What's top of mind this recruiting cycle

• Tell me your role, your sport, your division, and which class years you are actively recruiting this cycle.
• How many roster spots or scholarship equivalents are you aiming to fill this cycle? Options: 1-2, 3-5, 6-10, More than 10
• Who on your staff will make the final decision about adding a recruit to your priority board? Options: Head coach, Recruiting coordinator, Position coach, Director of operations, Athletic director, Shared decision
• Which parts of the recruiting calendar feel most critical for your outreach timing, for example early evaluation, contact windows, or official visits? Options: Early evaluation window, Official contact window, Official visit period, Transfer portal windows, Summer events season, Other
• In one sentence, what outcome would make this cycle feel successful to your head coach?
• If you miss a key target this cycle, what is the single most costly consequence for the program?

How prospects currently find their way onto your board

• What blind spots in your current discovery process are most likely to leave you missing recruitable prospects until it is too late?
• Walk me through your scouting workflow from first discovery at an event or online, to verification, to adding a prospect to your board.
• How do you verify performance metrics and the authenticity of game film before initiating contact? Options: Manual coach checks, Cross-referencing event results, Rely on athlete-uploaded materials, Third-party verification service, No consistent verification process
• Which sources feed your prospect profiles today and who on the staff owns each source? Options: School roster uploads, Event result feeds, Athlete uploads, Club coach referrals, Third-party event databases, Other
• What single recurring failure in this workflow would make you stop evaluating a new platform immediately?

Data and video you can trust

• Imagine the first batch of prospects you evaluate this month had missing film or contradictory stats, how would that change your shortlist and outreach?
• Specify the athlete metrics or clips you require before elevating a prospect to serious consideration. Options: Full game film, Multiple highlight clips, Official event timing/measurements, Verified game stats, Academic eligibility indicators, Other
• Walk me through an occasion when incorrect stats or misattributed video created a false lead, what downstream work did that cause?
• Do you have a standard process to confirm contact details for high priority prospects, and who performs that check? Options: Recruiting coordinator, Graduate assistant, Compliance officer, External verification, No standard process
• If automatic verification of video and stats reduced false leads by 30 percent, would that remove internal objections to a pilot? Options: Yes, definitely, Possibly, with leadership sign-off, No, other objections remain

Compliance, windows, and institutional risk

• Name the contact window or NCAA rule that causes your team the most near-miss compliance issues. Options: Initial contact restrictions, Evaluation visit timing, Official visit caps, Booster contact rules, Transfer communication windows, Unsure
• Describe how you currently track contact windows, who monitors rule changes, and how updates get communicated to coaches.
• Do you archive outreach records and which roles can access those archives? Options: Yes, compliance and coaches, Yes, compliance only, Partial archives, No formal archive
• When was the last time an outreach timing error led to an institutional escalation, and how long did it take to resolve? Options: Within last 3 months, 3-12 months ago, More than a year ago, Never had an escalation
• Is there any policy, compliance office, or institutional regulator that could veto automated outreach controls? Options: Yes, compliance office can veto, Yes, legal counsel can veto, No single veto authority, Unsure

Past attempts and what stalled them

• Share the last time your program tried a new recruiting tool and why it failed to stick.
• Have you run pilots with outside platforms before, and which promises did they fail to keep? Options: Data coverage, Contact accuracy, Integration speed, Training and adoption, ROI within pilot period, Other
• Explain any cultural or workflow reasons your staff tends to reject external scouting inputs.
• List the internal processes that would change if you moved to a centralized scouting platform. Options: Prospect intake, Coach assignment process, Communication logging, Roster synchronization, Evaluation scoring, Other
• Could governance or athletic department priorities block a successful pilot within your desired timeline? Options: Yes, likely, Possible but solvable, Unlikely, No

