About This Automation
Enrollment and registration covers everything from a family's first inquiry through waiver collection, payment confirmation, and team placement. Manual handling means repeated follow up for missing paperwork, duplicate data entry, and delays before a new athlete is properly on the roster.
The automated version tracks waivers and payments to completion, places athletes on the right team, and updates records without manual copying. Families move from inquiry to a confirmed spot faster, and staff spend less time chasing paperwork.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A parent's enrollment inquiry is captured automatically as the starting point of the process.
The system sends the registration form and waiver for signature immediately.
The Registration & Waiver tracks whether the waiver is signed and the payment has cleared.
If either item is still outstanding after 48 hours, a reminder email goes out automatically and the check repeats.
Once both items clear, the Roster & Team Assignment places the athlete on the right team and updates.
The signed waiver is saved automatically to the athlete's compliance folder.
A welcome email with schedule and kit details is sent to the family.
The assigned coach receives a message confirming the new athlete and their team placement.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
DocuSign
Stripe
Google Sheets
Adobe Acrobat Sign
Slack
Google Drive
PandaDocWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
Recommended for you
Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
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