The full athlete journey.
Built once, reused every camp.
A complete camp operations backend inside Go High Level. Registrations flow from your existing site straight into divisional pipelines, parents get automated communication tied to their athlete's profile, capacity and waitlists run themselves, coaches assess on mobile, and a live dashboard shows check-in counts and division fill in real time. Cloned for the next camp in under thirty minutes.
Three failure modes running camp week.
The registration form is the easy part. The operational backend behind it is where camps lose hours, lose families, and lose the chance to reuse the same system next season.
Registrations live in spreadsheets
Signups land in a Google Sheet (or worse, an inbox), so capacity by division is a manual count, waitlists are tracked by hand, and parent communication is one-off blasts instead of an automated journey.
Check-in and assessments are paper
Day one is clipboards, name lookups, and coaches scribbling notes that never make it back into a profile. Athlete history dies after the camp ends, so the next camp starts from zero.
Every camp gets rebuilt from scratch
Without a templated backend, each new camp means duplicating workflows by hand, recreating pipelines, and redoing email sequences. The system that should compound across seasons resets instead.
One platform, every athlete touchpoint.
Go High Level is the spine. Your existing registration page posts via webhook into a unified Athlete CRM with parent and athlete as linked contacts, every custom field your divisions need, and source attribution baked in. A pipeline per camp tracks status from Registered through Confirmed, Checked In, Active, and Post-Camp, with capacity rules per division enforced automatically and overflow routed into a waitlist workflow that promotes the next athlete the second a spot opens. Parent communication runs on triggered sequences (welcome, waiver reminder, what to bring, day-of logistics, post-camp recap) tied to each athlete's status. For surfaces where GHL's native UX falls short (digital check-in, the live camp dashboard, coach assessments on the gym floor), lightweight custom front-ends sit on top of GHL's API and webhooks: mobile-first, branded, and frictionless for staff. Everything is built as a snapshot so the next camp clones in thirty minutes, not three days.
What you get. Phase by phase.
Every phase ships with concrete deliverables you sign off on before the next begins. Fixed fee, time-boxed, no mystery scope.
- Athlete and parent contact model with linked relationships and shared communication preferences
- Custom fields for division, skill level, grade, school, jersey size, emergency contacts, medical notes
- Camp pipeline with stages: Registered, Confirmed, Waitlisted, Checked In, Active, Post-Camp
- Source attribution, registration timestamp, and historical camp participation tracked per athlete
- Webhook bridge from your existing registration page into GHL with full payload mapping
- Capacity rules enforced per division automatically with overflow routed to waitlist
- Waitlist promotion workflow that fills open spots the second a cancellation hits
- Confirmation sequence triggered on registration with waiver, payment receipt, and what to expect
- Pre-camp drip: welcome, waiver reminder, packing list, schedule, location and parking
- Day-of triggers: morning check-in reminder, lunch info, pickup time alerts, weather updates
- Post-camp sequence: thank you, coach assessment delivery, photos link, next-camp early access offer
- SMS plus email channels with quiet hours, opt-out handling, and per-camp branding
- Branded mobile check-in page for staff: search athlete, mark present, capture waiver signature on the spot
- Coach assessment form per athlete (shooting, ball handling, defense, IQ, effort) with notes and rating
- Both surfaces read and write directly to GHL via API so the athlete profile stays the single source of truth
- Works on any phone or tablet, no app install, no logins to remember during camp week
- Live camp dashboard with division fill, check-in counts, waitlist length, revenue, and at-risk follow-ups
- GHL snapshot of the entire build (pipelines, custom fields, workflows, templates, dashboards) for one-click clone to the next camp
- Loom walkthroughs for the operations team (registration to dashboard, check-in flow, assessment review, cloning a new camp)
- Written playbook covering setup time per camp, what to change per session, and how to adjust capacity rules
Two weeks. Built and clonable.
Time sensitive build, fixed scope. Each milestone ships a working surface you can test against a live camp roster. Click any milestone to see exactly what lands.
Deliverables this milestone
- Athlete and parent contact model with linked relationships and full custom field set
- Camp pipeline with Registered, Confirmed, Waitlisted, Checked In, Active, Post-Camp stages
- Per-division capacity rules with automatic overflow into a waitlist workflow
- Source attribution and historical camp tracking baked into every athlete profile
Deliverables this milestone
- Webhook bridge from your registration page into GHL with full payload mapping
- Confirmation sequence on registration: waiver, payment receipt, what to expect
- Pre-camp drip with packing list, schedule, location, and parking info
- Day-of triggers and post-camp sequence with coach assessment and next-camp offer
Deliverables this milestone
- Mobile check-in page for staff with athlete search, present marking, and waiver capture
- Coach assessment form per athlete with structured scoring and free-text notes
- Both surfaces read and write to GHL via API, no syncing scripts, no second source of truth
- Works on any phone or tablet, no app install, optimized for one-handed sideline use
Deliverables this milestone
- Real-time dashboard: division fill, check-in counts, waitlist length, revenue, at-risk follow-ups
- GHL snapshot of the entire build for one-click clone into the next camp account
- Loom walkthroughs for the operations team covering every surface end to end
- Written playbook with per-camp setup steps, capacity tuning, and clone procedure
Let's walk the architecture together.
A 30 minute call where I share my screen, walk through the GHL pipeline and snapshot, show the mobile check-in and coach assessment surfaces in action, and confirm scope against your division structure and time-to-live. Happy to walk through commercials on the call.