Who else is in the running and why

• Name the incumbent solutions or internal approaches you are actively evaluating right now. Options: Existing recruiting CRM, In-house spreadsheets, External athlete profile services, Manual coach outreach, Building an internal tool, Other
• For each alternative, describe what would have to be true for you to stay with the current approach instead of switching.
• Have any stakeholders proposed building an in-house solution instead of buying, and who would lead that effort? Options: Yes, IT would lead, Yes, recruiting staff would lead, No active proposal, Undecided
• Select the top three strengths that would make you prefer an incumbent, for example price, data coverage, coach network, or integrations. Options: Price, Data coverage, Contact accuracy, Existing coach network, Integration with school systems, Ease of use, Other
• Could immediate integration with your roster and video archives from one alternative remove your need to evaluate other options? Options: Yes, it would, Maybe, depends on depth, No, other gaps remain

Can you support a pilot technically and operationally

• Identify the single technical dependency that, if missing, would prevent a pilot or production import. Options: API access to video archive, Roster export capability, Event results feed access, Coach contact database export, None of the above
• Provide the categories of systems that must be integrated, for example your video archive, roster management, event results, and coach contact list. Options: Video archive, Roster management system, Event results feed, Compliance database, Athlete academic records, Other
• Please name the day-to-day owner for imports, their role, and whether they can provide API credentials.
• Estimate the percent of your roster and event files that will need manual cleanup before an import, 0-10 percent, 10-30 percent, 30-50 percent, or over 50 percent. Options: 0-10 percent, 10-30 percent, 30-50 percent, More than 50 percent, Unknown
• Please list any institutional approvals, legal reviews, or compliance steps that must complete before data sharing begins.
• Should API access to your video or roster systems not be available within 30 days, what alternative path would you accept to run a meaningful pilot? Options: Manual CSV import, Scoped pilot on subset of teams, Mock data with live coaching review, Delay pilot start, Other

What success looks like and how you will decide

• Assume a pilot produces a verified priority target list within 30 days and improves outreach response by 25 percent, what single internal objection could still prevent purchase?
• Provide the top three KPIs you will track during a pilot and the minimum thresholds for each. Options: Verified contact accuracy percentage, New priority targets produced, Outreach response rate, Time to first verified contact, Head coach acceptance of targets
• Share the roles that must sign acceptance and the approvals each will require. Options: Head coach, Athletic director, Compliance officer, Procurement, IT/Integration
• Within your procurement rules, could a signed pilot acceptance lead to a purchase within 30 days, or is a longer cycle unavoidable? Options: Longer than 120 days, Yes, within 30 days, Typically 30-60 days, 60-120 days, Depends on budget cycle
• Would unmet budget limits or a required institutional integration clause immediately stop the purchase even if KPIs are met? Options: Yes, budget constraint would stop it, Yes, integration clause would stop it, Neither would stop it, Unsure

Agreeing next steps, timing, and owners

• Estimate the earliest date you could start a pilot and which role would be accountable for kickoff.
• Outline the procurement steps your institution follows after vendor selection and which office owns each step.
• Are there preferred contracting terms, insurance minimums, or university clauses we should know up front? Options: Standard university contract required, Specific insurance minimums required, Data sharing addendum required, No special terms, Unsure
• Would your team be willing to sign a nonbinding letter of intent within two weeks if the pilot meets agreed KPIs and compliance gates? Options: Yes, Maybe with executive approval, No
• Are you prepared to commit to a pilot start date today if timelines and compliance are satisfied? Options: Yes, Need internal approval, Not ready yet

• Recruiting Experience Solution Session

• Confirm the current state and its cost
• You confirm the demonstrated search and ranking eliminates the late discovery problem you described.
• Provide three real athlete scenarios or sample profiles to test in the sandbox session.
• You confirm the verification and video workflow removes the manual data checks you currently perform.
• Proof: Surface prospects using your scenario
• Run the three provided scenarios in the sandbox and deliver a recorded walk-through showing surfaced prospects, verification notes, and the scheduled outreach timeline within three business days.
• Proof: Verify performance data and film for the same scenario
• You confirm the calendar-driven outreach workflow keeps outreach within contact windows and reduces compliance risk.
• Confirm the success signals and target metrics for a pilot, for example number of vetted prospects produced in 30 days and verified contact accuracy threshold.
• Proof: Simulate outreach aligned to the recruiting calendar
• Prepare a data permissions checklist listing rosters, event results, and video sources required to reproduce the verified profiles.
• Agreement on the remaining evidence needed before a commercial decision.
• Validate alignment with your needs

