User Manual

Getting Started

The fastest path from a brand-new sign-in to a useful tracker:

1. 1Sign in with your email (see Section 1 below) and create your first player.
2. 2Go to the Player Profile tab and fill in graduation year, position, gender, club, team name, and academics. This takes two minutes and powers several other tabs — see "How Fields Connect" below.
3. 3Check your new To-Do tab — every new player starts with a short onboarding checklist (NCAA Eligibility Center ID, transcript, highlight reel, intro email, and more).
4. 4Head to College List and add a few schools — start typing a school name and nickname/conference/cost data fills in automatically where available.
5. 5Check Recruiting Needs — once your Player Profile has a position and grad year set, this tab shows which schools are actively recruiting that position, and lets you add them to your list with one click.
6. 6As outreach happens, log it in Communications — date sent, response, next action, and a due date so nothing falls through the cracks. Need help wording an email? Check Email Templates.

Everything you enter is saved automatically and synced for anyone else you've invited to that player (Section 3) — no save button, no manual sync step. The Dashboard tab gives you an overview of everything at a glance, anytime.

1 · Signing In

There are no passwords. Sign-in works like this:

1. Enter your email on the welcome screen and click "Send me a sign-in link."
2. Check that inbox — you'll get an email with a one-click link.
3. Click it. You're in, on that device, until you sign out.

The first time anyone signs in to a brand-new household, you'll be asked to create your first player — give your athlete a name (first name is fine) to set up their tracker. You can add more players (e.g. siblings) later.

2 · Players: One Tracker Per Athlete

Every piece of recruiting data (college list, coaches, communications) belongs to a specific player. If you have more than one athlete, each gets their own separate tracker.

Switching players: click the pill in the top-right corner of the page (it shows an avatar circle, "Viewing," and the current player's name). A dropdown opens showing every player you have access to.

• Click a name to switch to that player's data.
• Click the ✎ pencil icon next to a name to rename that player.
• Click the 🗑 trash icon (household owner only, and only when there's more than one player) to permanently remove a player — this deletes that player's College List, Communications, and profile for everyone with access. You'll be asked to type the player's name to confirm; there's no undo.
• "+ Add Player" (visible only to the household owner, and subject to your plan's player limit — see Billing & Plans) creates a new athlete profile.

The Dashboard tab automatically shows stats for every player you personally have access to — if that's everyone in the household, you'll see all of them; if you only have access to one player, you'll only see that one.

3 · Sharing Access With Family Members

You don't send links or share passwords. Instead:

1. Click the ⋯ menu (top-right of any tab) → "Invite someone."
2. Enter their email address.
3. If you're the household owner, choose which player(s) they should be able to see.
4. Click Send Invite.

That person receives a branded email inviting them to sign in — clicking it lands them on the same passwordless sign-in flow as anyone else. The moment they sign in with that exact email, they automatically have access to whichever player(s) you selected — nothing else for them to set up. Multiple people can be viewing and editing the same player's data at the same time; changes sync live.

4 · The Tabs

Dashboard

Your landing page — an overview across every player you have access to. If you're the household owner with multiple kids, you'll see combined totals up top (schools tracked, active outreach, overdue follow-ups, open to-do tasks) and a Needs Attention list surfacing whichever player has overdue items. If you only have access to one player, it's a single-player snapshot instead.

Each player's card shows: schools tracked, contacted, overdue, open tasks, missing profile fields, events attending, total contact moments (every dated note logged across all schools), average contact moments per college, response rate, and events coming up in the next 30 days — plus a division breakdown (D1/D2/D3/etc.), when the school list was last touched ("Last activity"), and when the player's own tab was last opened ("Last active"). A player with no contact activity in over 30 days gets a small "stale" tag. Click a player's name to jump straight to their Player Profile.

Send Dashboard Report emails a formatted summary of everything on the page to any address — handy for sharing progress with a recruiting coordinator or coach without giving them access to the app itself.

