There are lots of different ways to enter 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. You can enter data into event forms and profile forms with Smartabase Online.
Entering data into an event form
Choosing a person and a form
- The Enter data button on your home page.
- The Enter data option in a menu on the navigation bar.
- The calendar, which might be a home page button or an item on your navigation bar depending on how your site is set up.
- The sidebar, which appears on the left side of your screen (or on the right, if you’re using Smartabase in a language that’s written from right-to-left)
Normally, you would select a person and then choose a form to fill out. If you’ve selected someone via the calendar, you’ll see the same form selection screen that appears when you use the Enter data button or option. If you’ve selected someone from the sidebar, you can also choose the form from the sidebar.
On the form selection screen, you’ll see your favorite events at the top of the page. There’s a search field where you can type in the name of the form you’re looking for. Beneath that, the Show | Hide buttons toggle a list view of the forms you have access to. These are grouped by category. If you just want to see the grid view of all forms, you can use the Hide setting.
To open a blank form, just select the name of the form. If you’re searching for a form by typing its name into the search field, Smartabase will automatically open a form when there’s an exclusive match for your search term. So, for example, if you have two forms called Daily diary and Daily training, Smartabase will automatically open the Daily training form once you’ve typed "Daily T".
Filling out a blank form
The example above shows an event form designed to capture blood pressure test results for a person. When you create a new record, Smartabase shows you the time and date. In this scenario, you would expect the time and date to reflect either:
- When the blood pressure test was done.
- When you entered the data.
Time and date information is automatically recorded when you save the record.
Within the form itself, there’s a single section for the test results. Other forms may have multiple sections, but this is a very simple form.
The first field is for heart rate, which requires a numeric response, because heart rate is a quantitative variable and is measured in beats per minute. The second field is an option field asking you about the position of the athlete when the blood pressure test was taken. This is a single selection field that will only allow you to select one response, as this blood pressure test should only be taken in one position (not while the person is moving between a sitting, standing or lying position).
The third and fourth fields relate to systolic and diastolic measurements of blood pressure. You can see that the response for systolic blood pressure is pre-filled as 120. This is done as a guideline for which number should go here (in case the person confuses the numbers for systolic and diastolic blood pressure) and is editable. The final item in the section does not need to be entered, because it is a calculation which returns the blood pressure category (normal, pre-hypertension, hypertensive stage 1 or hypertensive stage 2).
Lastly, the form has buttons for Save and close and Cancel. Save and close 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. If you select the Cancel button, you’ll exit the form without saving any data that was entered.
Editing an existing record
This is a more complex example of an event form. It’s a fitness testing form that records data for a 40-metre sprint test. This record has already been completed and saved, but we can edit it and save any updates.
The section in the middle is where the data about the sprint test itself is entered. Here, information about the weather conditions and the environment is recorded. The running surface, footwear and start type are also recorded. These field types are all single selection fields where only one option can be chosen.
After that, there’s a table for entering timing data for sprint results. In this table, you would enter the length of time the athlete took to cover 5, 10, 20, 30 and 40 meters during a 40-metre sprint. The splits and velocity are calculations based on those times. You will notice that once this row has been fully entered, a new row can be added using the Add row button.
The calculations near the end of the form show what the best 10, 20 and 40-metre split times were for the whole testing session. These are known as table calculations.
Notice that this form has an additional save button called Enter another, which saves the record and immediately opens another blank form for you to create a new record.
Putting data into a table in a form
In this example, you can see some of the useful functions that become available when you enter data into a table. These will appear whenever you have a table field selected. Clicking the Done button will take you to the next most appropriate cell in the table for entering data; this can be the next cell to the right or the cell below, depending on how the table has been built. The Cancel button will deselect the current cell. The Clear button removes anything you have entered in the current cell.
For speeding up the process of filling out a table, there are another three useful buttons. The Fill down button will take the data you have entered into the current cell and copy it to the remaining cells in the column. Fill down entire row will copy data from an entire row (or rows) into subsequent rows. The Copy last button will copy the data from the cell immediately above the current cell into the current cell.
The Paste from Excel button allows you to paste data from Microsoft Excel directly into the table. When you select this button a pop-up box appears with a blank field for you to paste the data you’ve copied from an Excel spreadsheet. For this to work you must have the data from Excel formatted in exactly the same way as the table columns. Be aware that how Excel displays data is not always the same as how it is stored, particularly with regard to decimal places, dates and times.
Using quick edit functionality to update a form
When you’re looking at form data using the reports or performance history tools, you might see a pencil icon for each row of data. This indicates that quick editing has been enabled. You can select the pencil icon to access a pop-up screen and quickly update important fields from that record.
In this example, the quick edit feature has been enabled on an injury form. This could help medical staff when they need to efficiently update the injury statuses of people they’re treating. The doctor can use the pencil icon to access the key details of each injury and update the necessary information without needing to view the entire injury record.
Once the fields in the pop-up screen are filled out, they can be saved. The information shown in the report or performance history will be updated to reflect any changes which have been caused by the quick edit, such as a new status. The doctor can then move on to the next injury they want to update.
Note that quick edits are only able to be saved and closed. If the Save and Lock or Save and Enter Another functions are enabled for a form, you'll need to open the record to perform these functions.
Entering data into a profile form
- The Profiles tool, which might be a home page button or an item on your navigation bar depending on how your site is set up.
- The athlete sidebar, which appears on the right side of your screen (or on the left, if you’re using Smartabase in a language that’s written from right-to-left).
When entering the tool via the profile button as a professional user, you need to select an athlete. The Profile option displays the account details and profile forms entered for that athlete.
At the top of the page, there is a drop-down field where you can select a profile form to fill out or edit. if you are editing an existing record of a Profile form, the previous data entered will not be kept. Once you've updated the details, save the profile form.
If your role has access to generate PDF reports and you create a PDF of the profile forms, only the complete profile forms (not the personal details in the Profile section) are included in the PDF. To include any of these fields in the report, you should use personal details fields in the profile form.