Athlete Database

Athlete Database

Athlete Database: Listing Screen


The Athlete Listing Screen shows all of the Athletes in database.






Across the top of the Listing Screen are Filters to narrow the records displayed on the Listing Screen. The Filter choices are Sport and Group.

Below the filters are four checkboxes which adjust what records are displayed or highlighted in the Listing Screen. A checkmark in front of the option indicates the option is enabled. No checkmark indicates the option is disabled. SWOL automatically saves and restores your View Menu settings:

  1.       In-Active Athletes - Shows both Active and In-Active Athletes
  1.      Cleared to Play Only- Shows only Athletes that are Cleared to Play   
  1.      Dim Records – Shows In-Active athletes with a grey background to make them more distinguishable 
  2.      Deleted Records- Shows records that have been deleted

The Athlete Listing Screen includes the following columns: Full Name, ID, Sport1, Sport2, Sport3, Group, Grad Class, and Active. The athlete’s current sport will be highlighted in bold type. If you click on a column heading SWOL will sort records based on that column. Click a second time on the same column heading to reverse the sort order.

Athlete Database: Actions

Athlete Database: Add a New Record 

  1. To add a new Athlete to the Athlete Database
  2. Click Athlete Database icon to access the Athlete Database.
  3. From the Athlete Listing Screen, click the Add button. SWOL will create a new, blank Athlete Data Record Screen.
  4. Enter the new athlete information.
  5. Click the OK button to save the new record, or click the Cancel button to delete the new record.

Athlete Database: Update an Existing Record 

To Update an Athlete Record:

  1. Click Athlete Database icon to access the Athlete Database.
  2. Select the Athlete Record from the Athlete Listing Screen and click Update.
  3. Update the Athlete Record with the new information.
  4. Click the Save button to save the change to the athlete record, or click the Cancel button to cancel your changes.

Athlete Database: Delete a Record 

  1. Click Athlete Database icon to access the Athlete Database.
  2. Select the Athlete Record from the Athlete Listing Screen.
  3. Click the Delete button. SWOL will ask you to confirm the deletion.
  4. Click the Yes button to delete the record, or the Cancel button to cancel the deletion and leave the record in the database.

Note: When you delete an Athlete Record, all of the Athlete’s Injury, Treatment, Referral, Physical, Medication, Sign-Out, Surgery, Medical History, Concussion, and Billing records are also deleted.

Athlete Database: Duplicate a Record 

If a family has more than one Athlete in SWOL it may be faster to duplicate an existing Athlete Record than create a new record.

  1. Click the Athlete Database Icon to access the Athlete Database
  2. Select the Athlete Record you want to duplicate from the Athlete Listing Screen
  3. Click Duplicate. SWOL will create a new record with the word DUPLICATE in the First Name field, the Last Name from the original records and copy all of the other completed fields from the original record to the new record that were completed on the Address, Emergency, and Insurance Tabs.

Athlete Database: Print an Athlete Record

  1. Click Athlete Database icon to access the Athlete Database.
  2. Select the Athlete Record from the Athlete Listing Screen.
  3. Click the Print button

Athlete Database: Assign a Task 


SWOL includes the ability to send a request to another User to view a record. We call this Task. For example if you wanted an associate to review an Athlete Record you would mark the record with a Task, assign it to someone to review, include a subject, due date, and reason. When that person logs on to SWOL they would see the Task on their Dashboard and could jump to the record by clicking on the link.



  1. Click Athlete Database icon to access the Athlete Database.
  2. Select the Athlete Record from the Athlete Listing Screen.
  3. Click Task.
  4. Fill out Task fields and press Insert to send to the receiver.

Athlete Database: Input Screen

Note: You can fill in as much or as little information as you need. Think about the reports you want to generate. For example, if you want to create Travel Reports (Athletes, Emergency Contacts, Insurance, Medical Alerts and Insurance Information) you would need to fill out data on all five tabs.

Athlete Database: General Tab



Background

Field

Description

First Name

Athlete First Name.

Last Name

Athlete Last Name

ID

Athlete school ID number.

SSN

Social Security Number

Class

Year the athlete is expected to graduate.

Gender

Athlete Gender

Birth Date

Athlete’s birth date.

