Athlete and staff compliance document expiry register
Problem
Compliance evidence for athletes and the staff who work with them sits in a paper folder, a personal spreadsheet, and whoever last remembered to chase a renewal. A pre-participation medical exam lapses mid-season and nobody notices until a return-to-play decision is queried. A youth coach's Disclosure and Barring Service check expires and the club finds out when a governing body asks for evidence, not before. Consent forms get re-signed inconsistently across a squad. The person who should be chasing renewals is the same person running today's session, so the reminder lives in their head, and if they leave, so does the record of what is even due.
Product idea
A register of every compliance obligation attached to an athlete or a member of staff: exam type, expiry date, owning person, evidence file, and renewal status. Each entry carries an alert schedule so a named administrator is notified at a set number of days before expiry, with escalation to the Head of Performance if nothing changes by the final warning. Views filter by team, obligation type, or days-to-expiry, so a coach can see in one screen who is due to lapse this month. An export produces an audit-ready list with evidence attached, for when a federation or insurer asks for proof rather than a promise. It does not chase the renewal itself; booking the appointment or the check remains a human task.
Who it is for
Head of Performance who owns the register, sports scientists and performance analysts who log evidence, and head coaches who need to know who is cleared before selection.
Possible first version
A web register with manual entry and CSV import for existing spreadsheet trackers, configurable obligation types and expiry rules, file upload for evidence, and email alerts at fixed intervals before expiry with one escalation step. A filtered list view and a CSV export cover the audit request case. Out of scope for version one: any integration with the medical records system or a staff HR system, automatic extraction of expiry dates from uploaded documents, and renewal booking. Everything is entered by hand until the register proves worth wiring up.
- Build classification
- Workflow application
- Rough effort
- 4-6 week first release
- Roles involved
- Head of Performance, Sports scientist, Performance analyst, Head coach
- Relevant to
- Professional club, Academy & youth, Federation / governing body, Collegiate athletics
- Systems in play
- Medical and injury records, Athlete management systems, Spreadsheets
- Product framing
- Manage compliance
Questions we get asked
What do we need to have ready before this is worth building?
The exact expiry date for every obligation type that applies to your athletes and staff, however rough, plus who currently owns each one. Most organisations already have this scattered across a spreadsheet and a paper folder; the register is only useful once that list is consolidated, even messily. It does not need historical records or every past renewal, just the current state and the next due date for each item that matters.
Does this replace the athlete management system or the medical records system?
No. Those systems hold clinical and training detail and should stay exactly where they are. This register holds only what compliance review needs: obligation type, expiry date, owner and an evidence file. Keeping it thin is deliberate; the moment it starts duplicating medical detail it becomes another system someone has to keep in sync, which is the problem it is meant to remove.
We already track this in a spreadsheet and it mostly works. Why change it?
If every renewal in that spreadsheet is genuinely caught before it lapses, there is no case for this. The sign it is failing is quieter: a lapse gets discovered because someone asked, not because it was flagged in advance, and the person who would have caught it has since changed roles. A register does not fix discipline on its own. It removes the single point of failure of one person's memory and one file only they update.
Who owns this once it is built, and what does it cost them?
Usually a sports scientist or performance operations lead owns data entry, and the Head of Performance owns the escalation list. The ongoing cost is small if someone actually reviews the weekly alert email; it is not small if that email gets filed and ignored, because then the register just documents lapses it was supposed to prevent. This only works if reviewing escalations is someone's assigned job, not an assumed one.
Is this your workflow?
Tell us one sports workflow that still runs on paper, spreadsheets, WhatsApp or an outdated system. We will map it and show you what a simpler product looks like.
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