Player Profile

Everything about the athlete personally — separate from any one school. Cards include:

• Soccer Info — graduation year, gender, primary position, alternative positions, current club/academy, team name (e.g. "B10 - U16"), high school.
• Events I'm Attending — pick upcoming showcases/camps from a dropdown sourced from Scout Activity data. See "How Fields Connect" below for what this powers elsewhere.
• Academics — GPA, SAT, ACT, NCAA Eligibility Center ID, and Home State (this last one determines whether the College List's Cost figures show in-state or out-of-state tuition).
• Physical — height and weight.
• Notes — free-form text for anything else (highlights, goals, context).
• Reminder Emails — turn automated email reminders on or off, and choose how often (daily, or a specific day of the week). See "Reminder Emails" under Other Useful Things below for what they actually cover.

This is stored per player — switching players shows that player's own profile, not a shared one.

To-Do

A combined task list, pulling from three sources so you don't have to check multiple places:

• Your own tasks — add anything manually with an optional due date.
• Communications items — any school with both a Next Action and Due Date set shows up automatically, tagged with that school's name. Checking it off clears the Next Action on Communications too — there's nothing separate to manage.
• Event reminders — for every event in "Events I'm Attending," three reminders generate automatically: emailing interested coaches 14 days before, following up with anyone who didn't respond 7 days before, and a reminder on the event's start date.

New players also get a one-time starter checklist (NCAA Eligibility Center ID, transcript, highlight reel, draft emails, elevator pitch, and more), plus an automatic Recruiting Go-Live Date milestone — June 15th, two years before graduation — once a graduation year is set in Player Profile. Milestones are visually marked with a gold border and a star.

College List

Your master list of schools under consideration. Each row shows Tier (A/B/C priority), School, State, Division, Fit Category, Scholarship likelihood, and a Comm Status pill. Click a row to expand it and edit nickname, conference, RPI rank, program tier, enrollment, tuition/cost, acceptance rate, test scores, GPA, free-form fit notes, recent communications, scout-event sightings, and a live Scorecard snapshot if that school matches.

Start typing a school name to autofill nickname, conference, and Scorecard data automatically where available — this never overwrites anything you've already filled in by hand. Filter or sort by State and Communication Status in addition to Division/Tier/Fit. + Add College, Import CSV, and Export CSV all live here too.

Comparing schools: check the small box on up to 4 rows, then click ⚖️ Compare for a side-by-side table of cost, RPI, accept rate, test scores, and more — the strongest number in each row (lowest cost, highest accept rate, etc.) is highlighted automatically. The checkbox in the column header clears your selection.

Communications

Your outreach log — one row per school: contacts, date sent, response received, interest level, last contact, next action, and a Due Date for that next action (sortable, and shown in red once it's overdue). Filter by Division or Response status (including "Not Yet Sent").

Schools are split into two collapsible groups: Active Outreach (anything with a date sent) and Not Yet Contacted (everything else) — click either header to expand or collapse it, so a long list of schools you haven't reached out to yet doesn't bury the ones you're actively working.

Coaches

A flat directory of every coach you've saved, across all schools. Filter by Division, Role, or toggle "Missing email/phone" to find gaps. + Add Coach attaches a new coach to any existing school. Click a coach's school name to jump straight to that school.

Coach contact info (name, role, email, phone) is shared centrally across every family using the app — add or correct a coach for a school here, and every other family tracking that same school benefits from it too, the same way Scorecard data works. Deleting a coach only removes them from your list; it never deletes them for anyone else, since there's no way to verify a removal is accurate for every family.

Scout Activity

Camp/showcase event data — which colleges and coaches were registered at events. Covers ECNL events only; other leagues and showcases aren't included. Defaults to showing events from today through the next 3 months, soonest first.

"Update Event Data" checks for new events and keeps coach contact info current — this is how new events and coach details get added to the app over time.

Filters: search by event/city/college, filter by State, City, or Gender, filter by date range, toggle "Only events with your schools" (shows just events where a school from your College List is registered), and toggle "Only events I'm attending" (shows just the events you picked in Player Profile → Events I'm Attending). The Gender filter pre-selects based on whatever's set in Player Profile, and is inferred from each event's name (e.g. "Girls" / "Boys") since the underlying data doesn't carry a separate gender field — events without a clear gender keyword in the name only show under "All Genders."

