Every school has a reviewer.
Most don't know it.
RosterCleared is the AI front-end review your athletic department already needs. Every form read. Every field checked. Every flag surfaced — before anything reaches the trainer's desk. Your staff makes the final call. We just make sure they only see what actually needs them.
Six checks. One clear answer.
Every pre-participation physical runs through the same intelligent pipeline — automatically, consistently, and with a confidence score at every step. Concussion, cardiac arrest, heat illness, and activities contracts run through a dedicated validation pipeline; emergency cards have their own. Three specialized pipelines, six form types, one shared status model.
Document Check
Before anything else, the system confirms the upload is actually a physical form — not an insurance card, report card, or other document. Wrong uploads are caught immediately, saving everyone time.
Document verifiedCompleteness Check
Every required field is reviewed individually — student name, date of exam, physician signature, and more. Each field gets a confidence score, so you know exactly where the form is strong and where a second look may be needed.
Fields reviewedInsurance Validation
Insurance carrier, member ID, and group number are extracted and checked against known formats for major carriers. Mismatches are flagged for follow-up — so you catch errors before game day, not after.
Coverage checkedCredential Verification
The signing physician’s credentials are validated automatically — signature, exam date, and license type (MD, DO, NP, or PA). No more manual lookups or calls to verify authorization.
Physician validatedMedical Flag Review
Cardiovascular history, mental health screening scores, and other flagged conditions are extracted and surfaced for the athletic trainer. No raw medical records are stored — only flag labels.
Flags surfacedFinal Decision
All results are combined into an AI recommendation — ready for trainer or AD sign-off. No form is marked Cleared without a human reviewing it. Every decision includes a summary and full audit trail — nothing is a black box.
Status determinedNo accounts. No friction. Just a link.
Parents get a secure invite link from the athletic department, upload every required form in one flow, and see plain-English status updates the whole way through. No portal logins. No guessing whether the form went through.
- Secure invite link — no parent account, no password to remember
- Upload every required form in one guided flow
- Email notifications at every stage — invite, upload confirmation, status change, fully cleared
- Re-upload guidance the moment something needs attention
- ApprovedVHSL PhysicalThe form has been reviewed and approved.
- Passed initial review — pending trainer sign-offConcussion ProtocolYour form is complete. The athletic trainer will complete the final review.
- Received — under reviewEmergency CardYour form has been received and is being reviewed.
- Action required — please resubmitCardiac Arrest ProtocolThe form could not be processed. Please review and upload a new copy.
Parents never see internal labels like FLAGGED or REJECTED — only clear, actionable status.
One view. Every athlete. Every form.
The Master Eligibility List shows every athlete in your program alongside every required form — cleared, flagged, or missing. Filter by sport, season, grade, or status. Export to CSV in one click. Built for the Director of Student Activities who needs to walk into a meeting with answers, not spreadsheets.
Fall 2026 — All Sports
| Athlete | Compliance |
|---|---|
Williams, JordanGrade 11 | 6 of 6 |
Davis, TaylorGrade 10 | 4 of 6 |
Patel, MarcusGrade 12 | 3 of 6 |
Thompson, RileyGrade 9 | 1 of 6 |
Johnson, AlexGrade 11 | 5 of 6 |
The people who run eligibility.
Athletic Directors
Run eligibility. Stop chasing paperwork.
- One dashboard for every athlete across all sports — no spreadsheets.
- Confidence scores on every field, so you know exactly where to focus your review.
- Parents upload forms directly through a secure link — no more chasing paperwork at tryouts.
- Manual override capability with a full audit trail when you need to step in.
- Forms process in the background — upload and keep working. Results appear as they’re ready.
Athletic Trainers
Focus on athletes. Not paperwork.
- Medical flags and mental health screening scores pre-populated — no manual chart review.
- Insurance information extracted and validated against known carrier formats automatically.
- Physician credentials verified before the form ever reaches your desk.
- Full reasoning history for every decision, with confidence levels — nothing is a black box.
Front Office & Principals
Validate forms at drop-off. Not after.
- Parents hand in physicals at the front desk — get instant completeness feedback before they leave the building.
- No athletic trainer on staff? The AI catches missing fields, unsigned sections, and expired physicals automatically.
- One dashboard shows which athletes are cleared and which forms are still outstanding — no spreadsheet tracking.
- Works on any tablet or computer. No app to install.
FERPA-conscious by design.
Student health records carry real obligations. RosterCleared is built around them — not retrofitted to meet them.
No raw medical data stored
We extract flag labels — never persist raw medical records. The form itself is referenced, not warehoused.
Idle session timeout
25-minute idle warning, 30-minute hard expire. Background tabs re-check on focus and expire immediately if the threshold was crossed.
Role-based access
AD, Athletic Trainer, Coach, Principal, and Super Admin roles — each scoped to exactly what they need to see, nothing more.
Full audit trail
Every status change, manual override, and re-upload is logged with actor, timestamp, and reason. Soft-deletes preserve history.
School-isolated storage
Documents live in a private bucket with row-level security. One school can never see another school’s files — period.
This is just the beginning.
AI-powered form validation, multi-form compliance tracking, and the parent portal are live. Here's what's next — shaped in part by the programs that pilot with us.
Parent Portal
LiveParents upload all required forms through a single secure link. AI pre-validates each form for the trainer or AD to sign off on. Status updates delivered via email.
Coach Sport-View
Coming soonCoaches see eligibility status for their roster only — no AD access required, no cross-team visibility.
Front Desk Intake Mode
Coming soonTablet-optimized view for physical form intake at the front office. Scan a form at drop-off, get instant AI validation, and hand incomplete forms back to the parent before they leave.
Automated Reminders
In progressUpload confirmations and clearance notifications are live. Full automated reminders for missing or expiring forms are coming — so nothing slips through the cracks.
State Association Export
Coming soonGenerate clearance reports formatted for your state association. One click to produce the documentation your state requires — ready for any state’s PPE requirements.
District-Level Dashboard
Coming soonA single view across every school in your district. Track compliance rates, identify gaps, and generate reports — built for administrators managing multiple programs.
We're looking for a handful of schools to shape what comes next.
RosterCleared is in its pilot phase. We're partnering with a small number of middle and high schools — at no cost — to validate the product against real workflows. In exchange, we want your honest feedback and the chance to build something that actually fits how you work. No contract. No commitment. Just a better way to run your eligibility process.
What pilot schools get
- Full platform access at no cost during the pilot
- Direct line to the founder for support and feature requests
- Early adopter pricing when we launch publicly
What we ask in return
- Process at least one sport's physical forms through the platform
- 15-minute weekly check-in during the pilot period
- Honest feedback — good and bad