Academy trials, without chasing paperwork
Trialist Hub runs your academy’s entire trialist process, from invitations and registration through to showcase events. Gather feedback on every trialist and event participant, and reach players, parents, schools and clubs in one click by email or WhatsApp.
- Secure parent portal
- Custom registration forms
- One-click email & WhatsApp
- Coach feedback to trialists
- Each trialist’s complete journey
- Mobile app for events
The Whole Trialist Journey
Every trialist follows the same clear path, so nothing gets lost between scouts, academy staff, parents, clubs and schools.
Recommend & invite
Scouts recommend a trialist straight from a report. The academy sends the invitation with trial dates and venue in one click, by email and WhatsApp, and families can follow everything in the mobile event app.
- Recommend from Scout Hub
- Invitation emails
- WhatsApp notifications
- Mobile event app
- Trial dates & venue
Parents register online
Parents complete registration through the secure portal, on any device, and you see progress on every section as it happens.
- Player information
- Medical information & consent
- Photo ID verification
- EFL player recognition
- Travel arrangements
- Document uploads
Notify clubs & schools
Send the notice to the player’s current club and the trial notice to their school without leaving the record. Every email is logged.
- Club notice
- School trial notice
- Email log
Trial & feedback
Coaches and medical staff add internal and SOAP notes during the trial, and feedback is shared with parents when you’re ready.
- Internal notes
- SOAP notes
- Parent feedback
Approve or release
Make the call, and the paperwork is ready. Download the completed forms and supporting documents for registration.
- Approve / release
- Review form
- Automatic EFL YD8 forms
- PDL Form 5
A registration process parents actually finish
No more paper forms in car parks or email chains with attachments. Parents get a clear, secure portal with exactly the forms your academy needs, and you see the moment each one is done.
- Secure, invitation-only access for each trialist
- Works on phone, tablet or computer
- Clear sections with progress, so parents know what’s left
- Upload proof of age, ID and supporting documents
Open trials and showcase events, effortlessly organised
Run events for dozens or hundreds of young players without the spreadsheet. Registration, attendance and follow-up all flow into the same system.
Publish
Set up an open trial or showcase event and open it for registration.
Register
Families sign up through the parent portal using your registration form.
Manage
See who’s registered, manage attendance and keep families informed.
Follow up
Invite the players who stood out into your full trialist process.
Running a full tournament or league? Tournito handles brackets, scheduling and live scores.
Your process, your paperwork, properly protected
Trialist Hub fits your academy’s existing process rather than the other way round, and treats young players’ personal data with the care it needs.
Custom registration forms
Build the forms your academy needs, section by section.
Email templates
Your wording for invites, notices and feedback, sent in a click.
Email log
Every message to parents, clubs and schools recorded on the trialist.
Dedicated database
Your academy’s trialist data held in its own secure database.
Roles & permissions
Control exactly which staff can see medical and personal details.
Full audit trail
Every action recorded in a secure audit log.
Using Scout Hub for academy scouting?
Scouts can recommend trialists straight from their player reports.
Trialist Hub questions
Can’t find what you’re after? Drop us a line, we’re happy to help.
What do parents need to do?
Parents receive an invitation email with a secure link to the parent portal. They complete the registration forms, upload documents and track progress from any device, with no app to install.
Can we use our own forms and emails?
Yes. Registration forms and email templates are fully customisable, so the process matches your academy’s existing paperwork and tone.
Does it handle notices to clubs and schools?
Yes. Send notices to a player’s current club and school in one click, with every email logged against the trialist’s record.
Can we run showcase events and open trials?
Yes. Publish an event, take registrations through the parent portal, manage attendance and follow up with the players who stood out.
How is personal data protected?
Trialist data sits in your academy’s own dedicated database, access is controlled by role-based permissions and every action is recorded in an audit log.
Do we need Scout Hub to use Trialist Hub?
No. Trialist Hub works on its own, but if you use both, scouts can recommend trialists directly from their reports.
Make trialist management effortless
Book a walkthrough and we’ll set up Trialist Hub with your forms, email templates and trial process.
- Free trial for your staff
- Unlimited users
- We migrate your old reports