The calendar tool allows you to view an athlete’s calendar of events by day, week or month. It is limited to viewing one user at a time; also, the calendar does not display clashes between an athlete’s events and events planned for a related entity. You can see all past records and future events of your own or which you have group access to. For example, a tutor with access to a student’s assessment forms will be able to see those but is unlikely to also have access to administrative forms relating to the student’s enrolment details.
The calendar also shows which event forms on a calendar are complete or draft forms. Remember that draft event forms can be created for future events or they may be event forms that are yet to be completed. You are also able to add draft events to a user’s calendar from the range of forms that you have access to and move future events around.
In this simplified example calendar for Jamie Anderson, you can see the event forms recorded between 1 May and 4 June 2017. Generally, these are Jamie’s daily monitoring forms with a couple of exceptions where he has missed daily training. Any forms that the viewer doesn’t have data permission to see or are disabled from appearing in the calendar will not be visible.
With the required data permissions (read, write and calendar permissions), when viewing a calendar, you can also shift events between days by dragging and dropping them onto a new date. We can also select any empty space in the calendar to fill out a new record for that day.
From the calendar, you can click through to event forms that you have access to and view or edit these forms. Other features of the calendar include the ability to:
- Enter new events from the calendar.
- Subscribe to the calendar.
- Download an iCal (ICS file) of the calendar.
- Export a calendar date range as a PDF.
Enter new events from the calendar
At the top of the screen there is a Data Entry drop-down menu, which we can use as a shortcut to enter new events for Jamie, any other player in the team or the group.
In the top left of the screen, you will see an Options drop-down menu, giving you the ability to Subscribe, Download iCal and PDF.
Subscribe to the calendar
Using the Subscribe button to subscribe to a calendar means that you are able to take the calendar’s link (this is emailed to the email address associated with your Smartabase account) and add it to your own calendar software. Your calendar will automatically update to reflect changes made to the calendar in Smartabase, so this can be a useful way of keeping track of what is going on for a user without being logged into Smartabase. Unfortunately, because Gmail’s calendar doesn’t support calendar links that begin with https (which is necessary for Smartabase's security standards), you cannot subscribe to a Smartabase calendar using Gmail.
Download an iCal of the calendar
The Download iCal button will download an ICS file containing a snapshot of events for either a specified date range or for the unit of time that you are viewing. That is, if you are viewing the calendar in weekly view, the ICS file will be formatted in weeks. Once the download is complete, you will be able to use your calendar software to import the ICS file. The downloaded ICS file will not update to reflect future change’s to the user’s calendar, because it is a static file. Using the Download iCal button is the best solution for extracting calendar data from Smartabase if you can’t subscribe to a calendar – for example, if you want to display a Smartabase calendar in Google Calendar.
ICS (often seen as .ics at the end of a calendar file) is a global file format for calendar files. It is used by calendar software such as Calendar for OSX and iOS (Apple operating systems), Microsoft Outlook (for Windows devices) and Google Calendar (for web browsers and Android devices). Smartabase supports the generation of ICS files for use in external calendar software.
Export the calendar as a PDF
Clicking the PDF button will create and download a PDF version of the calendar based on the date range that you are looking at.
Privacy and confidentiality considerations
Event forms can be configured by a builder to not appear in the calendar or in an ICS file, or both. An administrator can also restrict who has permission to view and interact with an event form in a calendar.
Depending on the nature of the event form and the different purposes for which professional users may have access to a user’s calendar, it may be appropriate to communicate with the builder and/or administrator regarding these settings.
For example, event forms that record particularly sensitive and confidential information can be restricted (by the site administrator) to being viewed in a calendar by select professional users or have calendar visibility turned off entirely by the builder. The builder is also able to prevent the event form from appearing in ICS files. Within the form, the builder is also able to control which fields are shown as the summary for the form when it is viewed in a calendar or from an ICS file.