Entering Data with the Smartabase App

There are several ways to enter event data into Smartabase. The most common process is to open a blank form, fill it out with the relevant information and save it. This creates a record for that form.

If needed, you can come back to a record you saved earlier and add or update the information in it. It’s normal for your Smartabase site to only publish certain forms to the Smartabase app, so data that’s collected frequently, like wellness, can be entered from your phone or tablet.

You can enter data for one or multiple users at a time by selecting as many people as needed.

More complicated forms might not be made available on the mobile app. Instead, you would be able to enter and edit these when you’re using Smartabase Online.

This article contains information about the following topics:

• Entering data into a new event form record.
• Filling out a blank event form.
• Saving a record.
• Entering data into a table in an event form.
• Entering data using Bluetooth.
• Editing an existing event form record.

Entering data into a new event form record

You can select an event form from one of several places:

• The Favorite event forms widget on your customized home screen.

• The Add data tab.

• The + icon in the Activity tab (non-professional users only).

If you are entering data against your own account, selecting the form from the Favorite event forms and data entry tab will open a blank form for you to enter data into.

If you are a professional user entering data against someone else’s account, you will be prompted to select an athlete from the currently loaded group. By default, you will need to select the person you want to enter data for and then select the event form; however, you can reverse this flow by going to Settings > App preferences > toggle off Athlete first data entry workflow.

When selecting an athlete, use the search bar or scroll through the list and select the relevant account name. If you need to change the group, use the Switch button at the top of the screen. To enter data for multiple people simultaneously, tick all relevant accounts. Once you’ve selected the correct account(s) to enter data for, tap the Enter data button at the bottom of the screen.

Filling out a blank form

Filling out a new form is very similar to using Smartabase Online, although the appearance is modified for use on a mobile device. Forms may also contain calculations that generate a response automatically or restricted fields. If the cell is for a calculation field, a calculation icon will be shown next to the field name and you will be unable to enter a value.

Group data entry

When entering data for a group, data is entered with a table. All selected users are listed in the first column of the table and the fields within the form appear as separate columns. Tabs shown at the bottom of the screen indicate each of the sections and tables within the form. If there are multiple sections and/or tables in the form, you can scroll horizontally through the tabs.

To enter data, tap into the cell and fill out the relevant response. If performance standards have been configured, a colored dot will appear next to the value.

In group entry mode, you can copy data entered for one user and apply it to all users in the data entry table. To do this, fill out all fields that you want to copy down for the first user in the table. Next, tap and hold the row number (1) to the left of the user’s account name. A pop-up will appear; select Fill down row. Alternatively, the Clear button removes anything you have entered in the current cell.

Saving a record

You can save the record by selecting the Submit button at the bottom of the form if entering data for one person, or by selecting the three-dot icon in the top right corner in group entry mode and then selecting Save.

Depending on how the form has been set up, you may see one or more of the following options when you select Submit:

• Save and close

• Save and continue

• Save and enter others

• Save and lock

• Save and redirect

Save buttons will save the record as complete and close the form. This means that the record will appear in all other areas of Smartabase, such as the Performance history and the sidebar. To exit the form without saving any data that was entered, close the save button pop-up window (if applicable) by swiping the menu down or tapping somewhere else on the screen and select the back button (<). You will be prompted to confirm that you want to discard the entry without saving.

Some forms may be configured to lock the data you entered after the record is saved. This means that the record cannot be edited after being saved. This feature might be enabled, for example, in medical forms where it is important that the data is not changed after the initial entry. Depending on how the form is configured, the record may lock as soon as it is saved or there may be a delay of one to three days, during which time the values in the record could still be edited.

It is important to note that once a record has been locked, it cannot be unlocked.

Entering data into a table in a form

In some instances, an event form may contain a table to record data. In the example below, you can see information from a strength training session in a table for a single athlete (on the left) and for a group of athletes (on the right). In group entry mode, table fields are available in a separate tab at the bottom of the screen. You can swipe left and right to view more columns in the table. To edit the table values, select a cell within the table or select the Edit button below the table.