• Recruiting Experience Solution Session
• Recruiting Experience Deck
• Recruiting Experience Solution Brief

• meeting
• slides
• document

• Create verified athlete profiles
• Host and transcode game film and highlights
• Add timestamped video breakdowns and play tags
• Integrate performance metrics and analytics
• Enable advanced prospect search and filters
• Verify and maintain coach contact directory
• Publish scholarship and roster availability tags
• Activate recruiting calendar with NCAA contact windows
• Enable direct coach messaging and contact tracking
• Configure program-specific prospect alerts and saved searches
• Export prospect lists and placement verification reports
• Distribute premium athlete profiles to college networks
• Integrate academic records and eligibility flags

Create verified athlete profiles

• How many athlete profiles do you plan to onboard at launch (estimate)? Options: Less than 100, 100-500, 501-1,000, More than 1,000
• Which source documents will you supply to verify athlete identity and performance (e.g., event result PDFs, official stat sheets, meet timing feeds)? Options: Event result files, Official stat sheets, School/club rosters, Third-party timing feed, Other
• Who will own profile verification tasks within your staff (role or name)?
• When do you require profile completeness for a recruit to be considered "scout-ready" (required fields and assets)? Options: Profile fields + 1 highlight video, Profile fields + full game video, Profile fields only, Custom definition
• What acceptance criteria will confirm athlete profiles meet the agreed quality standards (examples: 95% field completeness, source-attested event result, linked video present)? Options: 95% completeness + linked video, 90% completeness + verified event result, Custom acceptance criteria

Host and transcode game film and highlights

• Which video formats will your team upload for hosting (e.g., .mp4 from game capture, .mov from phone, coach-captured files)? Options: MP4, MOV, AVI, Other
• What maximum single-file upload size do you anticipate for full-game recordings? Options: Less than 1 GB, 1-5 GB, 5-10 GB, More than 10 GB
• Do you require cloud transcoding optimized for slow mobile connections and adaptive streaming? Options: Yes, No
• Who will be the owner for video content rights and takedown requests within your organization?
• How will you measure acceptable playback/transcode reliability for hosted videos (acceptable percent of uploads that must produce a playable adaptive stream)? Options: 95% playable on first pass, 90% playable, Custom SLA
• What success-rate threshold must transcodes meet for acceptance (playback across desktop and mobile)? Options: 95%+, 90-95%, 85-90%

Add timestamped video breakdowns and play tags

• Which play types and tag taxonomy should be available for your sport (examples: possession type, play result, player involvement)?
• Do you need bulk tag import from a game charting file or play-by-play feed? Options: Yes, No
• Who on your team will create and maintain tag definitions (role or position)?
• Where should timestamps appear on athlete profiles and coach-facing timelines (first highlight, full-game scrub bar, play list)? Options: Profile highlights, Full-game scrub bar, Both, Custom placement
• Do you require automated play detection (computer vision) or will tags be manually entered? Options: Automated detection, Manual tagging, Hybrid

Integrate performance metrics and analytics

• Which measurable performance data do you require on athlete profiles (examples: timed sprints, jump height, game stats by position)? Options: Timed sprints, Vertical jump, Event statistics, Advanced analytics, Other
• Which event sources will supply metrics (open meets, school stat sheets, tournament result feeds)? Options: Open event feeds, School stat exports, Club tournament results, Other
• Who will validate uploaded metric sources for accuracy (role or process)?
• Do you want comparative analytics (peer percentile vs. position and class) enabled on profiles? Options: Yes, No
• Specify the minimum data freshness for analytics to be useful (how many days since last event result)? Options: 7 days, 30 days, Seasonal, Custom

