Team Creation

What this is

The front door. A parent, a would-be coach, or school staff can ask for a Let Me Run team at their school in about two minutes on a phone. It only asks for the grown-up’s contact info and where they’d like a team — never a child’s details.

It says “team” because that’s what excites a parent. Behind the scenes, each request is really a new site you’ll stand up.

What this is

The public coach sign-up. Anyone can fill it out from a phone in about three minutes: their name, where they’d like to coach (with a smart search of our real sites), a few safety agreements, and a signed waiver. It’s always open — no season dates.

What this is

Not everyone signs up on their own — most coaches are recruited. This board turns recruiting into one clear picture. Every lead is a card, and the column it sits in is its interest level. A Suggestions tray is pre-filled from the last two seasons of coach history, so nobody has to remember who to call.

Moving a coach through the pipeline

1. Prospect — a name worth a first call. Pull them from Suggestions, or add someone new.
2. Contacted — you’ve reached out (email straight from the card, from your own address). Log the call in notes.
3. Interested — they said “tell me more.” Keep them warm.
4. Applied — they filled out the registration form (Stage 2). When that ships fully, new applications drop into this column automatically.
5. Committed — signed and assigned to a team. From here their team flows into Team Setup (Stage 4).

Drag a card between columns or tap it to move it — every move is logged and nothing is deleted. Someone out for now? The Not now / future season lane keeps them on the board to revisit.

What this is

Where a team goes from empty to launch-ready. It’s one grid: every team is a row, every setup step is a column — head & assistant coach, each coach’s background check and CPR/First Aid, coach training, site, principal acknowledgment, season schedule, grades, fee, registration, roster, and supplies.

A team isn’t “in” one stage — it has a status on every step at once, so a single glance across a row tells you exactly what that team still needs. This is the workflow Coach Recruitment feeds into: a committed coach’s team lands here to be worked to the finish line.

Standing up the team

1. Click a box to mark that step done (click again to undo). The readiness % updates and saves instantly.
2. Green = cleared. Amber = it’s your move. Dashed boxes stay locked until an earlier step clears — a coach’s background check unlocks once the coach is added; the schedule once the site is confirmed.
3. Click a team name to open its full checklist, set each gate (Not started / Needs action / Cleared / Flagged / N/A), and add notes.
4. Filter to your region and “Needs my action,” or sort least-ready first to triage. A team is ready when every applicable gate is green.

It’s early — staff set each gate by hand for now. Coaches, roster counts, fee, and schedule will fill in automatically as those tools come online.

What this is

The last step: getting gear into the coach’s hands. Two halves — the coach’s order form, then your review and approval.

The coach order form

Right from their Coach Hub, a coach orders their team’s supplies. Anything they already have, they skip — and skipping earns credit toward extras. They submit one clean order for their team.

The RD approval process

1. Every coach’s order lands in your Orders for Review list — you see at a glance who’s ordered and who still needs to.
2. You review and approve (or adjust) each order. Slips carry no prices; 5K medals and similar are your call.
3. Approved orders go to Affinity 262, our fulfillment partner, who packs and ships with tracking that flows back automatically.
4. Activity Booklet top-ups compare what was sent against updated registration on their own.

Everything in the preview below is sample data — click around freely, nothing real happens. It ends with a side-by-side of today’s manual process vs. the new one.