Event Management

An event is the primary data grouping structure in the application. All screenings are associated with an event. Each athlete must have an open visit in a given event to track screening data within that event. For all athletes registered for a given event, if there any open visits when the event ends, then all open visits close. The visits close 23 hours after midnight of the last day of the event. This is to account for regional time differences. For example, if the event end date is March 3, then the visits associated with that event will automatically close on March 4th at 11PM EST if they have not been closed prior.

An administrator will be able to create and edit events.

Creating an Event

From the Landing Page, click on the ' Configure Metadata' tab

Click on ' Manage Events'

Click on 'Add Event'

Enter Event details and click on 'Save'

1. Enter Event Name

2. Enter the Description

3. Select the Program from the drop-down

4. Select the Start Date from the calendar

5. Select the End Date from the calendar

6. Enter the Location

Editing an Event

From the Manage Events Page, Click on the in the event row you want to edit

Edit the event's details and click on 'Save'

Adding a Single Athlete to an Event

From the Manage Events Page, Click on the Event

Click on 'Add'

Enter Athlete's name in search bar, select the Athlete and click on 'Yes'

Uploading Several Athletes to an Event

To access this page, navigate to Configure Metadata > Manage Events and select the name of the event to which you'd like to upload data.

The athlete data must be formatted per the system requirements. To access a blank version of this template, select the "Download" button.

The Upload and Download buttons are used to upload several athletes at a time into an event

Select the "Upload" button to select the file which has athlete information in the proper formatting. After confirming, the athletes are added to the event and a confirmation message appears.

The athletes who were uploaded into the event appear in a table

Several files may be uploaded into a single event. If any files contain a duplicate athlete this record is skipped. Select the "Show Here" button to review which records in the file were not uploaded into the event.

The system alerts the user if there are duplicative records included in the file.

Skipped records are listed for the user to review.

In any given event, users may both manually add individual athletes and / or upload a list of athletes to the specific event.