The information is scattered
One coach knows the player needs extra time before responding. Someone else got a message from a parent last season. The welfare officer has a note somewhere. None of it reaches the coach running the session tonight.
Player Passport · every club, every player
Every player has a story their coach doesn't know. Player Passport makes sure it reaches welfare and coaches — before it matters.
Parents and carers share what their child needs. Adult players can share for themselves. Welfare reviews it before coaches see anything. Every coach gets a clear, practical support snapshot — before the session, before the hard moment arrives. Works for any club, any sport, any player.
Any sport, any club, any playerParent input, adult player input, welfare controlledNot just for players with a diagnosisReviewed every season, not filed and forgottenFrom £9/month
A problem community clubs know well
Parents know things. Coaches need things. Nobody has a clean route between them.
Clubs run on memory, messages, registration forms and whoever happened to speak to someone last season. That's not a system. And it doesn't give players the consistency they need.
It relies on the right people being there
When coaches change, the knowledge usually disappears with them. New volunteers don't know the history. Parents assume someone has passed it on. Usually nobody has.
Forms get filled in and never looked at again
Clubs ask for this information at registration. It goes into a folder or a spreadsheet and stays there. Nothing creates the practical guidance a coach can actually use in a session.
How Player Passport works
Three steps. Works for any club, any sport, any season.
Simple enough for a volunteer welfare officer to run. Practical enough that coaches actually use it before sessions and competitions.
Send the intake link
Parents and carers get a guided form for youth players. Adult players complete their own support profile. The form asks the things coaches actually need to know: communication preferences, sensory sensitivities, what helps, what doesn't. Warm, not clinical. Takes about ten minutes.
Welfare reviews before anyone else sees it
Nothing goes to coaches automatically. Your welfare or safeguarding lead reviews everything first and approves what belongs in the coach-facing snapshot. Sensitive detail stays welfare-controlled.
Coaches get a practical snapshot
Not a long form. Not a diagnosis. Just support guidance a coach can read in two minutes before a session — how to communicate, what to watch for, what helps and what to avoid.
Coach-safe means coach-useful
What coaches see — and what they don't.
The snapshot gives coaches exactly what they need in the moment. Nothing more, nothing less. Sensitive medical detail, diagnosis information, and full family context stay behind the welfare review wall.
How to communicate with this player — including what language to avoid
Early warning signs if the player is struggling
What helps, and what to avoid — specific to this player
Competition-day preferences and routine notes
What to do if the player becomes overwhelmed
Who to contact — and when
Coach snapshot — Alex T.
Junior Section · v2 · Reviewed 12 Apr
Communicate like this
Short, direct sentences. Always address them by name first. Avoid rhetorical questions. Allow 15–20 seconds before expecting a response.
What helps
Consistent warm-up structure. Tell them about role changes early — not at the last moment. Praise privately, not in front of the group.
Key trigger
Unexpected routine changes. Loud, overlapping instructions.
If overwhelmed
Create space quietly. Don't crowd. Recovery may take 10–15 min.
Full profile detail — welfare-only
What parents and players actually experience
A conversation, not a questionnaire.
Parents and carers get a link from you for youth players. Adult players complete their own support profile. No app to download, no account to create. The form takes most people about ten minutes, and it asks things like how the player communicates best, what they find difficult, and what tends to help when they're struggling.
Nothing they share goes anywhere without welfare review. Support sharing is permission-led, coach visibility is controlled, and safeguarding concerns still follow your club's existing safeguarding process.
Welfare officer sends the link
One message. Works by text, email, or your usual club comms channel. Parents, carers or adult players click and go.
The form captures what helps
Guided questions about communication, confidence, sensory needs, routine, support preferences and the player's own voice.
Welfare reviews before anyone sees it
Nothing reaches coaches automatically. You decide what's coach-visible. Sensitive detail stays with you.
Coaches get the snapshot
Practical, specific, ready before the session. No backstory. Just what they need.
Three people, one system
Designed around how community clubs actually work.
You're the gatekeeper
You control what coaches see. Submissions sit in your review queue first. You approve what's coach-visible, flag what stays restricted, and manage the review schedule through the season. No more hoping the right person remembered to pass something on. You can also add a private Development Context note to any player's full passport — a welfare-only record of where a player is on their participation pathway, what the plan is, and who owns the next review. It never reaches coaches or session leads.
Your knowledge reaches the right people
Parents know things about their child that coaches don't. Adult players know what helps them feel confident, safe and ready. Player Passport gives that information a proper route, without sending sensitive detail carelessly around the club.
You get the brief, not the backstory
You don't need the full history. You need to know how to communicate with the player in front of you, what to watch for, and what to do if something goes wrong. The snapshot gives you that. Nothing else gets in the way.
One product, every sport
If your club has players, coaches and a welfare officer, Player Passport works for you.