Status

Field

Description

Status Record Release Expiration Date

Records the date at which the Athlete’s Information Release form expires. Note: Use the Report, Athlete, Record Release Expire report to print a report of Athlete releases which expire during a time.

Active Checkbox

Indicates Active athletes. Athletes currently in sports programs are set to Active. Athletes are typically set to In-Active when they graduate or leave the sports program. Setting athletes to In-Active, rather than deleting them allows you to re-call their data if questions arise at a later time.

SportsWare typically only displays and reports on records for Active athletes. Use the View In-Active Athletes checkbox command located at the top of the Athlete Listing Screen to view the records for In-Active athletes.

SportsWare allows you to display In-Active Athlete records in a grayed background. Use the View, Dim Records checkbox located at the top of the Athlete Listing Screen to dim the records for In-Active athletes

Cleared to Play Checkbox

Records if athlete is cleared to play. For example, all documentation is in and grade requirements have been met.

Watch

Puts Athlete on a Watch List only the Athletic Trainer can see. The Watch List appears on the Athletic Trainer's Dashboard.

Notes for Watch

Record reason why Athlete is on the Watch List. Only the Athletic Trainer has access to information recorded here.

Practice

SportsWare uses this field to decide which athletes should be included on the Coach’s Report and Status-Practice Report. (From the Injury Database select Report, Coach.)

Expected Return

If an athlete cannot practice, record the expected date of return here. It will appear on the Coach’s Report

Game

SportsWare uses this field to decide which athletes should be included on the Coach’s Report and Status-Game report.

Expected Return

If an athlete cannot compete, record the expected date of return here. It will appear on the Coach’s Report

Notes

Notes in this field appear in the Coach’s Report. Each time you edit a record for an athlete SWOL will ask if you want to edit the Practice and Game Status and the Notes.

Online Access

Field

Description

Online Access e-Mail

The Athlete’s e-mail address. This is the field SWOL will use for the Athlete Portal. Each Athlete Record can only have one email address to access it via the Athlete Portal.

The same email address can be used for more than one Athlete Records (family) but the passwords must be unique for each Athlete Record.

Once an email address is recorded you can initiate an email by selecting the Letter Icon.

Existing Password

Shows asterisks. Nothing to record

New Password

Enter a password for the Athlete to use when logging on to SWOL.

NOTE: If you leave blank (our recommendation), the athlete will have the ability to create a password the first time she logs on to SWOL.

Confirm Password

If you choose to enter a password for athlete enter it a second time to confirm accuracy.

Access Level

View

Edit

View gives the Athlete the ability to view her Pre-participation information via the www.swol123.net Athlete Portal. Edit gives the Athlete the ability to edit her Pre-participation information via the www.swol123.net portal.

Athlete Picture

Field

Description

Browse, Edit, Delete

Press Browse to select a picture to store in the Athlete Record.

Use Add to store the picture in the Athlete Record.

Use Delete to remove a picture from the Athlete Record.

Sport/Group

Field

Description

Sport1, 2, 3

SWOL will store up to three sports for each athlete.

Current

Select the radio button next to Sport 1, 2 or 3 to signify what is the athlete’s current sport. The current Sport will be automatically inserted when creating new sub-records for the Athlete.

Group

The Group field is typically used to indicate the Athlete’s school or organization. Completing the Group field will enable you to create individual reports for multiple schools or organizations.

If all of your Athletes are from the same school (i.e. all of the records would have the same entry) you can leave this field blank.

Athlete Database: Address Tab



SWOL can store two addresses for each athlete. In the high school setting the second address might be used if the athletes’ parents live separately. In the college setting the addresses may be used for the athletes’ school and home addresses.

Field

Description

Address

Athlete Street Address

City

Athlete City

State

Athlete State

Zip

Athlete Zip Code.

Country

Athlete Country

Phone

Athlete Phone number. Note: SWOL does not apply phone formatting so you can enter international numbers. You will need to add formatting characters, e.g. (, ), or – if you want them to appear on your reports.

Cell

Athlete Cell Phone number.

Beeper

Athlete Beeper number.

 

Note: You may enter a secondary address for an athlete with two different addresses.  The secondary address includes a space for an additional email address.  Make sure to enter the primary email address on the Athlete General tab.