Enable advanced prospect search and filters

• Which filter dimensions are must-haves for your staff (examples: position, graduation year, verified metrics thresholds, availability status)?
• How many saved search templates should we configure for your program at launch? Options: 1-3, 4-7, 8+
• Do you require boolean and regex-style search for notes and scouting comments? Options: Yes, No
• Who will own creation and maintenance of saved filters and templates?
• Are there conference or level-specific filters you need (e.g., Division I Power conferences, scholarship limits)? Options: Yes, No

Verify and maintain coach contact directory

• How many coach contact records must be verified and available for your conferences and recruiting footprint? Options: Less than 500, 500-2,000, 2,001-5,000, More than 5,000
• Which contact fields are required for outreach (email, office phone, mobile, recruiting assistant)? Options: Email, Office phone, Mobile, Assistant contact, Other
• Who will approve updates to the coach directory from our verification process?
• Do you require periodic re-verification cadence for coach contacts (e.g., every season)? Options: Every season, Annually, On change only, Custom cadence
• Are there privacy or compliance rules we should apply to coach contact visibility (internal only, campus-only, public)? Options: Internal team only, Campus-only, Public to all programs, Custom

Publish scholarship and roster availability tags

• Which roster attributes do you want surfaced on prospect records (scholarship count, returning starters, open position slots)?
• How granular should scholarship tags be (full/partial/no-scholarship, conditional offers)? Options: Full/Partial/None, Numeric slot counts, Conditional only, Custom
• Who will provide baseline roster and scholarship data to seed tags (athletic director, compliance officer, roster export)?
• Do you need automated refreshes of roster status from your internal roster source? Options: Yes, No
• Are there acceptance thresholds for roster tag accuracy (example: 95% alignment with team roster at start of season)? Options: 95% accuracy, 90% accuracy, Custom

Activate recruiting calendar with NCAA contact windows

• Which sports and athlete class years must be loaded so the calendar reflects correct NCAA contact windows?
• Do you require calendar enforcement by staff role to prevent out-of-window outreach? Options: Yes, No
• Which integrations do you need between the recruiting calendar and your team's calendar tools (example: two-way sync to team calendar endpoint)? Options: Two-way sync, One-way export, None
• By when must the calendar be live to align with your next recruiting milestone (e.g., end of evaluation period)? Options: Immediately, Before next month, Before next recruiting cycle, Custom date
• How will you verify the calendar enforces NCAA contact windows for each sport and class year (example: simulated outreach blocked outside window)? Options: Simulated test pass, Audit log validation, Manual confirmation by compliance officer

Enable direct coach messaging and contact tracking

• Which messaging channels do you want enabled for outreach (in-platform messages, email relay, SMS)? Options: In-platform, Email relay, SMS, Other
• Do you need consent capture and logging for coach contacts before automated messaging begins? Options: Yes, No
• Who will own monitoring of message deliverability and bounce handling?
• Are template response workflows required for common outreach scenarios (initial contact, follow-up, credentials request)? Options: Yes, No
• Which tracking fields should be attached to each outreach event (timestamp, sender, contact role, message template)?

Configure program-specific prospect alerts and saved searches

• Which alert triggers are critical for your staff (new verified profile in region, metric threshold crossed, roster availability change)?
• How would you like alerts delivered (in-app, email digest, push notification to mobile)? Options: In-app, Email digest, Push notification, All of the above
• Who should receive high-priority alerts (roles: head coach, recruiting coordinator, assistant)?
• Do you want rate limits on alerts to prevent notification fatigue (for example, max 10 alerts per day)? Options: Yes, No
• Are there geofence or regional constraints for alerts (example: alerts only for prospects within X miles/state)? Options: State-only, Region-only, Nationwide, Custom

