Every athlete, cleared and accounted for.
HatchLink is the student-athlete record built for how athletic departments actually run — one clean identity carrying registration, your state’s forms, physicals, and clearances, from a parent’s phone to your roster, and current with the rules that govern your programs.
The hard part was never the sign-up form.
Registration is a single moment. Eligibility is a living record — physicals that expire, forms that get revised, consents that move between a parent’s phone and a trainer’s desk, changing season over season. Most systems capture the sign-up and hand the rest back to spreadsheets and inboxes. HatchLink keeps the whole record, and keeps it honest.
Families actually finish
A mobile to-do list a parent clears in minutes — photograph a document, sign, done — with email and text reminders that do the chasing.
Your state’s forms, spoken natively
Physicals, cardiac and concussion acknowledgments, consents, eligibility and transfer affidavits, seasons, and non-traditional paths — built in, not bolted onto a form builder.
Clearance you can trust
A live status computed across documents, medical, injury, academics, and rules. No one lands on a roster until they’re actually cleared.
Answers, not report-building
Ask for any roster or compliance list in plain English. Your dashboard already surfaces what needs doing and who to nudge first.
Effortless for families. Clear for your staff.
Parents see exactly what they need to do — and exactly what’s already with the school for review. Everyone knows whose court the ball is in, so the “did you get my form?” calls stop. And when something’s wrong, a send-back explains why — in plain words, in the family’s own language — and reaches them by email and text automatically.
It already knows how eligibility works in your state.
Every state high school association runs its own forms, and they get revised — a physical here, a new cardiac or concussion acknowledgment there. We treat that as table stakes, not a headline: each form is simply part of the record, with its validity window and its follow-up and exemption paths handled the way your association’s rules intend. The same rules engine is designed to extend to home-education, charter, and other non-traditional pathways — on whatever forms your state uses — as your program needs them.
Add your district’s, your school’s, or a single team’s own forms to any registration — the state set is just the starting point.
Add any question or field you need at signup, and every answer becomes something you can filter, flag, and report on.
The consent form lists the sports a guardian actually agreed to. HatchLink can hold registration to it — so a child is never signed up for a sport a parent never consented to. A gap most forms leave wide open.
When a form turns up a finding, add exactly what that athlete needs.
Real eligibility is a clinical call, not a checkbox. An ECG turns up a borderline finding that needs a cardiologist’s read; a transfer’s history calls for one more affidavit; a prior concussion warrants specialist clearance and a staged return-to-play protocol before an athlete takes contact. HatchLink was built by people who know this world from the inside — the training room and the nurse’s office, the field and the sideline, the sports-tech industry — so when one athlete needs something the rest don’t, you attach exactly that requirement to exactly that athlete, with a reason the family sees. It flows into their portal to-do and clearance status, with the exact form right there to download — no blanket rule for the school, no asterisk in a spreadsheet.
The guardian is alerted the same moment — by text and email:
Action needed on a requirement
Hi Parent or Guardian,
A school administrator added Specialist Clearance to Alex Rivera’s football registration.
Every athlete is one record — not ten scattered ones.
Under the paperwork sits a single master student record with built-in duplicate detection, so a transfer, a sibling, or a name typed three different ways doesn’t become three athletes. It carries across sports, seasons, and schools — and connects to the student information system your district already runs.
It surfaces the work before you go looking for it.
Open Monday morning to a picture of your whole program: who’s registered, who’s cleared, who’s actually rostered — and the short list of what needs a human today, already prioritized for you.
Good morning
Nudge the exact families who are holding things up.
Hit “Remind families” on the dashboard and you land here — the right list, a message that fills itself in for every athlete, email and text, in one send. No mail merge, no spreadsheet of phone numbers, no one messaged who’s already done.
Message 22 families
Every athlete, every requirement — one screen.
The compliance matrix your trainers live in: one row per athlete, one column per requirement — grouped by where each form comes from: your state association, your district, and your own school. Add a form at any level and it becomes just another column. Color-coded so what’s missing, expiring, or waiting on review reads at a glance; a green check means met, and a row has to clear before that athlete can be rostered.
| State Association | District | Lakeside HS | ||||||||
|---|---|---|---|---|---|---|---|---|---|---|
| Athlete | Status | Avail. | PPE | CON | SCA | CIA | EMA | MED | COC | MPR |
| Ready for your review · 1 | ||||||||||
MCChen, Maya | Pending | Full | ▲ | ✓ | ✓ | ✓ | ✗ | — | ✓ | ✓ |
| Waiting on guardian · 3 | ||||||||||
AOOkafor, Amara | Pending | Full | ✓ | ✗ | ✗ | ✓ | ✗ | — | ✓ | ✗ |
DMMorales, Diego | Lapsed | Full | ✓ | EXP | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
MJJohnson, Marcus | Pending | Full | ✗ | ✓ | ✗ | ✗ | ✗ | — | ✓ | ✗ |
| Cleared · 3 | ||||||||||
TNNguyen, Tyler | Cleared | Full | ✓ | ✓ | ✓ | ✓ | ✓ | — | ✓ | ✓ |
GBBennett, Grace | Cleared | Limited | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
SMMarín, Sofia | Cleared | Full | ✓ | ✓ | ✓ | ✓ | ✓ | — | ✓ | ✓ |
Stop typing. Start talking.