Insert Default Address

To expedite data entry you can set a default address (street, city, state, zip, and phone) in SWOL. This is especially useful at the high school level where most of the athletes have the same City, State, ZIP, and Area Codes.

Athlete Database: Emergency Tab



SWOL accepts two Emergency Contacts per Athlete.

Field

Description

First

First name of Emergency Contact

Last

Last name of Emergency Contact

Signature on file checkbox

When checked indicates there is a signed release to treat the athlete on file.

Relationship

The Emergency Contact’s relation to the Athlete.

Address

Emergency Contact Street Address

Address

Emergency Contact Street Address

City

Emergency Contact City

State

Emergency Contact State

Zip

Emergency Contact Zip Code

Country

Emergency Contact Country

Home Phone

Emergency Contact Home Phone number.

Work Phone

Emergency Contact Work Phone number.

Cell

Emergency Contact Cell Phone number.

Beeper

Emergency Contact Beeper number.

E-mail Address

Emergency Contact e-mail address.

 

Insert Athlete Address

To expedite data entry you can copy the Athlete addresses to the Emergency Contacts. This is especially useful at the high school level where most athletes live with their parents.

To copy the Athlete Address, from the Emergency Contact page, click the Athlete 1 or Athlete 2 button.

Athlete Database: Insurance Tab

You can enter a primary and secondary insurance company. When entering insurance claims, (see Insurance Database), SWOL copies the Insurance Information from the Athlete Record to the Insurance Claim Record.

Field

Description

Company

Insurance Company name.

Address

Insurance Company Street Address

Address

Insurance Company Street Address

City

Insurance Company City

State

Insurance Company State

Zip

Insurance Company Zip Code

Phone

Insurance Company Phone number.

Name

The Policy Holder name.

Birth Date

The Policy Holder birth date.

ID

The Policy Holder ID.

Policy

Insurance policy Number

Plan

Insurance Policy Plan Number

Type

The Insurance Plan type, e.g. PPO, HMO.

See First

The person the athlete must see for an initial visit and referral.

Phone

The See First contact’s phone number.

 

Insert Insurance Company Address

To expedite data entry you can the store Insurance Company addresses in the SWOL Phonebook.

To insert the Insurance Company Address:

  1. From the Insurance Contact page, click the Lookup button.
  2. SWOL will display a Picklist of Insurance Companies.
  3. Select the desired Insurance Company and click the OK button.

To add or edit the list of Insurance Company Addresses:

  1. From the Phone Book Database, enter the Insurance Company information and select the record type as “Insurance Company”. Insurance Company information entered in the Phone Book Database will be available through the Lookup button.

Athlete Database: Medical Tab



Field

Description

Alerts

Record the athlete’s alerts, e.g. allergies, sickle cell, cardiac

Immunizations

Record the athlete’s immunizations. Customize this list via Picklists, Immunizations.

Drugs Taken

Medications the athlete is taking.

Doctor

The Athlete’s Primary Physician and his/her phone number. Note: Use the Phone Book Database to enter Doctor information. Doctor information entered in the Phone Book Database will be available through the Lookup button.

 

Athlete Database: Paperwork Tab

The Paperwork Page includes a list of 5 expiration date boxes for paperwork you may have to track.  To enter an expiration date, simply highlight the text box and select a date from the pop-up calendar.

Athlete Database: Attachments Tab



You can attach any type of Windows file to an Athlete Record. For example, scanned reports, picture of an injury, Word documents.  There is a 4MB limit for each file uploaded.



Item

Action

Add

Add a new Attachment. To add an Attachment:

1.       Click the Add button.

2.       SWOL displays the Windows Open Dialog box.

3.       Select the file you want to add and click the Open button.

4.       Enter the Description and click the OK button.

Open

Open the selected Attachment

Delete

Delete the selected Attachment.

Accept

Accept the select Attachment. Once an Attachment is accepted it can no longer be edited.

Athlete Database: Notes Tab


The Notes Page allows you to record general information in the Athlete Record. Note: SWOL automatically copies all changes from the General Tab Practice, Game and Notes Status Fields into this Notes field, creating a running history of the changes.

Athlete Database: Required Tab


The Required page shows which required information has been submitted and if there are any incomplete or missing information. 

Athlete Database: Audit Tab


The Audit page shows everything that has been changed within that Athletes record on Sportsware. 






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