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Let Me Run · Coach Applications

Approve & Assign a Coach

The same job, two ways: today's Pinwheel process (three systems, a forced sync wait, a hand-typed email) vs. the LMR Dashboard's Coach Recruitment board (one screen, one action).

Systems touched
3→1
Pinwheel + WordPress + Outlook → just the Dashboard
Clicks
~46→~10
from sign-in to coach notified
Forced wait
~4 min→none
manual sync → site updates itself
Coach email
typed→1 click
pre-filled, sent from your address, Cc'd to you
Today · recorded live 7/11/2026

Pinwheel

Approve in one area, assign in another, publish in WordPress, notify from Outlook.
1
Sign in at pinwheel.us3 clicks
Email + password.
2
Find the region's account4 clicks
All Accounts → filter the child-account list and open the region (e.g. Charlotte).
59 accounts to hunt through
3
Open the Coach Registration campaign3 clicks
Management → Applicants — the grid of everyone who applied.
4
Review the applicant, tab by tab13 clicks
Personal Info · Attributes · Medical · Certifications · Preferences · Availability · Custom Questions (4 groups) · Waivers · Notes.
9 tabs per applicant
5
Leave & re-navigate to the season event4 clicks
Open "Fall 2026 Season" → Setup → Categories → open the team.
Assign lives in a different area
6
Add the coach to the team7 clicks
Volunteers tab → Add → Volunteer Lookup → pick name + role → Select → Save.
Switch system → WordPress
7
Run the manual sync4 clicks
letmerun.org wp-admin → Settings → Pinwheel Sync → Manual Sync.
8
Wait, then check the public page3 clicks
~4 minutes for the sync, then verify the coach shows on the website.
⏱ ~4-minute wait
Switch system → Outlook
9
Open email2 clicks
Find the coach's address and start a new message.
10
Hand-write the Coach Portal instructions3 clicks + typing
Type the welcome + portal sign-in instructions yourself, every time.
Manual, easy to forget
Total: ~46 clicks · 3 systems · ~4-min forced wait · hand-typed coach email
The LMR way

LMR Dashboard

The Coach Recruitment board: everything happens on one screen.
1
The application arrives by itself0 clicks
A coach applies online → an "Applied" card appears on the Recruitment board automatically.
Automatic — zero clicks
2
Sign in & open the board4 clicks
dashboard.letmerun.org (6-digit email code) → Workflows → Coach Recruitment.
3
Review the card — screening is right there1 click
Role applied for, child-safety check, waivers, and certifications, all on one card. No tab-hopping.
1 card, not 9 tabs
4
Drag to "Assigned" & pick the team5 clicks
The live team picker opens (real Pinwheel teams by region — add more than one if needed). A pre-filled welcome email with Coach Hub instructions is offered right there — one click, sent from your own address, Cc'd to you.
That one action does all of this
  • Coach profile created in People / Coaches
  • Team assignment recorded
  • Coach Hub sign-in granted
  • Public Teams List updates itself (~2 min, no sync button)
  • Welcome email sent — nothing to remember later
Total: ~10 clicks · 1 system · no waiting, no sync button · coach email built in