Custom Head Count Fields
Head counts can be helpful when you want to report on large numbers of people at sessions where the individuals are not known, such as at events.
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 more information about
head counts please click
here.
Whether session attendance should be recorded as a register of individuals or as a head count can be decided when creating the session. Please refer to the
Adding Sessions guide for details.
This guide explains how you can set up, use and report by
Custom Head count Fields.
- Setting up Custom Head Count Fields
- Using Custom Head Count Fields
- Reporting on Custom Head Count Fields
- Key Terms
Notes:
1) You cannot record individual attendees and a head count in the same register. When creating the session, you have to choose one of the two options.
2) Reporting by head count will allow you to measure attendance at your sessions but not the number of unique attendees. The same individual may be counted in multiple head counts and therefore count as multiple attendances. This is an important consideration when deciding whether to record a session as a traditional register or a head count.
Setting up Custom Head Count Fields
If you would like to add detail to your head count reporting, you can create Custom Head count Fields. These will allow you to split your head count by fields in addition to the Upshot default gender split and age range.
Custom Head count Fields can only be single-choice or tickbox fields. A single-choice field will allow you to enter figures against several options that add to a total up to, and including, the total number of participants, whilst a tickbox field is binary. This means that for a tickbox field the numbers submitted for the two options must always equal the total of participants.
Note: Only System Admins can create Custom Head count Fields.
Creating
Custom Head count Fields follows the same process as setting up
Custom Attendee Fields. These are the additional pieces of information you are collecting about attendees on your registration form. When creating a
Custom Attendee Field that is a single-choice field or tickbox, you also have the option of displaying this field on your head counts.
To create a new
Custom Head count Field, click on
Admin at the top of your Upshot screen.
Then select
Attendee data fields.
On the right of the page under
Tools, click on
Add a new attendee data field.
A new page will open asking you to
Add a new attendee data field. Once you have completed it as per the image below, do not forget to click
Add.
Once added, the new data field can be reviewed and managed from the
Attendee data fields page via
Admin.
If you just want to change the display option on one of your data fields, you can also do this by clicking on
Data display options on the
Admin drop-down.
Scroll down to Your Fields. From here you can choose the same display options as above, regarding the attendee registration form, Head count and project restrictions.
Note: Existing custom attendee fields can be amended via data display options to appear on your head count register as well.
Using Custom Head Count Fields
In order to record attendance at a session by head count, make sure to change the Type to Head Count when creating the register. Please refer to the Adding Sessions guide for details.
On your sessions list, find the session that you want to update the head count for and select Add head count.
Complete the field
Total number of participants first. Then select all the fields that you want to complete by clicking on
Specify…
Tickbox fields, being binary, will automatically add up to the total number of participants. Single-choice fields can be less or equal to the total number of participants but not more.
Note: A value must be entered against every option, even if that value is zero to successfully submit your register.
Reporting on Custom Head Count Fields
Statistics Report
To report on attendances across a whole project by
Custom Head count Field, the
Statistics Report can be used.
For the full guide to the
Statistics Report please click
here.
Notes:
1) Attendances (all people) includes all attendances recorded on session registers and head count sessions. This would be applicable if this field was recorded as both a custom attendee field for individual participants & a custom head count field on head count registers.
2) The column Attendances (participants) that you would find on other Statistics Reports is not shown as head count sessions do not differentiate by Attendee Type.
Attendance Report
To report on attendances across a set number of sessions the
Attendance Report can be used.
Custom Head count Fields are included in this report when filtering by
Session type - Head count.
For the full guide to the
Attendance Report, please click
here.
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.
Measured Indicators
The information you are collecting using
Custom Head count Fields can be tracked by
Measured Indicators.
To find out more about the
Measured Indicators please refer to this
guide.
Custom Head count Fields can be included in three
Indicator types:
Contact hours – This refers to the number of hours that an attendee spends in a session. For example: If a session lasts 2 hours and five people attend, that is 10 contact hours.
Number of attendances – This refers to the number of times participants have attended sessions.
Number of attendances on head count sessions – This refers to the number of times participants have attended head count sessions.
Note: For Contact hours and Number of attendances, you will need to select Include head count session data? to be able to track Custom Head count Fields. Only those Custom Head count Fields that are also displayed as Custom Attendee Fields on the attendee registration forms will be shown. This is because data will be pulled from both traditional registers and head count sessions.
Key Terms
Attendance Report:
This report allows you to see all your session registers and head counts for certain projects/activities in a downloaded CSV file. For more information on this please refer to the
Reporting on Attendance 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 head count 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. Data Fields can also be restricted by project, to find out more about this click
here.
Custom Head count Fields:
These are additional custom fields defined by your organisation and will be presented on your head count registers. These allow you to gain more information from your head count sessions. The
Upshot default for head counts is total participants, age range and gender. A System Admin will be able to customise the fields presented.
Custom Head count fields can only be single-choice or tickbox fields. A single choice field will allow you to enter figures that add to a total up to, and including, the total number of participants, whilst a tickbox field is binary. This mean that for a tickbox field the numbers submitted for the two options must always equal the total of participants. Data Fields can also be restricted by project, to find out more about this click
here.
Measured Indicator:
These provide certain quantifiable metrics that measure the performance of your project in real time. Targets can then be set against this, giving you a visual depiction of how your project is performing. For more information please refer to the
Measured Indicators guide.
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 Register ‘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.
A head count register 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.