Athlete Forms let you send digital consent and compliance documents -- medical waivers, photo releases, travel consent, and more -- directly to athletes or their guardians. Track signing status, send reminders, and keep everything in one place.
Forms are available on Pro and Club plans.
Sending several forms at once? Use an onboarding pack instead of sending each form individually. A pack bundles parental consent, photo/video release, and any number of template-backed forms into a single guardian-facing wizard -- one email, one link, one sitting. Individual forms remain the right choice for one-off paperwork after an athlete is already onboarded.
Sending a form
- Open an athlete's profile and click Send individual form on the Forms & signatures card.
- Choose a template -- Browse by category (Training Consent, Medical Waiver, Photo Release, etc.) or search by name. You can preview any template before selecting it.
- Enter signer details -- Choose who will sign (the athlete, a parent, guardian, or other) and provide their name and email. If the athlete has contact info on file, these fields are pre-filled automatically.
- Send -- The signer receives an email with a secure link to review and sign the form.
Templates are provided for informational purposes and are not legal advice. Review with a legal professional before use.
Tracking form status
Go to Athlete Onboarding in the sidebar and open the Individual forms tab to see all sent forms. (The same page also hosts the Packs and Templates tabs.) The page shows summary cards for quick overview:
- Total -- All forms sent.
- Pending -- Awaiting signature.
- Signed -- Completed by the signer.
- Expiring Soon -- Pending forms expiring within 7 days.
Use the search bar and status filter (Pending, Signed, Expired, Revoked) to find specific forms.
Form lifecycle
| Status | Meaning |
|---|---|
| Pending | Sent to signer, awaiting signature. Has an expiration date. |
| Signed | The signer completed and signed the form. |
| Expired | The signing window passed without a signature. |
| Revoked | You invalidated the form before it was signed. |
Actions you can take
- Resend -- Send a reminder email to the signer for any pending form.
- Revoke -- Invalidate a pending form's signing link. This cannot be undone.
Sending forms to Lists
You can send a form to an entire athlete List at once. From the List view, click Send Form to List to select a template and send it to every athlete in the List (or their guardians).
Templates
Planner.coach includes built-in templates across common categories:
- Training Consent
- Medical Waiver
- Health & Safety
- Photo Release
- Travel Consent
- Privacy Compliance
- Activity Specific
- Competitive
- General
You can also create custom templates with your own fields (text, checkbox, date) and set expiration rules. Manage templates from the Templates tab on the Athlete Onboarding page. Custom and system templates are available as steps inside onboarding packs as well.
Forms in team workspaces
When you switch to a team workspace, forms work collaboratively. Feature access is based on the team owner's subscription, so all team members with the right role can use forms even if they're on a Free plan personally.
- Shared visibility -- Every team member can see all forms sent within the team, regardless of who sent them.
- Send forms as a team -- Any coach or admin can send forms to any athlete in the team. The signer's email will show the name of the coach who sent it.
- Manage each other's forms -- Coaches and admins can resend reminders or revoke forms sent by other team members.
- Team billing -- Form limits are counted against the team owner's subscription, not individual coaches.
Assistants can view team forms but cannot send, resend, or revoke them. Viewers can view only.
Forms sent in a team workspace are scoped to that team. They won't appear in your personal workspace, and vice versa.
Form limits
The number of forms you can send per billing cycle depends on your plan. Your current usage is displayed at the top of the Athlete Forms page. If you hit your limit, you'll need to wait for the next cycle or upgrade your plan.
What gets recorded
When a form is signed, Planner.coach captures:
- Signer name, email, and relationship to the athlete
- The full form content as it appeared at time of signing
- Any custom field responses
- Signing timestamp
- A snapshot of the form version for your records
When the signer is a parent or guardian, their name, email, and relationship are kept secure at rest, the same way athlete profile fields are. See Data Security and Retention.
Note: Athlete Forms are separate from parental consent. Parental consent is required by the platform for athletes under 13 and is managed directly on the athlete's profile. Athlete Forms are optional compliance documents you send manually.
Related
- Managing Athlete Profiles -- Core profile fields and metrics.
- Onboarding Packs -- Bundle multiple forms into a single guardian-facing flow.
- Parental Consent -- Required consent for athletes under 13.
- Athlete Accounts -- Independent athlete and parent accounts.
- Plans & Pricing -- Compare form limits by plan.