Communication Desk
One send to the team, the parents, or the department. The pulse still carries the reply.
Execution · Work Desk
File. Build. Lock.
Daily Pulse
Your day
Now is one card. Park waits. Build holds two.
Your team
Support Staff
Assigned desk
VH
SupportAssigned desk
Accountable at this seat. The desks for this person are here.
VH
AthleteYour desks
Accountable at this seat. Every desk for this seat is here.
Packet Desk
Clear the year. Do not store the papers.
You mark eligible or not. Coach sees that only. Parent can say they submitted. Gold is the only clear.
1 · File
Who is on hold
2 · Build
Read the note
3 · Lock
Clear for practice
Support Exit Review
One file with each support seat
1 File the person · 2 Build the year · 3 Lock the send. Gold is the only way they see it.
1 · File
Who
2 · Build
The year
3 · Lock
Send
Varsity HighAthletic Director
Accountable at this seat. Every desk for this department is here.
Cloud Synced
The department
Now, Waiting, Later. If Now is empty, the morning is done.
Pick the deficit. Then the season close-out opens for that coach.
Analytics · Recruitment Map
District collegiate footprint
Starts with every past offer. Each filter narrows the map. Match is optional. Reset returns to all past offers.
ContactOffer
Top recruiting universities
Sport pipeline
Infrastructure · Team Roster
Who is on your file
Athletes and families for this program only.
Attendance
Who is here
Everyone starts here. A miss counts against the attendance %. A doctor excuse stays out of it. Health forms are a trainer hold, not this mark.
Add a date
Weight Room Schedule
Weight Room Schedule
Same calendar for the sport coach and the strength coach. Tap a date. Blue is yours. Gold sends it for review.
Bus RSVP
Who is not on the bus
Away games come from Schedule Sync. The coach opens the game. The family picks one: bus, parent pickup, or driving.
Bus Depot
One month. One bus file.
A day with several teams shows every bus. Red until each one is saved. Add a bus when one team needs two.
Games
Game calendar
Read-only. Athletic directors set time, venue, and the 24-hour parent lock. You see the same clock families see.
After-Game Card
Score. Two teams. Then PR posts it.
Pulled from your schedule. Gold is the only send to Communications.
1 · File
Pick the game
2 · Build
Score and notes
3 · Lock
Send to PR
Communication Desk
File · build · lock
1 Who gets it · 2 What you send · 3 Lock the words.
1 · File
Who gets it
2 · Build
What you send
3 · Lock
Lock the words
Tryout Grades
One sheet. Field to file.
1 File the roster · 2 Print the clipboard card · 3 Lock the 1–5 scores back in.
1 · File
Who is on the card
2 · Build
Print the sheet
3 · Lock
Key the paper in
Execution · Level Drills
Program curriculum
Varsity writes the principle once. Each age gets the same idea with one constraint changed. Youth is the simple rep. Varsity is the game. JV, freshman, middle school, and youth only receive their rung.
Standard drills · simple to complex
Same principle at every age. Change one constraint. Do not add a lecture. These drills are what the tryout card highlights.
Drop a PDF, whiteboard photo, or MP4 — or tap to upload
Game plan timeline
Approved schemes
Recruiting Desk
Prospect workflow
1 File the talent · 2 Assign the preliminary meeting · 3 See every meeting.
1 · File
File
2 · Build
Build
3 · View
Pipeline
Showcase
Showcase Team and Recruits
Your program page. Not the talent pipeline. Copy the link, preview the page, edit the copy, or open alerts.
Lock
Showcase
Execution · Prospect board
Logged talent
Full list. Rank, limiter, college pipeline. Add to Admissions from here.
Before the pipeline
Your talents
These names are filed. They are not in a meeting yet. Assign one to the preliminary meeting.
Preliminary meeting
2 · Build
Where the recruit sits
Set the cycle here. Coaches see the same stages on this desk when they send a recruit over.
Pipeline
Admissions list
Stacked by meeting. If a stage has a recruit, tap the row. Tap the name to open the file.
