Connect Upshot so that the sessions your projects deliver appear in Events, and count towards your programmes in Impact. You can also choose to bring in each session’s attendees as contacts, with the session on their timeline.
Before you start
- Upshot must be switched to Enabled on the Integrations overview. See enable a service first.
- Connecting, changing settings and disconnecting need
upshot:settings:change. Sync now needsupshot:sync:initiate. - Ask Upshot support for an API token. Upshot issues tokens for a user in your organisation, and the token can only read projects that user is a member of, so make sure they are a member of every project you want to bring in.
- Note the number of each project you want to bring in. It is in the project’s address in Upshot:
app.upshot.org.uk/projects/<number>/.
Connect your account
- Open Integrations → Upshot.
- Paste the token into API token.
- Under Projects, enter each project’s number (or paste its Upshot address) and choose Add project.
- Optionally, choose the programme each project’s sessions count towards.
- Choose Connect.
ThirdSectorBee checks the token and each project with Upshot before saving, and the token is never shown again. Connecting starts bringing in your sessions straight away; a large project can take a few minutes.
What comes in
Only sessions whose register has been processed in Upshot are brought in. Head-count sessions are not.
| In Upshot | In ThirdSectorBee |
|---|---|
| A session | A completed event in Events, with its title, date, length and activity type. If the project is paired with a programme, the event counts towards that programme’s sessions delivered in Impact. |
| A session abandoned after its register was processed | The event is cancelled. |
| An attendee on a session’s register (only with Bring in attendees as contacts on) | A contact with their name, date of birth, postcode and email address, and an Upshot attendee id custom field. Anyone under 18 is marked as a child. |
| An attendance (only with attendees on) | A [Upshot] Attended session touchpoint on the attendee’s timeline, linked to the session’s event. |
Disability, ethnicity and gender are never brought in. Nothing is sent to Upshot.
How attendees are matched
An attendee is matched first by their Upshot attendee id, so they are only ever created once. A new attendee is matched to an existing contact by email address only when Upshot also has their first name, because a child’s record often carries a parent’s email address. An attendee with no name in Upshot is created as Upshot attendee followed by their id, which you can change.
Attendees are often children or vulnerable adults. Before turning on Bring in attendees as contacts, check that your data protection impact assessment covers copying their details into ThirdSectorBee.
Change projects and programmes
Add or remove projects, or change the programme a project is paired with, then choose Save projects. A project whose programme changes, and every project when you turn attendees on, is read in full again at the next sync, so earlier sessions are updated too.
How often it updates
Upshot cannot tell ThirdSectorBee when something changes, so everything arrives at the six-hourly sync. Each sync re-reads the last 60 days, because registers are often processed some days after a session. Sync now reads every session of every linked project again. Nothing is duplicated, so it’s safe to run whenever you think something is missing.
When a sync stops short
The page says why the last sync could not finish:
- Upshot refused the API token: ask Upshot support for a new token, then reconnect with it.
- Upshot would not show a project: check that the token’s user is still a member of the project.
- More than 100 sessions on one day: Upshot’s feed returns 100 sessions at a time and cannot page past a day with more. Sessions after that day are not brought in; tell ThirdSectorBee support.
Pause or disconnect
- Turn off Keep Upshot in sync to pause without disconnecting.
- Disconnect Upshot removes the stored token and stops bringing in sessions. Events, contacts and timeline entries already brought in are kept.
Known limits
- An attendee removed from a session’s register in Upshot keeps the touchpoint here.
- A cancelled session’s event is cancelled, but it is not taken off the programme’s count in Impact.
- A contact marked as a child is not unmarked when they turn 18.
- Upshot’s own outcomes, surveys and evidence are not brought in.