Event Forms

You can use the Event forms tool to build and edit event forms. Event forms collect and store chronological data about people (represented by their user account), so that you can understand and analyze their performance over time.

You can also create specialized event forms to book appointments and schedule events, which can be used on Smartabase Online and the Smartabase Classic mobile app.

Managing event forms

When you open the Event forms tool, you’ll see a list of all event forms on your Smartabase site. These can be sorted and filtered by their names and categories. From this list there are specific event form management actions that you can take:

• Edit name
• Delete
• Duplicate
• Resave
• Migrate fields
• Migrate options(s)
• Download event form

Edit an event form’s name

Use the Edit name function to update the name of an event form. When you change the name of an event form, everywhere the form name appears will update to the new name, including:

• The event form selection screen shown during the data entry process.
• The list of event forms available to report on using the reports tool.
• The available data sources for the dashboard builder.
• The settings for linked calculations, embedded events and embedded reports.

Delete an event form

The Delete function removes the event form and all data recorded using it from your Smartabase site. We generally recommend that you don’t delete an event form unless you have already removed permissions for the form from all roles it was added to and considered backing up your data elsewhere.

Duplicate an event form

The Duplicate function creates a copy of the event form. This doesn’t duplicate the data recorded by the original event form. If you use the duplication function, make sure the name of your new event form is unique.

Resave an event form

You can use the Resave function to recalculate all records for an event form. You can use this when you modify or add a calculation and need to recalculate previously-saved records. If you use this function, you should be aware that resaving large numbers of records might affect the performance of your Smartabase site until the resave is complete.

When completing a resave, you can also choose to only apply it to a specific date interval. For example, you could resave data from within the last 12 months, the last three weeks, between two specific dates, or for today only. Where feasible, setting a smaller date interval is helpful when dealing with larger data sources because the resave will be completed quicker and have less impact on any other Smartabase processes that may be running.

Smartabase will send an email to the address used by your Smartabase account to confirm that a resave has been finished. You should wait for the email notification to arrive before running another resave or migration.

Migrate a field name

The Migrate fields function is used to safely change the name of a field within an event form. When you update the name of a field using a migration, Smartabase will also update most references to that field name, such as field visibility settings, linked calculations, embedded events and dashboards.

Smartabase cannot change any formulas you’ve written that use the original name of the field, so you will need to manually update any calculations where you’ve entered the original field name.

It is vital that you refresh your browser after the migration process completes, and before you next open and edit the event form. You will receive an email when the migration process is complete. We recommend exporting all data from an event form before running a migration to mitigate any risk of data loss.

Migrate option names

The function to Migrate option(s) is for safely modifying the options used by an option type field. It’s important to remember that you can’t use the option migration process to add more options than already exist in the options list for the field. You can add more options to an option field safely by adding to the list in the Options properties of the sidebar. Similarly, changing the order of options can be done in the Options properties.

It is vital that you refresh your browser after the migration process completes, and before you next open and edit the event form. You will receive an email when the migration process is complete. We recommend exporting all data from an event form before running a migration to mitigate any risk of data loss.

You can learn more about the process of migrating options in the help article about option fields.

Download an event form

Use the Download event form function to export and save an event form as a text file (.txt) on your computer. When this text file is imported back into Smartabase as an event form, the new form will have the same fields, sections and properties as the original.

If you use this method to create an event form, you should make sure that the name of your new event form is different from the original version of the event form.

Event form metadata

When an event form record is saved, Smartabase automatically tracks the following metadata for the record:

• Event date
• Event start time
• Event finish time
• About
• By
• Creation date
• Last updated date

Event date

The Event date refers to the date selected at the top of the event form during data entry. It defines the date that a record is saved against.

Event start time

The Event start time refers to the time (to the nearest 15 minutes) that the record was created. It is displayed and can be edited at the top of the event form during data entry. It is also displayed on the My Data screen of the Smartabase Athlete app.

Event finish time

The Event finish time is displayed at the top of the event form during data entry and it refers to the end time of the record. It is also displayed on the My Data screen of the Smartabase Athlete app. It defaults to one hour after the event start time (to the nearest 15 minutes) but can be edited during data entry.

About

About refers to who the record has been entered against, and therefore who it is about. It is displayed as the full name of the user account, in reverse. 

By

By refers to who last entered and saved the record.

Creation date

Creation date refers to the date that the record was added to Smartabase.

Last updated date

Last updated date refers to the date that the record was last edited within Smartabase. 

Appointment forms

An appointment is an interaction between one athlete and one related entity (e.g. an appointment between an athlete and a medical practitioner). Appointments can be booked within Smartabase using appointment forms.

Appointment forms are a type of event form and are created in the Event forms tool. In contrast to other event forms, appointment forms can only be entered via the Enter appointment tool or the Related entity calendar tool. Appointment forms can be accessed via Smartabase Online on a web browser and the Smartabase Classic mobile application. If someone is given Read access to the appointment form and an appointment is made for them, they will be able to see it in their Calendar even if they do not have access to the Enter appointment tool.

Steps to create an appointment form

Prior to creating the appointment form, ensure that you have created a related entity form for this workflow. This related entity is the room, studio, provider etc. that the appointment will be booked against.

