Using the Databases
How to Review Forms Submitted by Athletes
To see the process for Athletes to fill out forms, please view this help article: Filling Out Forms - Athletes Important Notes: There are now 2 signature types within SportsWare. If a fillable PDF does not have a signature field, you can still ...
How to Upload Insurance Cards
Navigate to the Athlete record > Insurance tab Click on Choose File next to "Upload Insurance Card" Click the +Add button next to Front or Back, depending on which file was selected in step 2. Now you will see a file uploaded to the front or back ...
Adding Events to the Calendar
Printing all injury records for a single athlete
Inventory Database
The Inventory Database is used to record supplies used by the training room. Inventory Database: Listing Screen The Inventory Listing Screen includes the following columns: Item, Units, School, Vendor1, On Hand Quantity, Order Quantity, Bid Quantity. ...
Hidden Injuries
Hidden injuries are created when an athlete is treated for something not connected to an injury. When a new treatment record is added to the treatment database and you select a body area and body part to treat SportsWare creates a hidden injury ...
Coach Portal
Coaches have different access privileges than Athletes/Parents or ATC/Admin user accounts. To add a coach, you must use the + Coach button on the Admin > Users page. This type of user does NOT take up a floating license. You can quickly see if a ...
Datalys Integration
Datalys SportsWareOnLine has partnered with the Datalys Center, a non-profit organization that collects injury surveillance data from participating NCAA schools. If you are an NCAA program that wants to share your data with the Datalys Center ...
How to Use Notes Permissions
SportsWare allows you to assign permissions to users so others cannot see their notes. This is important for health center or school psychiatrists. Set up Notes Permissions: You will need to first start in Picklist>Multilevel>Permissions then name ...
Tasks
SportsWare allows you assign a record for another ATC to check out by assigning a task. 1. Navigate to the injury or treatment database of the record you would like to assign to another ATC 2. Select the record on the listing screen then click the ...
Auto Type
SportsWare allows you to input abbreviations that will automatically correct to full text to make documenting faster and easier. You can find this function on the menu on the left under Picklist>Autotype See useful examples below:
How to add an athlete to the watch list
To add an athlete to the watch list that appears on the main dashboard you will need to go to the athlete database 1. Edit the Athlete Record of the athlete you want to add to the watch list 2. Scroll down to the Status section 3. Toggle Watch to Yes ...
Replace Function
Use the replace function to mass change information within SportsWare. 1. Select which database the information is found in 2. Select the field you want to replace 3. Find the specific field information you want to replace 4. Select or type in the ...
Generating Standard Reports
Standard Reports are available by clicking on Reports in the left hand side bar, then clicking Standard. There are 6 sections on this page to determine what data is in the report. 1. Select a Database and Report First, select a database. Ex: Athlete ...
Phone Database
The phone database houses the information for doctors, facilities, insurance companies, suppliers etc. SWOL gives you the option to add additional phone types within the picklist editor under Picklist>Multilevel>PhoneType Adding a new phone record: ...
Injury Database
Injury Database The Injury Database is used to record injuries, the actions taken, and the conditions under which the injuries occurred. Injuries, therefore, are linked to an athlete record. Before an injury can be recorded for an athlete, the ...
Setting Up Gender Identity Field
Changes as of January 2023. Gender field has been renamed to Birth Sex. Additional field called Gender Identity added. Old New Navigate to the Athlete General page by double clicking on any athlete from the Athlete Listing Grid page to see the ...
Insurance Verification
This module allows you to verify athlete insurance coverage on both an automated monthly basis and an on-demand basis. With this module you can: 1. Lookup Athletes and their insurance information to see if their coverage is active. 2. Set up ...
Treatment Database
The Treatment Database is used to record treatments to an athlete. Each Treatment Record is linked to a record in the Injury Database. If you are providing a treatment without an existing injury, e.g. preventive taping, you should record the body ...
Mobile App
iOS Please utilize the video below to learn how to navigate the iOS mobile app. Android *At this time the Fingerprint/Face ID function does not work on either app. If you use SSO to sign into SportsWareOnLine, then you cannot access the mobile ...
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 ...
Exercise Database
How to Add an Exercise Item How to Assign an Exercise to an Athlete
Centric Database
The centric database showcases all records related to a particular athlete with add, edit, print, etc functions on one page. Read the following notes for how the Centric database works: Once an athlete is selected using the drop-down, the Athlete ...
Setting Up and Using Quick Treatments Add-On
The SWOL Quick Treatments module is typically used by athletes to sign-in to the athletic training room and enter their treatments. Quick Treatment: Starting Add a QT User Navigate to Admin > Users Click the Add QT Trainer Mode or Add QT Athlete Mode ...
Calendar / Scheduler
SWOL includes the ability to schedule appointments between athletic trainer, other SWOL Users, and games and practices. When an Athletic Trainer logs onto SWOL their Schedule appears on the left side of the Dashboard. The Scheduling tool on ...
Renewing and Redistributing Institution Attachments
Using the Institution Attachments Database Navigate to your Institution Attachments by going to: Admin > Institution attachments listing grid When adding an Attachment, you can set it up to be viewed/read or filled out by athletes. Use the toggles ...
Submitting Insurance Reports Through SportsWare
Bob McCloskey (BMI) Note: You must be an Admin on your SportsWareOnLine account to perform this function. 1. From the ADMIN menu, select INSTITUTION. 2. In the INSURANCE COMPANIES area, BOB MCCLOSKEY EMAIL field, BMI claim examiner’s e-mail address. ...
Setting up Alerts
The SportsWare Alert module sends SportsWare generated messages based on several events. Admins can define the Alerts their institution will use. Users can define the alerts they want to receive and if they want a notification. Alerts available: ...
How to add a QuickTreatments User
QuickTreatment Modes: Athlete Mode: Requires the user to enter the Athlete’s password when creating a new QuickTreatment. ATC Mode: Does not require the user to enter the Athlete’s password when creating a new QuickTreatment. You only need one ...
How to use combine duplicate function
Combine Duplicate Records SportsWareOnLine allows you to combine duplicate athlete records, e.g. two records for the same athlete. The Combine DUPLICATE function copies data from the DUPLICATE record to the MASTER record. An exact description of how ...
How to create a custom excel report
End of Year Procedures
End of Year Utility Starting the process is as easy as navigating to the UTILITIES menu, selecting END OF YEAR and following the End Of Year checklist. The End Of Year utility provides the following features: Item Purpose 1. UN-CHECK CLEARED TO PLAY ...
How to add, update, or delete a user in SportsWare
SportsWare defines users as individuals with add, edit or delete rights. This is typically athletic trainers but may also be athletic directors, team doctors or others who report on the well-being of your organization’s athletes or staff. To ...