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 use this process with any of the Smartabase applications:
- The Smartabase web application.
- The Smartabase desktop application.
- The Smartabase Athlete mobile application.
- The Smartabase mobile application.
It’s normal for your Smartabase site to only publish certain forms to the Smartabase mobile application, 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 mobile. You would be able to these when you’re using the Smartabase web application or desktop application instead.
Entering data with the Smartabase web or desktop applications
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 favourite 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
This is an event form designed to capture blood pressure test results for a person. It’s a very brief event form, but one that demonstrates some important concepts.
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 question 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 question is an option question asking you about the position of the athlete when the blood pressure test was taken. This is a single selection question 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 questions 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 user 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 & close and Cancel. Save & 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 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 question types are all single selection questions 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 metres 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 tool or the performance history, 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 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 & Lock or Save & Enter Another functions are enabled for a form, you’ll need to open the record to perform these functions.
Entering data with the Smartabase Athlete application
Choosing a form
When you use the Smartabase Athlete application, you’re always entering data about yourself so there’s no screen where you choose a person to enter data about.
Filling out a blank form
These screenshots show how event forms appear when viewed from the Smartabase Athlete application. In these examples, the option questions and body diagram work just the same way that they do in the Smartabase web application, although their appearance is modified for use on a mobile device.
Entering data with the Smartabase mobile application
Choosing a person and form
When you’re using the Smartabase mobile application, your data entry process may be a little different depending on whether you’re entering data about yourself or about another person. If you are entering data about another person, you’ll have to choose them before selecting an event form. If you’re entering data about yourself, you won’t see any step to select a person and you’ll go straight to choosing which event form you want.
Filling out a blank form
This screenshot shows part of a wellness form. This wellness form has the date of entry at the top of the form. If you need to adjust the date (or time), you can select the arrow icon to change them.
Depending on how the form is set up, you might see the Save or the Next button at the bottom of your screen. Use the Next button to go to the next section of the form and fill it out, or complete the record with the Save button. If you use the Cancel button, your entry won’t be saved.