There are lots of different ways to enter event and profile data into Smartabase. The most common process used by an athlete, soldier, student or other non-professional user is to open a blank form, fill it out with their own information and save it. This creates a record for that form.
If you need to, 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 Athlete 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 Athlete 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 an event form.
- Entering data into a profile form.
Entering data into an event form
You can select an event form from one of several places:
- The Add data button on your home screen.
- The Favorites section on your home screen.
- The + icon on the My data screen.
When you use the Smartabase Athlete app, you’re always entering data about yourself so there’s no screen where you choose a person to enter data about.
If you are using the Athlete app offline (i.e. no internet connection), you will only be able to select event forms that you downloaded to the app while online. For more information on how to prepare your device for offline use, check out our article on Using your Athlete app account.
Filling out a blank form
These screenshots show how event forms appear when viewed from the Smartabase Athlete app. In these examples, the option fields and body diagram work just the same way that they do on Smartabase Online, although their appearance is modified for use on a mobile device. Forms may also contain calculations that generate a response automatically or restricted fields.
Save buttons are available at the bottom of the form. Depending on how the form has been set up, you may see one or more of the following options:
- Submit and close
- Submit and continue
- Submit and enter others
- Submit and lock
- Submit and redirect
Submit 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) and select the Back button. You will be prompted to confirm that you want to exit the form 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.
Filling out a form while offline
When you enter a new record while offline, any records that you save will be stored locally to your device until your network connection is reinstated. You can also edit these records while offline by selecting them from the My data view and editing them as you usually would.
To view records saved locally to your device, navigate to the app Settings then select Offline use. Select View uploads to see any records that have been added while offline in the last 24 hours and their sync status to the Smartabase server. Pending records will be automatically synced to the server in the background when a network connection for your mobile device is re-established, the app is open in the foreground and you're logged into your account. Records are removed from the View uploads list 24 hours after they are successfully synced to Smartabase.
If the form has changed since you filled it out, you will see an error message in the View uploads section and will need to update the record before it can be saved to Smartabase. If you no longer have access to the form, any draft records will be deleted from the list.
If an event form you’ve downloaded contains a Database field, all database records within that form are cached to your device so that you can use the field while offline. Following this, the cache is updated (if applicable) each time you log into the app while online. If the event form has not been downloaded to your device and you lose network connection during data entry, only database records that are selected or expanded are cached so you can complete the record.
In the example above, the first three database records were selected or expanded when the network connection was lost therefore they are still able to be selected while offline. The other database records are greyed out, indicating that they cannot be selected. For more information about Database fields, refer to our article on Databases.
Note that Image, File upload and Multiple file upload fields cannot currently be used when offline.
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. On the app, data fields are arranged vertically down the page and you swipe left and right to view the data rows. To add a new table row, select the Add new entry button at the bottom of the table.
A table summary section is displayed above each table and shows the current table row number, the total number of rows and the first two field values from each row. You can hide the table and the table summary section by tapping Hide. All that will remain is the total number of table rows and the Add new entry button, which can be used to add a new table row. Tap Show to reveal the table again. The screenshot below shows the row number (one of four) and the values from the first two fields (Order and Exercise) in the table summary.
Selecting the symbol on the right of the header shows a summary of the table rows, including the first two values from each row. Select Review to show a summary of the table data in a non-editable view. To edit the table again, select Edit entry at the bottom of the table. You can also clear data from the table row by selecting the three horizontal dots above the table.
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.
Entering data into a field using a Bluetooth device
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 Athlete app. The first time you use the form you will need to connect a device to the Bluetooth-enabled field using the following steps:
- Click on the Bluetooth-enabled field.
- Click Scan and select the device from Discovered devices once it appears.
- Close the Bluetooth connection pop-up.
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.
Editing an existing record
Existing records can be viewed on the My data screen of the app. Use the calendar to search for the date of the record, or scroll up and down in the summary section at the bottom of the screen to search through records. The circled date indicates the first date shown in the summary section on the screen. To quickly return to the current date, tap Today.
A yellow dot on the calendar indicates that a record exists on that day. Tap the date to show a summary of the record(s) entered on that date. Selecting an existing record will open it to show you more information or allow you to edit it.
Save the record after you have finished editing it.
If you are using the app when offline, records that were entered and saved when online are greyed out on the My Data screen. You cannot open those records until your internet connection is reinstated.
Entering data into a profile form
You can access your account details by navigating to Settings at the bottom of the screen, then select Account. The Account screen will display your account details, and provide you with the option to view your profile pages. Click on My profiles and select any of the profile forms you have access to.
In this example, the athlete has access to the Athlete Profile profile form.
Profile forms can only be accessed with a network connection; you cannot update your profiles when offline.