From the table editor screen, select the table cell to enter data. To move to the next cell (i.e. to the right), swipe across the screen to see the next field (if applicable) and tap the next cell.

There are a couple of options to add more table rows:

1. Select + Add row directly below the table.

2. In the footer bar, use the + and - buttons or enter the number of table rows you want to add, then select Add row/s.

To delete a table row, tap and hold the row number in the left column for the row to be deleted. In the pop-up, select Delete. You can only delete a table row during data entry; once the record has been saved, rows are unable to be deleted.

To copy data entered in a cell, tap and hold the cell to reveal some additional options:

• Copy the contents of the cell.
• Paste copied contents into the cell.
• Fill down the value to all rows below.
• Clear the contents of the cell.

You can also fill down and clear the entire row of data by performing the same tap-and-hold action on the table row number, instead of the cell.

If you are entering data into a table for a group, the Fill down and Fill down row options will only apply to the selected athlete’s data table; values will not be filled down for other athletes.

You can use the arrows at the bottom of the screen to select table cells above or below the selected cell.

In some forms, table rows can be configured to lock after the record is saved. This means that the data entered into the table rows cannot be edited but can still be viewed. Table rows may be locked when sensitive data is entered into the form that should not be changed, such as a doctor’s treatment notes for an injury or illness. Depending on how the form is configured, table rows may lock as soon as the record is saved or there may be a delay of one to three days, during which time the values in the table row could still be edited.

It is important to note that once a table row has been locked, it cannot be unlocked.

When you’ve finished editing the table, select the back icon (<) to return to the form. Remember to save the form.

Entering data using Bluetooth

If your organization has a Bluetooth integration set up for Smartabase, you can input data straight from a third-party device into a field instead of manually entering the value. If a Bluetooth integration is set up, you will see the Bluetooth-enabled field in the event form on the mobile app. The first time you use the form you will need to connect a device to the Bluetooth-enabled field. After you have connected to a device, the value collected by the device will automatically populate in the field. It will also connect to that field during any subsequent logins. If it doesn’t connect automatically, you can search for the device again using the process outlined above. For information on how to set up a Bluetooth integration as a Smartabase builder, check out the article on user-defined property schemas.

From the Settings screen, select Bluetooth. Use the toggle button to Enable Bluetooth.

Previously connected devices will be listed under Known devices. To find a device that’s not listed, ensure the Bluetooth device is in pairing mode and tap Scan for devices on the app. If you are using the Rice Lake Bluetooth scale, you will need to step on the scales to activate the Bluetooth module before connecting.

To connect to a known device, tap Connect next to the device name. For more information about the device, tap the information icon. When the Bluetooth device is connected to your mobile device, it will be listed under Connected.

To forget a Bluetooth device, connect the device via Bluetooth, then select Forget device.

During data entry, the device will push the value to the Bluetooth-enabled field. This value cannot be edited from the Smartabase app.

If a Bluetooth device cannot be found during data entry, a warning message will be shown along with a button to Scan for devices. Follow the prompts to pair the devices.

If there are no known Bluetooth devices during data entry, a different warning message will be shown, along with a button to Manage devices. Selecting this button will redirect you to the Bluetooth settings where you can follow the previously mentioned steps to connect a Bluetooth device.

Editing an existing record

Professional users (i.e. can access other people’s Smartabase accounts) can find and access existing event and profile form records through reports. New reports can be created in the Reports tab, while saved reports can be accessed via the Reports home screen widget or the Reports tab. To open a record from a report, select any cell in the relevant of the report table. Save the record after you have finished editing it.

Non-professional users (i.e. can only access their own account) can view their existing records in the Activity tab. To open a record from the Recent activity screen, select the relevant record from the list. Save the record after you have finished editing it.

For more information on using Reports and Activity tabs, see our article on Reviewing Data with the Smartabase App.

Depending on how a dashboard has been configured and your permissions, you may also be able to click through to a record from a dashboard widget. If so, tapping a widget will open a player card; from here, select the relevant record (if applicable) and select the Go to record button.