Player Passport isn't built around a sport. It's built around the relationship between a player, their family, the people responsible for their welfare, and the coach running the session. That relationship exists in every club, on every pitch, in every pool and court and gym in the country. The intake form, the welfare review model, the coach snapshot — none of it knows what sport you play. It just knows that your players need to be understood.
Don't see your sport? It doesn't matter. Get in touch.
For every club coaching girls and women
Coaches working with female players are rarely given a framework for this.
Across grassroots sport, there are coaches running girls' sections and women's teams who have never been given a structured way to understand what their players need. Around confidence, privacy, body image, changing facilities, menstrual wellbeing, social dynamics, or the specific ways girls mask difficulty rather than show it.
That's not a failure of coaching. It's a gap in what clubs have ever given them.
Player Passport includes a Female Player Wellbeing layer — an optional module that clubs can switch on for girls' and women's teams. Parents and players share what's relevant. Welfare controls what coaches see. Coaches get a clear, practical support card — not a medical file, not a guessing game. Just the specific things that help this player feel confident, safe and able to stay involved.
For welfare officers, club chairs and committee members watching their girls' section grow: this is the infrastructure that makes that growth sustainable.
Body image & confidence
Menstrual wellbeing
Changing facilities & privacy
Kit comfort
Mental health
Social dynamics
Neurodiversity
Female role models
Injury confidence
Adult women's wellbeing
Not another club admin tool
Your club already has registrations, sessions and emergency contacts sorted. Player Passport does something different.
None of those tools tell a coach how to support the player in front of them. That's the gap. Player Passport exists entirely in that gap.
Most club platforms ask
- Who's registered?
- Who's paid?
- Who's available this week?
- What's the session?
- Who's the emergency contact?
Player Passport asks
- How does this player communicate best?
- What does this player find overwhelming?
- What helps them feel settled?
- What should a coach never say?
- What happens when things go wrong — and what the coach should do first?
Questions committees ask
Answered before the meeting starts.
Is this only for players with a diagnosis?
No. Any player who might benefit from coaches understanding them better can have a Player Passport. A diagnosis is never required. The question is always: what does this player need from the adults around them?
Do coaches see everything people write?
No. Everything goes through the welfare or safeguarding lead first. Medical information, diagnosis, family context, or anything the family or adult player wants kept controlled stays restricted. Coaches see the support guidance, not the full confidential record.
We already collect this on our registration forms.
Most clubs collect it. Rarely does it reach coaches in a usable form. Player Passport is not another data collection exercise. It turns what parents, carers and adult players share into the practical guidance coaches actually need.
Will our volunteers actually use it?
The welfare lead sends a link. Parents, carers or adult players fill in a form. Coaches get a snapshot. Nobody needs training to use it. It's designed for a club run by volunteers with not enough time — because that's most community clubs.
Is the pricing really that simple?
Yes. £9/month for clubs up to 250 players. £19/month above that. Or pay annually and save. That's it. No per-user fees. No hidden tier unlocks. Priced so a welfare officer can take it to committee and get a yes in one meeting.
Does this replace our safeguarding systems?
No. Player Passport is for player support information. Safeguarding concerns still follow your club's normal procedure. Support sharing is permission-led, but safeguarding is safeguarding-led where risk requires escalation. These are different things, and we keep them that way.
Can PP be used for players at different participation or development levels?
Yes — and this is one of the strongest arguments for putting the whole group on it. Every club has players at different stages of involvement. PP works for all of them. Welfare leads can add a private Development Context note to any player's full passport — recording where they are, what the plan looks like, and who owns the next review. It never appears in the coach snapshot. It stays with welfare, and it stays when the welfare lead changes.
Grassroots-first pricing
Easy to approve. Hard to argue with.
Priced so welfare officers don't have to fight for it. One flat fee, all players, no hidden costs.
Club
£9
/ month
Up to 250 registered players
or £90/year — save two months
- Player Passports for your full squad
- Parent intake links — send in minutes
- Welfare review queue
- Coach-safe snapshots
- Development Context notes (welfare-only)
- Seasonal review reminders
- Version history
Club Plus
£19
/ month
251 or more registered players
or £190/year — save two months
- Everything in Club
- Built for larger clubs and multi-team setups
- Cleaner handover across age groups
- More consistent support across squads
- Same simple welfare control model
Get Player Passport for your club
Takes two minutes. We'll do the rest.
Fill in your details and we'll come back to you with everything you need to get started — including how to run your first parent, carer and player intake campaign.
We'll reply within one working day — usually the same afternoon.
No sales call unless you want one. No pressure to commit.
Your details are not shared with anyone and not used for marketing lists.
Get in touch about Player Passport
Tell us about your club and we'll be in touch.
We've got your enquiry.
We'll be in touch within one working day — usually the same afternoon. Thanks for getting in touch.