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.
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:
- Filling out a blank event form.
- Entering data into a table in an event form.
- Editing an existing event form record.
Entering data into an event form
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. Once you’ve selected the correct person 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.
The Submit button is available at the bottom of the form after you’ve started to fill out the form. 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. 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. If the cell is for a calculation field, a calculation icon will be shown in the table header and you will be unable to click into that cell. 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:
Select + Add row directly below the table.
In the footer bar, use the + and - buttons or enter the number of table rows you want to add, then select Add row/s.
Keep in mind that once you’ve added rows to the table, you are unable to delete them.
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.
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.