Execution · Recruiting Alerts
Tracked accounts
Add any X, Instagram, Hudl, TikTok, or YouTube handle. Posts from these accounts hit the gold Recruit posts bell — never Desk alerts.
New account
Create a social profile
Program page or a prospect. One handle per card.
Execution · Program Page
Edit showcase
Type the program. Watch the recruit’s phone update live. Copy the public link when it reads true.
Drop a logo, gym photo, or highlight reel — or tap to upload
Recruit phone preview
Two different things
Development is a ticket. Health and safety is a call.
Development or playing time. File this ticket anytime. It is how you, the coach, and the department stay on the same plan for your kid. Sending it does not open a phone call. The call opens only after the coach answers.
Health or safety. If your kid is hurt, sick, or unsafe, do not use this ticket. Call the coach, the athletic trainer, or the school now.
Step 1 · Name the real issue
Is this playing time, tactical, technical, or physical?
You invest in your kid. The work should match their growth. Hover a category if you are not sure which one.
What does this mean?
Hover a category. On a phone, tap it. You will get a plain-language example before you choose.
Step 2 · Athlete first
Did you talk to your athlete before contacting staff?
Step 3 · Send
The call opens after the coach answers
Sending this ticket does not open a phone call. The coach answers the file first.
Coach Desk
Answer the file. Not the parking lot.
Tickets are on the daily pulse. Open one there. Then write the reply and send it.
1 · Pulse
The ticket is there
2 · Build
Role + film
3 · Lock
Send the reply
After the reply
The call is earned after you send. You call the parent. They do not call you.
Execution · Playbook
Schemes and actions
Build the school playbook. Double-click a scheme or action to rename it. Delete a micro and it is gone. Delete a scheme and every nested action goes with it. Film and scores move to Unassigned — they are never erased.
Select a moment
Session model: Prepare → Express → Develop → Restore. Power before strength. Large patterns before isolation. Fuel and sleep are part of the file.
Open VJP 12-week labSelect a phase
Varsity Boys BasketballHead Coach
Team identity3 steps
Say it once. Teach one standard. Then the staff, the houses, and the public page use the same words.
1 · File
The sentence
2 · Build
One standard
3 · Lock
Same words
Saved
This list is only the pillar and tag you just used.
Recruiting Desk
Offers, visits, and the map. Alerts sit on the bell so this desk stays the work.
Cloud Synced
AD Desk
Seats. Pulse. Post.
1 File the accountability chart · 2 Build daily focus · 3 Lock it to the people who own it.
1 · File
Accountability Chart
2 · Build
Daily focus
3 · Lock
Assign & post
1 · File
Accountability Chart
The first card is you, the Visionary. You do not add yourself later. Everyone else is a seat under you. Hover a box if you are not sure why it is there. Nothing sends until Lock.
2 · Build
Daily focus areas
The same seats. One line each. Hover the box to see an example of what that seat should write.
Accountability Chart now lives on AD Desk · File.
Year view
Save the six components
Snapshot the V/TO, issues, scorecard, daily focus, and every person’s rocks. Next August, copy a year forward and add or drop seats.
Coach Exit Review
Season close-out
1 File · 2 Build · 3 Lock. Pick the program, then open a card.
Pending Review
1 · File
Historical audit
2 · Build
Season synthesis
3 · Lock
Season file
Administration
Today's away teams
Same list as Bus RSVP. Every team that leaves today. Gold sends all of them to the office.
Away games
Early release
On for away games only. Home games stay in school. The athlete checks out on that game day, and the office gets the name.
Schedule Sync
Season clock
1 File · 2 Calendar · 3 Interlock. Pick the program, then open a card.
1 · File
Build the season
2 · Build
Season calendar
3 · Lock
Opponent interlock
Deeper conversations
Shared offseason workspace
The coach sees the same tickets the AD filtered. No private lobby.
No exit review submitted yet. AD runs Exit Review → Generate prescription → Submit feedback.
