Institution Settings

Institution Settings

The Institution Settings are Global Settings that apply to all Users. Only Administrators have access to Institution Settings. From the Menu Bar select Admin, Institution.

Institution: General Page


Institution Information

Field

Description

Institution Name

The Institution Name can only be changed by CSMi. If it needs to be updated send an email to salese@csmisolutions.com

Institution Type

Select the description that best describes your Institution.

School ID

To allow athletes to join SportsWareOnLine (typically done with incoming freshmen), you need to provide a School ID of between 1 and 20 characters. When the athletes go to www.swol123.net and click the Join SportsWare button, they will enter your School ID so their new record will be correctly associated with your school.

Participate in Group Injury Studies

CSMi launched an injury surveillance program for all SWOL Owners. If you want to participate, select this option.

Allow Athlete/ Parent Login

This option allows the Administrator to enable the SWOL Pre-Participation program which allows athletes/parents to edit their Records.

Note: Each SWOL Athlete Record allows you to enable or disable access for a particular athlete. For example, you might disable access for In-Active athletes. Athletes will need to have their email address stored in their SWOL Athlete page before they will be able to login to SWOL.

Allow Athlete to Edit their ID

This option allows the athlete or parent to log-in to their listing and change their ID number. We do not recommend allowing students to change their ID numbers

Show the Paperwork to the Athlete

This option allows the athlete or parent to see their paperwork and if the paperwork has been completed.

Use AthleteID as QuickTreatment Password

This option allows students to use their ID# as password for logging into QuickTreatments

Use 2 factor authentication 

 Select this option to use 2 factor authentication

Institution: Insurance Companies

SWOL gives you the option to submit claims directly to your insurance broker. Use this section to input your brokers email to send claims. You will then be able to submit a claim with a click of a button on the injury database listing screen.

Institution: Billing/End User Information

Under the Billing/End User information is where you update the main contact on your Sportsware account. This is the person who receives email updates, if the main end user is leaving the institution it is important to update this section so you get reminders when your subscription is going to expire. 

Institution: Sales Contact Information

Sales Contact information is prepopulated into your Sportsware account to show who your main contact at CSMI. 

Institution: Options

Field

Description

Session Timeout (Minutes)

If there has been no activity with SWOL at your computer for the timeout period, SWOL will require the user to login. Prior to logging out a user a window will appear warning SWOL will log out in 1 minute. This setting applies to SWOL, Quick Treatments, and Pre-Participation Module.

Report Title

The Report Heading appears at the top of your SWOL Reports.

Medical History Renewal Date

You can allow athletes to log-in to SportsWare and enter Medical History records. When an athlete logs-in, SportsWare checks if the athlete has an existing Medical History record. If the existing record was created after the renewal date, SportsWare allows the athlete to update the existing record. If the record was created before the renewal date, the athlete must enter a new record. If your school will be creating a new list of Medical History Questions, you should set the Renewal Date to yesterday so the athletes will be required to answer the new set of questions the next time they login.

Institution: User Password Requirements

Discuss User password requirements with your IT department. Your institution may have an existing Password policy which you are required to follow. SWOL displays the User Password requirements to each User when creating a password.

Note: For Password changes to take effect you must logout of SWOL.

Field

Description

Expire Time (Days)

SWOL will expire User passwords that have not been changed based on this value. If the value is set to 0 passwords will not expire.

Once a password has expired, the User will receive a password expiration notice the next time they attempt to Login to SWOL and be instructed to use the Reset Password routine to update their password.

Minimum Length

Minimum number of characters required for a password. 

Requires Numeric Character

If checked, at least one character has to be a number.

Institution: Athlete Password Requirements

Discuss Athlete password requirements with your IT department. Your institution may have an existing Password policy which you are required to follow. SWOL displays the Athlete Password requirements to each Athlete when creating a password.

Note: For Password changes to take effect you must Logout.