Nobody took this job to do data entry. Ask for the 9th-graders without a physical, out loud or typed, and the list comes back in seconds, ready to export. Out on the field, your trainer speaks the injury and it’s charted before the athlete reaches the bench. No report builder, no double entry, no waiting on someone technical.
| Athlete | Grade | Sport | Missing |
|---|---|---|---|
| Alex Rivera | 9 | Football | PPE Physical |
| Maya Chen | 9 | Volleyball | PPE Physical |
| DeShawn Ellis | 9 | Football | PPE Physical |
| Sofia Marín | 9 | Cross Country | PPE Physical |
Held to a standard most systems in this space aren’t.
Student and health data deserve more than a promise. HatchLink is FERPA and HIPAA compliant, and engineered to the HITRUST i1 control framework — roughly 200 security requirements built into the platform from the ground up.
FERPA
Student education records, handled to the federal FERPA standard.
HIPAA
Protected health information — the physicals, ECGs, and injury notes a program handles every day — handled to HIPAA’s bar.
HITRUST i1
Built to the HITRUST i1 control framework — ~200 requirements: parameterized data access, encryption everywhere, full audit logging, PII redaction. The security bar most K-12 tools never reach.
It works with the systems you already run.
Generate the eligibility file your association imports, on demand.
Rosters and identity sync through direct connectors for Focus and PowerSchool, or OneRoster from any other SIS.
We write into the system your trainers already use, or they use ours and there is nothing to integrate.
Referrals route to partner hospitals, and the school tracks each one until it closes.
A branded school page and a parent portal on any phone.
Athletics is often the front door to the whole health record.
Each module works on its own, so you can begin with athletic registration, athletic training, or the school nurse. Every module writes to the same student record, so adding another one later means no new setup and no second system to keep in sync.
Athletic registration & compliance
Registration, state forms, clearances, and the roster gate. Game and practice schedules with transportation and facility reports. A branded community site with live rosters, coach views on any phone, district dashboards, and Assist for plain-English reports and answers.
Injury documentation & return to play
A trainer speaks the note — mechanism, body part, side, status — and HatchLink codes and files it against your injury catalog. A concussion runs return-to-play on the same record, every stage signed off and the athlete held off the roster until cleared.
School nurse health
The nurse’s real workflow — visit notes, medication administration, fall screenings, and action plans for asthma, diabetes, and seizures — on the same student record the athletic side already uses.
Referrals & care routing
Send a flagged athlete to an outside provider in a click and track each one on a referral dashboard — built to connect with hospital systems like Epic. Requires a partner health system, which can bring HatchLink to your schools or join your existing program.
Speaking of front doors — here’s the one families walk through.
The community page that comes with every registration is your program’s public, branded home — your colors, your crest, your teams and rosters, your season calendar, even your trainers and forms in one place. Link it from the website you already run and it’s where families start: they land, they register, and everything you’ve just seen kicks off. Inside your program the same teams drive rostering — place a cleared athlete on Varsity or JV and the public roster keeps itself current. Type your schedule in or upload it from a file, and it publishes straight to the calendar with directions on every event.
Follow the Hawks. Register in minutes.
See what sports are offered each season, follow your teams, and register your athlete online.
Teams & Rosters
12 teamsCalendar
This weekPoint families here from the school or district website you already run — branded to your colors, with schedules, rosters, and forms that stay current on their own.
Every other system keeps a fragment. We keep the record.
A digital registration packet
It covers the standard athlete: forms online, uploads tracked, expirations flagged. Transfers, non-traditional students, and mid-year rule changes fall back to the office to track by hand.
The whole eligibility record
Every path an athlete can take — transfer, non-traditional, medical exception — built in, on one identity that carries forms, clearances, injuries, and health through every sport and season.
- Purpose-built for your state association’s rules, not configured to fake them
- Compliance you can defend: every clearance dated, every override logged with who made it and why. When eligibility is questioned in March, the proof is one screen.
- A foundation for the health record, not just the paperwork
Bring your hardest case.
The transfer, the exemption, the protocol mid-season. We’ll walk it through on your own sports and seasons in about twenty minutes, with no commitment.
Prefer email? support@hatchlinkhealth.com