Athlete Exit Review
Coach-to-athlete workflow
1 File · 2 Build · 3 Lock. Publish sits under the three.
1 · File
File
2 · Build
Build
3 · Lock
Lock
Athlete File
One body map. One snapshot.
1 File the athlete · 2 Build the layer · 3 Lock the snapshot to the portal.
1 · File
Who is on the card
2 · Build
Body map
3 · Lock
Publish snapshot
Step 1 · Target
Which program and season is this for?
Pick the roster you play on. This routes the ticket to that head coach.
Step 2 · Pillar
Which development pillar is this?
One ticket. One pillar. Hover a category if you are not sure what it means.
What does this mean?
Hover a pillar. On a phone, tap it. You will get a plain-language example before you choose.
Step 3 · Accountability
Rate your current mastery
Rate your own current mastery in this pillar based on closed drills vs. live game execution.
Step 4 · Ask
What do you need from your coach?
Your outreach
Tickets you sent
Student Exit Review
Season close-out
1 File · 2 Build · 3 Lock. Same desk as every other close-out.
1 · File
Season snapshot
2 · Build
Body map
3 · Lock
Offseason contract
Media hub
Clips assigned to you
Filter by pillar. Open a card to watch beside the coach notes.
Select a moment
Recruiting Portal
College path
1 Your card · 2 The school · 3 Send. Name the school before anyone is pinged. Gear holds stay on the equipment desk.
1 · File
Your card
GPA, size, and film. What a college coach sees.
2 · Build
The school
Name the college and the coach.
3 · Lock
Send
Gold tells your coach and your parents.
Department Roster
Who sits in this school
Import first. Then 1 Coaches & families · 2 Directors & admins · 3 User management. Same desk-row as every other close-out.
1 · File
Coaches & families
2 · Build
Directors & admins
3 · Lock
User management
Support Staff
Assign the people behind the team
Athletic trainer, nurse, strength coach, HR, equipment, and the other seats behind the team. Their desk shows up only after you assign them.
Infrastructure · Billing
3-Step Workflow™ license
One price per school. Parents never pay. Ticket System files the conversation. Command Center builds the year. Arena Elite locks development and recruiting.
Tier 1 · Ticket System
$1,200 / year per school
- Parent Ticket: private vent, then 24-hour gate
- One pillar before anything sends
- Coach and AD, same thread, same second
- Written only. Voice stays locked
- 500 seats
Tier 2 · Command Center · most schools
$2,400 / year per school
- Everything in Ticket System
- Department Roster and Schedule Sync
- Coach Exit Review and Overview trends
- AD Desk, officials, equipment, surveys
- 1,500 seats · SMS desk alerts
Tier 3 · Arena Elite
$4,800 / year per school
- Everything in Command Center
- Athlete File, 1-5 grades, film, playbook
- Recruiting portal, confirmed offers, AD map
- Admissions pipeline
- 3,000 seats · college outreach bells
Webhook events
Live Stripe posts to /api/webhooks/stripe. Signatures are verified before any status change.
Purchase order
Board invoice · Net-30
Upload the signed PO. The campus stays in a 30-day trial while finance gets the invoice.
Confirm before anyone is notified
Who reached out?
Parent, high school coach, and athletic director get this only after you name the college. Empty pings do not go out.
Referee Desk
Officials. Matches. Confirm.
1 File the officials · 2 Build the assignments · 3 Lock confirmations and change requests.
1 · File
Officials roster
2 · Build
Assign matches
3 · Lock
Confirm & conflicts
Department Surveys
File. Draft. Send.
1 File the survey · 2 Build the questions · 3 Lock it to the seats who need to answer.
1 · File
Survey library
2 · Build
Questions
3 · Lock
Send & automate
Analytics · Barcode Ledger
Team barcodes
JT jersey/shirt · PS pants/shorts · EQ equipment. Issue a tag above the list.
Issue a tag
Add barcode to this program
JT = jersey or shirt. PS = pants or shorts. EQ = equipment. The two letters start every tag on this list.
JT-001
Equipment Desk
Scan it in. Charge what’s lost.
