Athlete Eligibility & Sports Physical Tracker
A done-for-you sports and recreation automation built for the Athletic Director, connecting Twilio, Jotform, and Slack so the work below happens on its own.
What this automation does, step by step
Before each season, this automation sends every athlete and parent a checklist of required eligibility documents (physical form, concussion training completion, emergency contact form, and signed code of conduct) with a secure upload portal and a deadline keyed to the first day of tryouts.
The athletic director sees a real-time eligibility dashboard showing which athletes are cleared, which are missing specific documents, and which have not yet initiated their submission.
Any athlete attempting to participate with incomplete eligibility documentation triggers an automatic hold notification to the head coach before the athlete steps on the field, protecting the school's compliance and the athlete from participating with an undisclosed health risk.
- Athletic management platform (e.g., FinalForms or Dragonfly Athletics) or Jotform
- Zapier or Make.com
- Airtable (eligibility compliance tracker)
- Email or Twilio (parent and athlete document reminders)
- Slack (coach eligibility status alerts)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Manually, an athletic director is stuck doing repetitive follow-ups and data entry that could otherwise run quietly in the background.
With this automation
- Expiration and renewal alerts on a 90, 60, and 30 day countdown
- Signature and document chasers that escalate on their own
- Deadline tracking for filings, permits, and inspections
- An automatic audit trail of every notice sent
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