Online Entry Submission Is Here — And It Replaces Email Chains for Good

Every spring, meet directors send the same email to 12–20 coaches: "Please submit your entries by Friday."

What comes back is a mix of spreadsheet formats, PDF attachments, reply-all threads, and coaches who don't respond until you call them. Then you spend an evening merging it all together and hoping nothing got lost.

That's the problem we just solved.

How the Online Entry Portal Works

Step 1: Meet director opens entries and sends invite links

When entries open, the meet director sends a personalized invite link to each school — one link per program. The link is pre-associated with their school name so the coach doesn't have to type anything in.

The director's dashboard shows the status of every school in real time:

• Submitted — entries are in, nothing to do
• Viewed — coach opened the link but hasn't submitted yet
• Pending — link hasn't been opened

For anyone who hasn't submitted, the director can send a one-click reminder. No more hunting people down by phone.

Step 2: Coach submits athletes from their roster in minutes

When the coach opens their invite link, they see the meet details — name, date, location, events — and a simple form to add entries.

If they've already imported their team roster (a one-time CSV upload), their athletes are already there to select. Pick the event, pick the athlete, add a seed mark if you have one, and hit Submit.

There are no spreadsheets. No email attachments. No reformatting required.

Entry limits and qualifying standards are enforced automatically — if the meet director has set a per-athlete maximum or a performance standard for an event, the system enforces it on submission. Coaches don't have to guess.

The whole thing takes about 5 minutes on a phone. No app download required.

Step 3: Director sees real-time entry counts — and closes entries with confidence

As coaches submit, the meet director's view updates in real time. They can see exactly how many athletes are entered per event, who's submitted by school, and whether any event is at capacity.

When the deadline passes, they have a complete, merged entry list — no manual compilation, no wondering if they missed someone's spreadsheet.

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What It Replaces

For coaches, it replaces:

• Filling out a custom spreadsheet from each meet director (every one is a different format)
• Emailing the spreadsheet back and hoping it arrived
• Following up when the meet director asks for a different format
• Scrambling to re-submit corrections

For meet directors, it replaces:

• Collecting 12–20 different spreadsheets
• Manually merging them into a seeding file
• Chasing down coaches who haven't submitted
• Re-entering data when someone sends the wrong format

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Getting Started

If you're a meet director: You can open the entry portal for any meet in RecordBoard and send invite links to your competing schools. Entry limits, qualifying standards, and deadlines are all configurable.

If you're a coach: Ask your meet director to send you an invite link. If they're using RecordBoard, you'll get a link directly — click it, submit your athletes, and you're done.

RecordBoard is free to get started. Create your account →