Access follows each role
School administrators, coaches and Records staff have different permissions. Academic records stay separate from recruiting materials.
For high school athletic departments
Every college coach gets a packet they can trust.
Your school office verifies the grades, your coach adds the stats, film and a reference, and the family decides which colleges get to see it. Each program then gets its own private link.
See the workflow with fictional records. No student data is used.
Recruiting packet
Private packet for
Bayfield College women's soccer
Sofia Reyes
Cleared by Pine Hollow Athletics
- Academics verified by the office, Fall 2026Verified
- Stats and reference from Coach AlvarezAttested
- Film and 2 showcases added by the studentReported
- Parent consent on file since Oct 3Consent
Before live school use, review:
- Consent and family approval
- Staff access and multi-factor authentication
- Separate school environment
- Retention and recovery
Verified
School office
Academic records, entered by authorized staff.
Attested
Coach
Stats and references, with a name and date.
Reported
Student or family
Film, showcases and profile details.
Family or adult student
Permission for a named college program.
Who checks each part
How a recruiting packet is prepared and shared
Each part has a source: the student, coach, school office or family.
-
01
The student builds a profile
Add sport, positions, film, showcases and the colleges they want to hear from.
-
02
The office verifies academics
Authorized Records staff enter academic details and attach the transcript for the term.
-
03
The coach prepares a packet
The coach adds film, confirms stats and honors, and writes a reference for review.
-
04
The AD reviews the packet
An administrator checks the packet before a college link is created when school policy requires it.
-
05
Share with a named college program
The family or adult student approves the recipient when consent is required. Each program gets its own link.
Sample screen
See what each program did with its link.
The sample report shows link opens, film plays, transcript downloads and expiration status. Activity shown here is invented and does not come from a real school or college.
College links · Sofia ReyesGirls' varsity soccer · Class of 2028
Halden University: this sample link opened on 6 devices. Review unusual activity with the school.
| Program | Opens | Film plays | Transcript | Status |
|---|---|---|---|---|
| Halden University | 9 | 12 | Downloaded | 6 devices |
| Bayfield College | 4 | 7 | Downloaded | Visit requested |
| Marlow State | 1 | 0 | Not yet | Not opened |
| Westbrook College | 2 | 1 | Not yet | Switched off |
A role for each part of the work
Who handles each part
Athletic director
Can oversee department settings and approve packets when school policy requires it.
Coaches
Role-limited access supports building packets for assigned athletes and submitting them for review.
Records staff
Academic entry and transcript access are separate from coaching work. Confirm exact permissions in the school environment.
Families
Review the named programs, approve a send when required, and withdraw consent. Adult students must provide their own consent.
Family view
Families can review where a packet went.
This sample view lists the college programs that received a packet and shows each link's status. The controls below are examples only; this page does not change or revoke any real link.
Pine Hollow AthleticsWhere Sofia's packet has gone
- Halden University women's soccerOpened · watched film · downloaded transcript
- Bayfield College women's soccerOpened · transcript downloaded
- Marlow State women's soccerOpened once
- Westbrook CollegeLink turned off in this fictional example
All names and activity are fictional. These sample buttons do not change any link.
For athletics, records, IT and privacy teams
Built for your privacy review
See how roles, family consent and program-by-program sharing fit together in the school workflow.
Families choose where packets go
Consent is tied to named college programs. Families can review and withdraw sharing; adult students provide their own consent.
Each program has its own link
A school can manage access program by program, without changing other college links.
Sharing activity is visible
The sample history shows link opens, film plays and transcript downloads for each college program.
Examples on this page use fictional records and do not contain student information.
Why I built Cleared
I built Cleared from my experience as a former student athlete and working in life-science cold chain monitoring.
Cleared gives school athletic departments one private, trackable recruiting packet per athlete, with the office verifying grades and the coach confirming stats.
Cleared puts a name behind every part of the packet and gives families a record of where it went.
For district review
Review the workflow before live use
Start with the people responsible for the records
Review roles, consent wording, the separate school environment, retention and recovery requirements with athletics, IT and privacy staff. No live student information should be used in this demo.
Request a school demoWhen can college coaches contact your athletes?
Our free planning tool shows source-linked NCAA Division I, II and III contact guidance for selected sports and class years. Share it with your coaches and families, and confirm current rules with each college.
School demo
Request a school demo
See the workflow in a guided 30-minute demo using fictional records. Cleared is not ready for live student data. A demo request does not create a school workspace, start a pilot, or authorize the use of student records.
The separate school environment, signed agreements, approved consent wording, and tested backup and recovery safeguards remain required before live use.
Start with a demo. Keep real student and family information out of this page and form.