Export prospect lists and placement verification reports

• Which export formats do you need for prospect lists and reports (CSV roster import, PDF placement report, XLSX)? Options: CSV, XLSX, PDF, Other
• How frequently should placement verification reports be generated (end of season, quarterly, on demand)? Options: End of season, Quarterly, On demand, Other
• Who will receive automated placement reports and what email addresses or endpoints should we use?
• Do you require export templates formatted for your compliance audit or booster reporting? Options: Yes, No
• Which acceptance criteria will confirm exported placement reports are correct (examples: matching internal roster, verified offer dates)? Options: Match internal roster 95%+, All offers verified, Custom acceptance

Distribute premium athlete profiles to college networks

• Which network audiences should receive premium profile distribution (conference peers, regional recruiters, national scouts)? Options: Conference peers, Regional recruiters, National scouts, All networks
• How should premium distribution be gated (by subscription tier, by invite-only, by approved network lists)? Options: Subscription tier, Invite-only, Approved lists, Other
• Who signs off on premium profile content before distribution (role or name)?
• Do you require distribution reporting showing which programs viewed or saved a distributed profile? Options: Yes, No

• Subscription Order Form
• Master Subscription Agreement (MSA)
• Data Processing Agreement (DPA)
• Payment & Invoice Authorization
• Authorized Signatory Confirmation

• Go-live Health Check (weeks 1-4)
• First Measurement Review (weeks 4-10)
• Acceptance Gate Review (around day 90)
• Ongoing Success Review (quarterly)

• Schedule any required coach training sessions or data re-validation runs needed to improve adoption or contact accuracy.
• Share the exact reports and filters that will be used for the 90-day acceptance assessment.
• Restate acceptance criteria and numeric targets
• Reach a documented acceptance decision for each numeric criterion from Solution Scope, with pass/fail recorded.
• For any conditional outcomes, agree remediation actions with owners and definitive resolution dates.
• Record the named signatory or buyer approval statement as the formal acceptance artifact.
• Publish the acceptance decision document showing pass/fail per criterion and any remediation plan.
• If remediation is required, create a closure checklist with owners and dates and schedule the follow-up verification.
• Enable the agreed shared channel for ongoing issues and enhancements and confirm operational contacts for both teams.
• KPI review against Solution Scope targets
• Ensure monthly active coach usage and contact verification accuracy rate are stable or improving toward the Solution Scope targets.
• Clear the top 3 operational blockers or document a remediation path with owners and dates.
• Agree the prioritized enhancement list and next-quarter deliverables to incrementally improve outreach initiation metrics.
• Publish the quarterly KPI snapshot with trend lines for monthly active coaches and contact verification accuracy rate.
• Deliver the prioritized enhancement backlog with owners and expected delivery quarter.
• Re-confirm success criteria and owners
• Confirm critical deployment artifacts are complete: data imports, coach account provisioning, and access permissions.
• Identify and assign owners for any blockers that would prevent meaningful outcome measurement in weeks 4-10.
• Agree the date and required data set for the first measurement meeting.
• Produce a deployment validation checklist showing completed imports, provisioned accounts, and any import errors.
• List all open blockers with a proposed remediation ETA and single owner for each.
• Enable read-only shared channel for ongoing issue tracking and invite the named owners.
• Present initial outcome data
• Determine whether initial metrics are trending toward the numeric targets recorded in Solution Scope for target lists and contact accuracy.
• Agree a prioritized remediation plan with owners and resolution dates for any metric shortfalls.
• Confirm the data sources and report views that will be used at the acceptance gate for final measurement.
• Deliver a remediation plan listing each corrective action, owner, and resolution date to be completed before the acceptance gate.
• Run a contact verification batch and publish updated contact accuracy figures for review.
• Present final outcome data versus each criterion
• Open issues and ticket burn-down
• Deployment and data import validation
• Diagnose gaps and root causes
• Document pass, conditional pass with remediation, or fail per criterion
• Early adoption and usage signals
• Enhancement and configuration adjustments
• Accept corrective actions and timelines
• Blockers, defects, and escalation path
• Confirm readiness for the acceptance gate
• Short wins and knowledge updates
• Formal acceptance decision and signatory capture
• Immediate remediation actions and next steps
• Agree post-acceptance responsibilities
• Confirm next quarter deliverables and checkpoint