Everyone who uses Smartabase has an account, whether they’re an athlete, student, patient, soldier or staff member. Account information usually consists of your identifying information and contact information.

A screenshot showing an example from a fictional user account

You can usually see a link to your account in the corner of the Smartabase web application or as a home page option when you’re using the Smartabase mobile application or Smartabase Athlete application. Your profile (unlike account data, profiles are customised for each site using profile forms) is accessible via the profile editing tools.

Besides your identifying and contact information, there are some other important settings that you can adjust from your account:

  • Language
  • Favourite events
  • Multi-factor authentication
  • Terms of use


Smartabase supports some frequently spoken languages, in addition to English. These include German, Spanish, Dutch, French, Portuguese, Arabic, Russian, Italian, Japanese and Mandarin to name a few. Most sites default to the language of the organisation’s home country, but users who speak one of Smartabase’s supported languages can update their account to choose their preferred language.

Updating the language within your account settings is very straightforward; however, please keep in mind that Smartabase will only translate text that is part of the system itself. If event or profile forms have been created in English and a user has set their language to Spanish, then your organisation would need to provide a translation for the terminology used in the forms.

Favourite events

A screenshot showing an example of how favourite events appear on your home screen when using the Smartabase web application

The favourite events option (if enabled for your role) means you can choose any number of event forms as favourites. When a form is selected here, it gets promoted on your home page in a few different ways to make it easier for you to access.

If you’re viewing Smartabase using the web application, favourite events will show up as items on your home page. You can select each favourite form then choose to enter a new record or go to the history for that form. Favourite events also appear more prominently in the sidebars than other event forms.

Keep in mind that the sidebars show your favourite events, which may not be the same as the favourite events of the person you’re looking at in Smartabase if you’re a coach.

When you’re using the Smartabase mobile application or the Smartabase athlete application, favourite events are also promoted on your home screen for greater visibility.

You can have an unlimited number of favourite events. An administrator may also set favourite events for you.

Multi-factor authentication

If multi-factor authentication is enabled for your Smartabase site (or for your role), you’re required to authenticate certain actions (like logging in or updating your account) by providing a code. You can choose how to complete this step:

  • You can receive an SMS with a six-digit code.
  • You can receive an email with a six-digit code.
  • You can set up Google Authenticator to automatically generate six-digit codes.

To choose, use the MFA Communication Channel preferences in your account page. Depending on the settings applied to your role and your Smartabase site, you may be limited to specific channels. If you’re the coach of a group, you can also set this preference for anyone in your group, as long as you have the required permissions to do so.

Authentication via SMS or email

A screenshot from an Iphone showing how a multi-factor authentication code appears when sent via SMS

If you want to authenticate via SMS or email, it’s important that you take care with several things:

  • Ensure that your phone number is up-to-date in Smartabase, including checking that it is set to Mobile.
  • Ensure that you have access to your phone and it has the ability to receive text messages, especially when you’re travelling or in an area with poor mobile reception.
  • Ensure that your email address is correctly recorded in your Smartabase account and that you have access to your email.

When you get a code from Smartabase via email, the email will be sent from noreply@smartabase.com.

Authentication via Google Authenticator

A screenshot from an iPhone showing how the Google Authenticator application generates a multi-factor authentication code A screenshot from an iPhone showing how the Google Authenticator application generates a multi-factor authentication code

If you want to authenticate using the Google Authenticator application, you’ll need to follow specific steps to get it set up. However, once set up, this is a very reliable way of making sure that you’re able to complete Smartabase authentication.

Importantly, if you’re a coach wanting to restrict users to only authenticate via an authentication app, they will need to have first logged in and located their multi-factor authentication key. This key needs to be entered into their authenticator app, and can only be accessed by the user (not by an administrator or coach).

Anyone who uses more than one Smartabase site (for example, when your organisation uses an enterprise Smartabase system with multiple sites on one server) needs to set up a Google Authenticator account for each Smartabase site. In this case, you would follow the second set of steps below once for each Smartabase site you use which requires multi-factor authentication.

Get the Google Authenticator application
  1. Using your mobile device, go to the App Store (for iOS devices) or the Play Store (for Android devices).
  2. Search for and locate the Google Authenticator application.
  3. Check that the Google Authenticator application is the one made by Google.
  4. Install the Google Authenticator application on your mobile device.
Set up a multi-factor authentication key for your Smartabase account
  1. Using the Smartabase web application, access your account.
  2. Select the eye icon to make your multi-factor authentication key visible.
  3. Using Google Authenticator, select the plus icon to add a new account.
    1. Choose the manual entry option.
    2. Provide a name for the account. This does not need to be your Smartabase username, but we recommend naming the account something that tells you where you’ll be using the code generated for this account.
    3. Enter the multi-factor authentication key from your Smartabase account. This isn’t case sensitive so you can put it in using upper or lowercase letters.
    4. Ensure that the time-based setting is activated.
    5. Select the tick icon to save your account.
  4. When you return to the Google Authenticator home screen, you should see a six-digit code that is periodically refreshed.

Use a multi-factor authentication code in Smartabase

A screenshot showing an example of the multi-factor authentication process

Depending on how your Smartabase site is administered, you may need to authenticate each time you use Smartabase for certain actions or periodically (for example, once a month). Authentication is done on a device-by-device basis, so if you’re using two devices, such as a computer and a phone, you’ll need to authenticate them separately.

Any time you need to authenticate your Smartabase account, you’ll need to enter a code.

  • If you are using the email or SMS method, enter the code you receive into Smartabase.
  • If you are using the Google Authenticator method, open Google Authenticator on your mobile device and enter the code it displays into Smartabase.

Note that the codes used by both methods expire within a short time period and each code can only be used once.

Once you’ve authenticated a Smartabase account using a particular device, it’ll appear on the list of registered devices shown in your account.

A screenshot from a fictional user's Smartabase account showing the registered device list

Terms of use

If any terms of Smartabase use have been set up by your organisation, you can review them from your user account by selecting the document title from the list shown the user account page.

A screenshot showing an example of the terms an athlete might see when reviewing their consents from their user account

You are also able to withdraw your consent to any terms you’ve previously agreed to. If you choose to withdraw consent to you organisation’s terms of use for Smartabase, you’ll be logged out of Smartabase once you save the updates to your user account. Since you are no longer agreeing to your organisation’s terms, you won’t be able to use your Smartabase account.

If you later change your mind about whether you agree with your organisation’s terms of use, you’ll be able to consent to them as part of the login process.

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