator account you are linked to will be shown here. These can also be reported on.

Note: Text area (free text) fields will not be presented as filters within the report, but will feature in any downloads of the results.

Running Your Report

Once you have selected all the relevant filters click GO at the bottom of the page.
Any participants matching the criteria you have chosen will be presented below Results.


Results - Actions

Knowing the number and/or names of matches to your query may be all that is needed when running the report. Additionally the ability to click on the name of a participant and view, edit or add key information may suffice.

Note: The full set of actions buttons presented below will only show when reporting on 'Active' attendees only. If a user has chosen, at the top of the People Report, to include 'Archived' attendees in their query then only the two 'Download' options will appear.

At other times you may want to apply one of the action buttons available.

This gives you the option to download the details for participants found in the results into a CSV file. The following confirmation message will appear before completing the download.

Click here for more information on how you can create graphs and charts from your download.

Download via Email

For large datasets (above 1,000 attendees or those including Timeline Events) we recommend using this option to download your export. When clicking on this button, the system allows users to add a label to the download, which enables the user to quickly identify the report when it lands in their email inbox. If the field is left blank the label will be the date and time of the download request.

Once submitted, the export will be generated in the background and users can continue using the system, including requesting additional reports and exports, which will be queued. As soon as the download is generated (usually within a few minutes), the user will be notified by email. 

The user can click on the link in the email to be taken directly to a page where they can download their file. If they are no longer logged into their Upshot account, the link will first take them to a log-in screen.

Send Email

Clicking this will allow you to send an email out from your Upshot to the participants found in your results.

Send Survey
Clicking this option allows you to send an existing survey on your account out to the participants found in your results.
Via Evidence > Show Surveys you also have the option to use the Advanced Filters (which work in the same way as the People Report) to send a survey to specific people. To find out more please click here.
Archive & Pseudonymisation
These options will allow you to archive or pseudonymise these participants. To find out more about this process please click here.
Note: Only System Admins will be able to pseudonymise participants.

Webinar

As part of the Upshot Community Webinar series in 2020 a thirty minute webinar was delivered called ' From data to insight: Upshot Reporting 1.' This focused on both the People Report (05:30) and Attendance Report (23:35) and can be seen below:

Key Terms

Archiving:
The archiving feature will allow you to store attendees that are no longer actively engaging in your projects and activities. Their data remains but they are no longer directly accessible for day-to-day use. For more information on this please refer to the Archiving and Pseudonymisation guide.
Attendee Data Fields:
These are extra custom fields, that your organisation wishes to collect information on. These will be presented on either your registration form for attendees or as additional fields on your headcount register. Changes can be made to these by a System Administrator.
Note extra fields created by your Facilitating Organisation may be also be present on your registration form and head count register.
For more information please refer to the short video here.
People Report:
This report allows you to filter down your attendee database to find attendees matching certain criteria. This can be helpful in illustrating to funders the type of individuals you are working with. You can filter using a combination of criteria looking at demographic data, projects/activities attended, Timeline events and your Custom Attendee Data Fields. You then have the option to download this report, send an email or survey to these individuals or alternatively archive or pseudonymise them. 
For more information please refer to the short video here.
Pseudonymisation:
Pseudonymisation is a function that replaces or removes information that identifies an individual. This allows you to delete personal information you no longer want or need to keep, without erasing the attendee’s participation data. Once attendees are pseudonymised they are instantly archived.  This means they are no longer included in active searches.
In addition, personal identifiers are deleted or scrambled and only historical participation data is retained.
N.B.: It is not possible to reverse pseudonymisation of an attendee. Once the system has removed the personal identifiers of an attendee, they cannot be recovered. For more information on this please refer to the Archiving and Pseudonymisation guide.
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