Attendance Report

The Attendance Report allows you to report on the attendance of attendees on your projects from a Delivery Organisation or Programmes and Projects from a Facilitating Organisation. As well as this the reports can be generated using different data to display options to focus on the various aspects of data captured from a register.

Accessing the Attendance Report
Attendance Report filters
- Database Table
Attendance Report Spreadsheet
- Attendee Type
- Paid
- Amount paid
- Volunteer
- Volunteer time
- Volunteer level
- Rating
- Notes
Database Table
Attendance Report – Facilitating Organisations
Attendance Report – Head Count Sessions
Webinar
Key Terms

Accessing the Attendance Report

To access the Attendance report, click Reports > Attendance

Attendance Report Filters

Like many of the other reporting tools available on Upshot, you can use the filters available to ensure that you see the data that is most relevant to your needs.

Users also have the option to download the data in a different structure, known as a Database Table, by ticking the below box. This allows users to download their attendance data in a format where each row represents one unique attendance.

Please refer to the section below and the specific guide for more information around this.

Once you have selected your filters and are ready to run the report, click on the Download button and it will be generated into an Excel spreadsheet.

You can save the report filters you have chosen using the Save report function.

The below message will be displayed, and the template will be accessible from the Your saved reports templates section located to the right of the screen.

Attendance Report Spreadsheet

With the database table download option left unticked, the Attendance Report download will list all your sessions, dependent on the filters chosen, across the middle of the page running from left to right, and the names down the left-hand side will be anyone that has attended a session in the time frame chosen.

For each session the following information will be displayed; Project, Activity Type, Activity Group, Activity ID, Activity, Title, Location, Location ID, Date, Start time, Duration (hrs), Session registrar, Tags, Status, Session ID and Session Notes.

There will always be a Key to the bottom left of the spreadsheet indicating what the cells mean in relation to an attendee at that session dependent on the Data to display option chosen.

There will also be Totals to the furthest right of the spreadsheet indicating information about an individual’s attendance. At the bottom totals will indicate overall information about that session. There will be additional total columns/rows dependent on the type of report run.

Changing the Data to display option before downloading your report will allow you to view different information about the sessions delivered.

All information for the different data to display options recorded via the different register columns:

Consequently, these are the following Data to display options when downloading your report:

• Attendee Type

• Paid

• Amount Paid

• Volunteer

• Volunteer Time

• Volunteer Level

• Rating

• Notes

(More information about these options can be found in the Registers guide).

Below are examples of how your Attendance Report downloaded spreadsheet will look dependent on the Data to display option.

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

Attendee Type

Data to display > Attendee Type

Paid

Data to display > Paid

Amount Paid

Data to display > Amount Paid

Volunteer

Data to display > Volunteer

Volunteer Time

Data to display > Volunteer Time

Volunteer Level

Data to display > Volunteer Level

Rating

Data to display > Rating

Notes

Data to display > Notes

Database Table

Users also have the option to download the data in a different structure, known as a database table by ticking the below box.

In the database table download of the Attendance Report, each row represents a unique attendance, whilst there are columns for each piece of information about that attendance, such as location, date, activity and attendee.

This is different from a cross tabulation of data, such as the standard Attendance Report, which holds data about attendances both within rows and columns.

This format can be helpful for internal analysis, while also allowing users to feed data in this format directly into external data visualisation tools such as Google Data Studio, Power BI and Tableau.

Key points:

Each row is an attendance, rather than an attendee - therefore attendees appear multiple times, with a new row for every session they attend. Note the unique Attendee ID is presented in column S to allow you to link your data together for one particular participant if required.
The columns include details of every session. Column O will include the information you have chosen to report on from the Data to Display filter such as Attendee Type, Paid, Volunteer Time etc.

For more information about this format, please see the following guide here.

Attendance Report - Facilitating Organisations

Facilitating Organisation (FO) users have the option to download an attendance report by programme, which can include data from across all of their delivery organisations, projects, project categories and activities that associated Delivery Organisations (DO) deliver. The report is available for both registered and head count sessions. This report is available to all FO’s regardless of access to personal data.

Permissions - Access to personal details

This report is available to all FO’s regardless of access to personal data. FOs with access to the personal data collected within their associated DOs will see participants' first name, last name, nickname and Upshot ID by default. Users can also choose to then “Include personal details.”

If this option is chosen, users will be given all additional information about that participant, including Custom Attendee Fields created at the Facilitating Account.

Permissions - No access to personal details

If an FO does not have access to personal details, users will still be able to run the report and download the results, but participants' first name, last name or nickname will not be visible. No users on these accounts will be presented with the option to include personal details.

Users will however still be given the participants' Upshot ID. This will allow users to report on unique number of attendees within a DO against all of their attendance data.

User Roles

Facilitating account users will only be able to run the report against programmes and projects that they have access to based on their user roles. For accounts that have access to personal details, users will only see personal details for attendances made in programmes they have access to as a Programme Manager.

Location Details

From the Facilitating Account Attendance report it is also possible to include location details for both registered and head count sessions.

If you choose to include personal details you will be given additional columns on your export showing the address details of the location, the IMD and if a school, the EduBase URN.

Attendance Report - Head Count Sessions

To report on attendances across a set number of sessions the Attendance Report can be used. Head Count Fields are included in this report when filtering by Session type Head Count.

The Attendance Report download includes all the Custom Head Count Fields that have been recorded against that activity. It will also include Custom Head Count Fields that are currently not displayed but may have data recorded against them from previous sessions.

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 and Attendance Reports (from 23:30) and can be seen below:

Key Terms

Abandoned sessions:

This option will include any abandoned sessions in your report.

Attendee:

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

Completed sessions (no register):

This option allows you to report on sessions that have been completed in the past with no register submitted.

Completed sessions (register):

This option allows you to report on sessions that have happened in the past with a register submitted.

Database Table:

In a database, tables have a specific structure to ensure that data can be read by a computer. Within a table data is logically organised, with each row representing a unique record and each column representing a field in the record. For example, in the Database Table download of the Attendance Report, each row represents a unique attendance, whilst there are columns, or fields, for each piece of information about that attendance, such as location, date, activity and attendee.

This is different from a cross tabulation of data, such as the standard attendance report, which holds data about attendances both within rows and columns.

Future sessions:

This option will include future sessions with draft registers in your report.

Head Count:

A head count allows you to record the number of people who attended and can be broken down further by the Upshot default fields (gender, age range) or by your custom head count fields. For the full guide around Head Counts please click here.

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, this is defined by the ‘Type’ when creating a session.

Using a full ‘register’ allows 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. These options are shown in register (details) below. This extra information can enhance your reporting capability. For the full guide to Registers please click here.

Register (Details):

• 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.

• 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.