Avila University's Secret to Seamless Athletic Recruiting

What if you could get 90% of your time back, every single day?

That's exactly what happened when Avila University's athletic department stopped drowning in 30+ recruiting spreadsheets and discovered a better way to coordinate with admissions.  

"Everyone had their own individual system," Culp explained. "I probably had over 12-15 spreadsheets alone from each individual different sport. But then they're also texting me individually for updates on specific recruits."

That process took up to 2 hours per day. Today, that same work takes 10 minutes. Using WinWon's athletic department management platform, Avila built a custom process that eliminated the chaos while creating real-time visibility for coaches, staff, and leadership.
30+ Spreadsheets → 1 Centralized Platform
Avila consolidated numerous individual tracking systems into one connected workspace.
90% Time Back, Every Single Day
Daily coordination time dropped from 2 hours to 10 minutes.
Built In House with WinWon
Designed entirely by staff using WinWon's flexible tools, Avila's system is built to last.

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Meet With WinWon

Overview

Before WinWon, Avila's recruiting coordination involved juggling 30+ spreadsheets across every sport and manually texting updates between admissions and athletics.

As Baseball Coach and Student Enrollment Advisor / Assistant Baseball Coach Bryce Culp explained, "Everybody had their own individual system. I probably had over 12-15 spreadsheets alone from each individual sport." Tracking recruit application status, transcripts, deposits, and admissions decisions meant 1-2 hours of daily coordination across 15+ sports. Large programs with multiple recruiting cycles routinely required constant back-and-forth communication. "I'd spend one to two hours a day deciphering recruit notes to get the full picture." Culp shared.

After implementing WinWon, recruiting data flows directly into unified athlete profiles that both admissions and coaches can access in real-time. Coaches see exactly where recruits stand in the admissions process without texting for updates. According to Culp, "From a recruiting and admissions standpoint, WinWon saves me hours. Something I would spend an hours on, I now spend ten minutes on."

Challenge: Manual Processes Leading to Resource Drain

Before WinWon, Avila's workflows were highly manual and spread across multiple departments. Each coach kept their own recruiting spreadsheet. Admissions tracked application status separately. Piecing together basic recruit information required constant texting and email.

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Associate Athletic Director Boyd Pitkin and Bryce Culp were highly focused on the issue. Culp put it simply: "The communication between admissions and athletics was my number one goal to fix when I took this job."

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Every recruit required checking:

  • Application status
  • Transcript submission
  • Deposit payment
  • Scholarship processing
  • Letter of intent signing
  • Financial aid package completion
This meant 1–2 hours of daily coordination, and often more in busier seasons.

For Avila's lean admissions team, this constant coordination bottleneck prevented focus on higher-value recruiting support and student services.

The Solution: Custom Recruiting Workflow Built With WinWon

WinWon became Avila's centralized bridge between athletic department recruiting and institutional admissions, dramatically reducing manual work and communication gaps.

✔ Real-Time Recruit Tracking
No more texting individual updates about deposits and transcripts. Everything appears in one unified recruit profile.

✔ Filtered Views by Class Year
Coaches can instantly filter to see 2026 vs. 2027 recruits, who's applied vs. admitted vs. deposited.
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✔ Cross-Department Visibility
Admissions, coaches, and athletic directors all share the same source of truth—no duplicate spreadsheets, no conflicting information.

✔ Streamlined Institutional Reporting
Instead of compiling data from 30 spreadsheets, athletic directors get instant department-wide recruiting metrics. This structure reduced time, communication friction, and data errors across the entire department.

Outcome: Avila Built a Teammate That Will Never Quit

Avila staff now coordinate recruiting with unprecedented accuracy, speed and clarity. Daily coordination that once demanded 1-2 hours now requires only 10 minutes, creating alignment across campus. The department has eliminated a significant source of stress and cognitive load by implementing a repeatable, well-organized system. Culp shared: "WinWon is now very crucial and essential for me. Today, I no longer have 30 different spreadsheets that I could potentially lose." Equally important, the department has regained valuable time and is putting it to strategic use. As recruiting workflows modernized, Avila gained capacity for higher-level initiatives—coaches can now call recruits with complete admissions visibility, and the entire recruiting experience feels professional rather than fragmented.

A Modern Athletic Department Powered by WinWon

Modern athletic departments run on clear communication, accurate data, and efficient workflows. WinWon gives institutions like Avila acentralized foundation to manage recruiting coordination, bridge admissions gaps, maintain accurate prospect tracking, and empower both coaches and staff with real-time visibility. By connecting athletic recruiting with institutional processes into one reliable system, WinWon eliminates manual coordination and frees staff to focus on supporting recruits and student-athletes—not managing spreadsheets. The result is a more efficient, responsive department where coaches, admissions staff, and prospects all benefit from seamless communication and shared information.

“WinWon has streamlined our communication, which was the number one issue we had faced for multiple years."

Bryce Culp Student Enrollment Advisor / Assistant Baseball Coach, Avila University

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