Recruiting Needs

Pulls live recruiting needs data from FieldLevel for your player's position and graduation year (set in Player Profile — this tab won't show anything useful until those are filled in). Results split into two groups:

• Schools already on your list that are actively recruiting your position — shown with the coach's own note where available.
• Schools not on your list yet — with a one-click + Add to list button that drops them into College List with nickname/conference/Scorecard data already filled in.

Click Refresh (or Fetch Recruiting Needs the first time) to pull current data — results are cached so you're not re-fetching every time you open the tab. FieldLevel access is included on every plan, free or paid.

U.S. Scorecard

U.S. Department of Education data — cost, admit rate, enrollment, and more, for every Title IV-eligible institution in the country. Ships with a pre-loaded snapshot, so it's useful immediately even without any setup.

"Refresh All My Schools" (or a per-institution Refresh button) pulls the latest updates directly from the U.S. Dept. of Education instead of relying on the bundled snapshot. Refreshed data is saved centrally, so once any family using the app refreshes a school, everyone benefits from that update going forward — you're not just refreshing your own copy. Filter by control type (public/private), state, or "only my schools." Live refreshing is a Recruitly Pro feature — see Billing & Plans below.

Email Templates

Two ready-to-use starting points — an introduction email and a follow-up email — with a Copy button on each. Enter a College Name and it autocompletes from the same nationwide school list used elsewhere; if that college matches a school already on your College List, its Conference fills in automatically (editable if you'd rather override it), and any saved Head Coach / Assistant Coach last names get pulled in from that school's Coaches.

Anything the app can confidently fill from your Player Profile or the matched college shows in navy text; anything it can't (coach names with nothing saved yet, the college itself, or things the app doesn't track like your phone number or highlight reel link) stays highlighted in yellow so it's obvious what still needs your input before sending.

Billing & Plans

Recruitly has a Free plan and a paid Recruitly Pro plan. Anyone using the app before this paywall existed is grandfathered permanently free — nothing changes for you.

One important detail about the 10-school limit: it's based on the order schools were originally added, not how many you currently have. If you're ever on the Free plan with more than 10 schools (for example, after a subscription lapses), schools #11 and beyond are locked — no edits, no notes, no deleting them — until you upgrade. Your first 10 always stay fully usable either way.

An "⭐ Upgrade to Plus" button is always available in the header for Free-plan households. Once subscribed, that button becomes "💳 Manage Subscription", which opens a secure page where you can update your card, switch between monthly and annual billing, view invoices, or cancel — no need to contact anyone.

If a payment fails or a subscription is cancelled, you get a 30-day grace period with full access still intact before anything changes — you'll get an email when it starts and another with a week left. After that, the household simply reverts to Free plan limits; nothing is ever deleted.

How Fields Connect Across Tabs

A few fields aren't isolated to one tab — filling them in unlocks or changes behavior elsewhere. Worth knowing about:

5 · Other Useful Things

• Export CSV (every data tab) downloads that tab's data as a spreadsheet.
• Import CSV (College List) bulk-loads or updates schools from a spreadsheet — matches by school name, updating existing entries and adding new ones. Easiest way to get the right format: Export CSV first, edit it, then import it back.
• Clear all data (⋯ menu) wipes the currently viewed player's College List, Coaches, and Communications data. It does not touch Scout Activity or Scorecard data, since those are shared across every household using the app. You'll be asked to click twice to confirm — there's no undo.
• Reminder Emails (set in Player Profile) — when turned on, you'll get an email covering anything overdue or due soon on Communications, on whatever schedule you choose. Manual To-Do tasks due tomorrow are checked and emailed every day, regardless of that schedule, since a "day before" reminder only works if it's actually checked daily. You'll never get an email if there's nothing to report.
• Sign out (⋯ menu).

Note: Scout Activity and Scorecard data both work immediately, for everyone, with no setup required — they're maintained centrally and shared across all households using the app, so there's nothing to configure here.

6 · Troubleshooting