1. Open an existing event form or create a new event form in the builder interface.
2. In the form advanced properties, set the Event type as Appointment.
3. Set up the additional advanced properties for appointment forms:
   • Interval length: define the length of intervals between appointments.
   • Event length: define the default length of the appointment, rounded to the nearest 15 minutes. When used in conjunction with the Allow length override setting set to No, only a specific time can be booked.
   • Allow length override: define whether people should be able to override the Event length and change the end time of the appointment.
   • Forward and Backward entry limits: determine how many days forward and backward are available to book appointments for in the Smartabase Classic mobile calendar and Enter appointment tool.
   • Limit entries: define whether there should be a limit on how many appointments can be booked in a period of time.
   • Show name in calendar: define whether to show or hide the name of the event in the Calendar tool. In most instances, this should be set to Yes to identify what the record relates to.
   • Schedule calendar summary override: define which field should be displayed in the calendar summary for this event.
4. Add a Related entity field.
   
   • Name the field the same as the related entity form that it will reference. For example, if the related entity form is named Doctor, the Related entity field should also be named Doctor.
   • In the advanced field properties, select a related entity form in the Related entity setting.
5. If you require more than one Related entity field (e.g. one Related entity field for the doctor and another for the consultation venue), repeat step 4 to add additional fields to the form.
6. Add a Single selection field named Status to denote the appointment status.
   • Set On, Cancelled and Rescheduled as the options. Do not use different options as they will not correctly reflect availability in the appointment tools.
   • In the field advanced properties:
     • Set the Denotes schedule status property to Yes. This enables the appointment to show as on, cancelled or rescheduled and means that the entity is shown as available if an appointment is cancelled or rescheduled. The appointment form must only contain one field with this setting enabled.
     • Set the Default value property to On.
7. Add any other fields that are required in the appointment form. These will be dependent on the information that you need to track but could include a Paragraph text field named Details to list appointment details and a Single select field named Appointment Type with New issue, Follow-up and Other as options to provide the practitioner with information about the reason for the appointment.
8. If any of the fields should be shown in the calendar, be sure to set the advanced property Calendar summary field to True.
9. If you have enabled the calendar tooltip, check that you have set it up correctly to meet your needs.
10. Set up the form save properties.

For more information about how to book and edit appointments, please refer to our Bookings and Appointments article.

Scheduled event forms

Scheduling is used to plan interactions between users and related entities that can incorporate multiple athletes at once (e.g. a training session for multiple athletes at a training venue). Events can be scheduled within Scheduling forms are another type of event form and are created in the Event forms tool. In contrast to other event forms, scheduling forms can only be entered via the Enter scheduled data tool or the Related entity calendar tool. Scheduling forms can be accessed via Smartabase Online on a web browser and you cannot import records into them. If a user is given read access to the scheduling form, and a booking is made for them, they will be able to see it in their Calendar even if they do not have access to the Enter scheduled data tool. All draft scheduled events are only visible in the Enter scheduled data and Preview schedule (and related entities calendar?). This means that a professional user could create scheduled events for the entire week and save the events as draft data while they are planning the schedule, then publish all of the events with one button once finalized.

Steps to create a scheduling form

Prior to creating the appointment form, ensure that you have created a related entity form for this workflow. This related entity is the room, studio, provider etc. that the appointment will be booked against.

1. Open an existing event form or create a new event form in the builder interface.
2. In the form advanced properties, set the Event type as a Scheduled event.
3. Set up the additional advanced properties for scheduling forms:
   • Interval length: define the length of intervals between scheduled events.
   • Event length: define the default length of the scheduled event, rounded to the nearest 15 minutes. When used in conjunction with the Allow length override setting set to No, only a specific time can be booked.
   • Allow length override: define whether people should be able to override the Event length and change the end time of the scheduled event.
   • Forward and Backward entry limits: determine how many days forward and backward are available to book scheduled event for in the Smartabase Classic mobile calendar and Enter scheduled data .
   • Limit entries: define whether there should be a limit on how many scheduled event can be booked in a period of time.
   • Show name in calendar: define whether to show or hide the name of the event in the Calendar tool. In most instances, this should be set to Yes to identify what the record relates to.
   • Schedule calendar summary override: define which field should be displayed in the calendar summary for this event.
4. Add a Related entity field.
   • • Name the field the same as the related entity form that it will reference. For example, if the related entity form is named Doctor, the Related entity field should also be named Doctor.
     • In the advanced field properties, select a related entity form in the Related entity setting.
5. If you require more than one Related entity field (e.g. one Related entity field for the doctor and another for the consultation venue), repeat step 4 to add additional fields to the form.
6. Add a Single selection field named Status to denote the scheduled event status.
   • List On, Cancelled and Rescheduled as the options. Do not use different options as they will not correctly reflect availability.
   • In the field’s advanced properties:
     • Set the Denotes schedule status property to Yes. This enables the scheduled event to show as on, cancelled or rescheduled and means that the related entity is shown as available if a scheduled event is cancelled or rescheduled. The form must only contain one field with this setting enabled.
     • Set the Default value property to On.
7. Add any other fields that are required in the appointment form. These will be dependent on the information that you need to track but could include a Paragraph text field named Details to list appointment details and a Single select field named Appointment Type with New issue, Follow-up and Other as options to provide the practitioner with information about the reason for the scheduled event.
8. If any of the fields should be shown in the calendar, be sure to set the advanced property Calendar summary field to True.
9. If you have enabled the calendar tooltip, check that you have set it up correctly to meet your needs.
10. Set up the form save properties.

For more information about how to schedule events, please refer to our Bookings and Appointments article.