Onboarding packs bundle parental consent, photo/video release, and any compliance forms you need into a single guardian-facing flow. Instead of emailing a guardian four separate form links, you author the pack once and send it per athlete -- the guardian gets one email with one link that walks them through every step in order.
Onboarding packs are available on Pro and Club plans.
When to use a pack vs. an individual form
Use an onboarding pack when you're registering a new athlete and need several things signed at the same time -- typical start-of-season paperwork: parental consent, photo/video release, a medical release, and a code of conduct, all in one sitting.
Use an individual form when you need one-off paperwork from a guardian or athlete who's already onboarded -- a single trip waiver, a kit-loan agreement, or a new policy that only affects part of your squad.
You can mix both. Sending a pack does not prevent you from sending individual forms later, and forms already sitting on an athlete's profile stay there when a pack is sent.
Creating a pack
Packs live under Athlete Onboarding in the sidebar. Open the Packs tab and click New pack (or Create a pack if you haven't made one yet).
1. Pack details
The New onboarding pack dialog captures how the pack is scoped:
- Name -- Short label shown to you and your staff (for example,
U12 Soccer Onboarding). - Description -- Optional internal note. Only coaches see this; guardians never do.
- Sport -- Pin the pack to a specific sport, or leave as Any sport to apply broadly.
- Athlete Lists -- Pick one or more athlete Lists the pack covers. Leave empty to apply to any List within the sport scope.
You'll land on the pack editor once the pack is created, where you add steps.
2. Add steps
The editor has two ways to add steps:
Structured steps have their own purpose-built wizard UI for the guardian:
| Step | What it does |
|---|---|
| Parental consent | Records the guardian's legal permission to process a minor's data. Always pinned to step 1 and always required. Not needed for adult athletes. |
| Photo & video release | Legally robust grant of rights to photograph and film the athlete, with per-channel opt-in. Writes the preferences onto the athlete's record. |
From a form template adds an acknowledge-and-sign step based on any template from your form template library -- system defaults (medical release, code of conduct, equipment agreement, etc.) or custom templates you've authored.
Reorder steps by dragging the handle on the left of each row. Parental consent is pinned to step 1 and cannot be moved; everything else is freely orderable.
Each step can be marked required or optional, except parental consent, which is always required. You can add a short description per step that appears above the form in the guardian's wizard.
3. Set as default (optional)
Tick Use as default pack for this sport and these athlete Lists in the pack editor. When you then send a pack to an athlete whose sport and List match, this pack is pre-selected in the send dialog. Only one pack can be the default for a given sport-and-List combination; promoting a new one replaces the previous default.
4. Preview and save
Click Preview on any step row to see exactly what the guardian will see. When the pack validates, click Save pack.
Note: Editing a pack never disrupts guardians who are mid-way through completing the previous version. The step list is frozen onto each session at the moment it's sent, so changes only apply to new sends.
Sending a pack to an athlete
- Open the athlete's profile and find the Forms & signatures card.
- Click Send pack.
- Pick a pack from the dropdown. If any of your packs is marked default, the best match for the athlete's sport is pre-selected.
- Enter the guardian's name and email.
- Click Send pack.
The guardian immediately receives an email from the coach or team inviting them to complete the pack. The athlete's profile now shows the pack with step-by-step progress and an In progress badge.
Rate limits
Each coach can send up to 30 onboarding packs per hour. That's a safety rail against accidental mass-sends; normal onboarding never hits it.
Pack expiry
An issued pack is valid for 30 days. If the guardian hasn't completed it before then, the link expires and you'll need to send a fresh pack.
How guardian details are stored
The guardian name and email captured when you send a pack are kept secure at rest, the same way athlete profile fields are. The same protection extends to the parental-consent record and any individual forms collected through the pack's steps. See Data Security and Retention for the full picture.
What the guardian sees
The guardian clicks the link in their email and lands on a step-by-step wizard. They do not need to sign in or create an account.
- Each step shows only step-specific content. Internal notes you write for other coaches are never shown.