Scan it in. Charge what’s lost. The barcode ledger and the week sit next to this desk.
1 · File
Liability board
2 · Build
Rapid scanner
3 · Lock
Collection loop
PR · Photo desk
Add a photo. Tag. Send.
Two steps. Add the photo, then search a name and send it to that athlete and their parent. A link stays a link. A photo file stays only if it is small.
School history
Records broken and games won. They land here when a coach sends the after-game card.
Sent
Infrastructure · Linked Families
Families on your teams only
You cannot open another coach’s families or AD settings.
Season lock
Who comes back
Mark each athlete. Returning or Not returning shows on the athletic director’s master roster. Send the list. The athletic director locks access. You do not delete a family.
Family
Your kids
Name, then sport. Tickets and the portal only see this list.
Call
Your mobile
Parent Framework
Custom team-needs builder
You invent the catalog. Coach can only add if you accept. Then head parent and coach discuss. 1 File needs · 2 Build rules and requests · 3 Lock it to coaches.
1 · File
Needs builder
2 · Build
Rules & requests
3 · Lock
Publish to coaches
Team Parent
Name one parent. Pick from the AD catalog.
1 File the team parent · 2 Build needs from approved items · 3 Lock the season plan to that parent.
1 · File
Team parent
2 · Build
Season needs
3 · Lock
Send the plan
Trip Planner
File the trip. Build the movement. Lock it to families.
Coach writes the ops packet. Athletic director clears it. Parents only see the published planner: how they get there, rooms, meals, the hourly clock, price, insurance, forms, and who at the school already signed.
1 · File
The trip
2 · Build
Movement and hours
3 · Near the game
Hotels and food
4 · Lock
Price, forms, send
Hire Desk
File the seat. Set the interview. HR clears them.
No forms and no private records live here. HR marks where the hire is. The pill turns green when that HR person says they can start.
1 · File
The seat
2 · Build
Interview
3 · Lock
HR packet
Help with team needs
Want to help?
This is not a money ask. Families who cannot pay still belong here. Opt in only if you can take a task — water, snack, pretzels, or banquet setup. The team parent assigns from this list. You can opt out any time.
Parent Desk
Snacks. Water. Events.
Team parent only. 1 File the assignment · 2 Build from families who opted in · 3 Lock a notice to families.
1 · File
Your assignment
2 · Build
Who brings what
3 · Lock
Notify families
Maintenance Desk
The yearly sheet housekeeping walks.
1 File the season calendar · 2 Build setup and breakdown · 3 Lock the sheet they take on campus.
1 · File
Season calendar
2 · Build
Setup & breakdown
3 · Lock
Handoff sheet
Infrastructure · Master roster
Every team. Every house.
Athlete, parent, phone, address, and year of graduation. The coach’s Returning or Not returning mark is on the same row. Swipe sideways on a phone. Download opens in Excel.
Monthly 1-Pager
Write it before you sit down.
1 File the month · 2 Build the communication sheet · 3 Lock it as your ticket. Tickets, parents, issues, maintenance — all on one page. No file, no chair.
1 · File
This month
2 · Build
The sheet
3 · Lock
Ticket in
Monthly Huddle
Read first. Then 15 minutes.
1 File the season and sports · 2 Build the room · 3 Lock the agenda. You pick who sits. Coaches who did not file do not sit.
1 · File
Season & sports
2 · Build
15-minute room
3 · Lock
Send agenda
Analytics · Family File
The file for your athlete
Tickets you filed, the coach’s replies, and department surveys. Season close-out lives in Family Exit Review.
Analytics · Family Exit Review
Coach close-out for your athlete
Opens when the season file is published. Strengths, limiting factors, offseason work, and film. Same letter the athlete sees. You cannot edit it. The AD program file stays on the coach and athletic director desks.
Season still in progress. This desk opens when the coach publishes the Athlete Exit Review.
Analytics · My Kids Portal
My Kids Portal
Only the athletes on your Family Roster. Add or remove them under Infrastructure.
Recruiting file
College outreach
What a college coach sees