SWOL offers the option to create Athlete Password requirements separately from User Password requirements in case Athlete Password requirements do not have to be as stringent as User Password requirements.


Field

Description

Expire Time (Days)

SWOL will expire athlete passwords that have not been changed based on this value. If the value is set to 0 passwords will not expire.

Once a password is expired the Athlete will receive a password expiration notice the next time they attempt to Login to SWOL and be instructed to use the Reset Password routine to update their password.

Minimum Length

Minimum number of characters required for a password. 

Login Retries
Number of times an athlete can try to login before needing a reset

Requires Numeric Character

If checked, at least one character has to be a number.

Requires Special Character

If checked, at least one special character must be used( @, !, #, $, %, ^ or &)

Requires Mixed Case Characters

If checked, at least one character has to be Upper Case and at least one character has to be Lower Case.

Institution: Athlete Permissions

Controls which mobile applications the athlete can access.

Field

Description

Injury

Athlete can access the injury application.

Treatment

Athlete can access the treatment application.

Concussion

Athlete can access the concussion application.

COVID-19
Athlete can access the COVID-19application.
PHQ-9
Athlete can access the PHQ-9 application.
Exercise
Athlete can access the exercise application.
Weight
Athlete can access the weight application.

Institution: Date Filter Defaults

Controls how many records appear in listing screen.

Note: The shorter the default value, the faster the listing screen will be displayed.

Field

Description

Injury Listing Screen

Number of days from current date for which injuries will be displayed.

Treatment Listing Screen

Number of days from current date for which treatments will be displayed.

Exercise Listing Screen
Number of days from current date for which exercises will be displayed.
Attachment Listing Screen
Number of days from current date for which attachments will be displayed.
Allow Notes Editable
Number of days from current date which notes can be edited

Institution: Datalys

                                    
For schools participating in Datalyst, you would use this section to input your Datalys School ID which you must receive from Datalys to participate. Injury records to submit show the number of injury records that you need to submit, concussion records to submit show the number of concussions that have not been sent to Datalys yet. 

Institution: Insurance


Sportsware has an option to purchase insurance verification. When purchased, you need a local physician to verify insurance against,  in this section input the name of the doctors you would like to verify insurance against. The doctors in this lists are populated in the Phonebook Database. The table on the bottom shows the history of insurance verification purchases. 

Institution: Attachments (Pre-Participation Forms)

SWOL includes the ability to post multiple pre-participation forms on the Athlete Portal. On-line forms replace the need to mail and collect hardcopy forms. Following is the procedure to post a form.

1. Click Add.
2. Click Browse to open the File Manager.
3. Locate your file from within the File Manager, highlight, and Click Open.
4. Assign a Title to the document which will appear in the Athlete Portal. Then define how SWOL should manage the document

Field

Description

This is a fillable PDF…

Select this box if true. Fillable PDF’s avoid the need for Users to print hardcopies.

This form is used by Athletes

This is an informational form…

Every athlete will see it when they log on to SWOL

Distribute a copy of this form…

Form will include an electronic signature

This form is used by Athletic Trainers in the following databases

Athlete

Injury…

Select the databases where the form should be stored

Other Commands for SWOL Institution Page

Field

Description

Edit

Select to Edit a Stored document

Delete

Select to Delete the Posted document

Renew

Select if you have a form that needs to be completed every year. SWOL will save the completed form (now unavailable) and make an new blank form available to the athlete from the Athlete Portal

Open

Select Open to view the stored attachment

Design PDF

Select to Design your own PDF



Institution Required



The Required tab under Institution is used to set which information you want to require athletes to complete. Use the toggle yes or no to select which fields you would like to show up under your athlete's record. 

Institution: Alerts



The Alerts tab is used to set email alerts, customize who gets an alert after select actions are made. 

Institution: Quotes

Use this tab to view quotes for your SWOL subscription

Institution: Audit

The Audit tab keeps a record of everything done within the account. 

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