- Progress is saved in the browser after each step, so the guardian can close the tab and resume the same link later without losing what they've already filled in.
- On the last step they submit the pack. A confirmation page shows what they signed along with a reference number.
- They also receive a confirmation email summarising the pack.
If the 30-day link has expired, the guardian sees a friendly expired page and is prompted to ask the coach for a fresh link.
From the confirmation receipt, the guardian can revoke consent at any time. If the guardian revokes, and the pack included a parental consent step, the underlying parental consent is withdrawn at the same time. Revoking notifies you immediately. Records already held remain the responsibility of whoever is listed as the data controller -- the coach, or the team if the pack was sent in a team workspace.
Tracking progress and chasing drop-offs
From the athlete's profile, the Forms & signatures card shows the current pack with a checklist of every step and its status:
| Status | Meaning |
|---|---|
| Pending | Guardian hasn't finished this step yet. |
| Signed | Guardian completed the step. |
| Skipped | Guardian skipped an optional step. |
You can nudge the guardian from this card -- either for the whole pack (resends the invite email) or for a single outstanding step. You can also revoke the pack here if it was sent to the wrong address or needs to be reissued.
At the pack status level, the badges are:
| Status | Meaning |
|---|---|
| In progress | Sent, not yet completed. |
| Complete | Guardian completed every required step. |
| Expired | The 30-day window passed without completion. |
| Abandoned | Guardian started the pack but hasn't been active for 7 days. |
| Revoked | Either you or the guardian revoked the pack. |
Completion funnel
Open any pack from the Packs tab and scroll to Completion funnel to see where guardians drop off across all sends. Each step shows how many sessions reached it, how many were completed, and how many were skipped -- useful for spotting a step with confusing copy or a form that's too long.
Revoking a pack
Coaches can revoke a pending or in-progress pack from the Forms & signatures card on the athlete's profile. Revoking:
- Immediately invalidates the guardian's link.
- Leaves anything already signed intact on the athlete's record.
- Notifies the guardian by email that the coach has revoked the session.
Guardians can also revoke from their completion receipt. When they do, you're notified and the pack status switches to Revoked. If the pack included a parental consent step, the underlying parental consent is withdrawn at the same time.
The standalone Parental Consent audit trail and revoke flow continue to work for consents collected outside a pack.
Packs in team workspaces
When you author a pack in a team workspace, it's shared with the whole team. Any coach or admin in the team can edit, send, or revoke it. Guardian-facing emails and the identity shown on the wizard attribute the pack to the team name rather than to an individual coach.
Role permissions follow the standard team roles:
- Owners, admins, and coaches can create, edit, archive, send, and revoke packs.
- Owners and admins can additionally hard-delete packs -- archive is preferred in almost every case.
- Assistants can view pack progress. They cannot author, send, or revoke packs -- the Send pack button is hidden for them.
- Viewers can view pack progress only.
Forms signed through a team pack count against the team owner's form limits, not each member's personal plan.
If your plan lapses while packs are mid-flight, existing session links continue to work until they expire naturally, but you cannot send new packs until you re-upgrade.
Archiving old packs
When a pack is no longer in use (for example, a retired U10 registration flow), open the pack and click Archive. Archived packs are hidden from the send dialog and can no longer be issued to new athletes. Guardians mid-way through an archived pack still complete the version they started.
How packs relate to existing features
- Parental consent continues to work as a standalone flow -- you can collect consent the old way by email or offline, without a pack. When a pack includes a parental-consent step, it writes the same legal record as the standalone flow.
- Athlete forms are still the right tool for sending one-off compliance documents. Forms signed as part of a pack appear in the pack's progress list; other forms still appear under Individual forms.
- Pack form limits share the same plan quotas as individual forms.
Related
- Parental Consent -- The underlying legal mechanism for under-13 consent, available standalone or as a pack step.
- Athlete Forms -- One-off compliance forms and the template library packs draw from.
- Managing Athlete Profiles -- Where the Forms & signatures card lives.
- Lists & Organization -- Scope packs to specific athlete Lists.
- Plans & Pricing -- Form limits by plan.