Faulkner University Digitizes Athlete Onboarding with WinWon

519 Signed Documents

With WinWon’s E-Signing Tools and Form Tracking capabilities, Faulkner was able to efficiently scale their onboarding and complete all documents.

100% Completion

With the power of the WinWon Athlete Application, Faulkner athletes completed all necessary paperwork in record time.

97% Time Saved

Faulkner’s report creation used to take 10+ hours. Powered by WinWon’s Form Tracker, it now takes 20 minutes.

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Overview

At Faulkner University, athlete onboarding once meant overflowing folders, endless spreadsheets, and time-consuming compliance meetings. Every August, stacks of printed forms filled the athletics office — from drug testing consents to NAIA eligibility and conference documentation — each requiring manual collection and tracking across more than a dozen sports.

Today, all of that work happens digitally through WinWon, a modern, mobile-first solution built specifically for athletic departments. By adopting the WinWon Form Tracker and Athlete App, Faulkner streamlined the entire compliance and onboarding process, sending over 500 documents through WinWon this onboarding cycle alone. Every student-athlete now completes their required forms electronically, and staff have instant visibility into real-time completion status.

Challenge

Before implementing WinWon, Faulkner’s process for managing student-athlete documentation was entirely manual. Every form had to be printed, distributed, and re-collected. Cynthia Walker, Assistant AD at Faulkner University, described their onboarding process prior to WinWon. During preseason meetings, Walker would arrive with thick stacks of documents — sometimes hundreds of pages per team — and hope they all made it back to her office correctly completed.

“We printed every document for every student,” Walker recalled. “I’d go into each team meeting with a stack of forms, and then we would mark by hand who had turned them in and who hadn’t. It was constant tracking, chasing, and sorting.”

Even once the forms were collected, the real work began: manually organizing them by team, cross-referencing rosters, and ensuring compliance with conference and NAIA requirements. Coaches were responsible for gathering certain paperwork on their own, meaning that, “everything was dispersed, and it was hard to track who had turned in what,” according to the Faulkner athletics staff.

This fragmented system created stress and delayed processes, so Faulkner sought out a better way to increase efficiency and scale the impact of their staff. Enter WinWon.

Solution

In 2025, Faulkner adopted WinWon, and began to use WinWon E-Sign Documents and the Form Tracker, a powerful automation tool that centralizes all compliance forms, waivers, and onboarding documents into one connected system. Instead of managing paper or scattered digital files, every form is now sent electronically through both email and the WinWon Athlete App — ensuring that no student-athlete misses a step.
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With the Form Tracker, administrators can:
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1. Instantly run completion reports by sport, athlete, or form type
2. View real-time submission status across all athletes
3. Access a clean, compiled PDF packet containing every signed document
4. Verify e-signatures instantly through the WinWon dashboard
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“Students today don’t check email like they used to. Now, when someone says, ‘I didn’t get that email,’ we can tell them, ‘No problem, it’s in your app.’ They open it, complete the form, and we can see it update immediately.”

‍Cynthia Walker, Assistant AD (Compliance and Academic Success), Faulkner University

This dual-channel delivery has been essential for Faulkner’s success. Coaches and administrators still value the structure of email, but the Athlete App provides unmatched accessibility. Student-athletes live busy, on-the-go lives—balancing classes, practices, travel, and competition—and WinWon’s mobile-first design allows them to complete tasks from anywhere, at any time.

“We used the form links available in the WinWon Athlete App to help our student athletes get set-up,” Walker said. “Once they’re in there, they realize how much is available—forms, messages, rosters—it becomes part of their daily routine.”

Onboarding Streamlined: From Chaos to Clarity

At Faulkner, onboarding week used to be one of the most stressful times of the year. Now, with WinWon serving as the central hub, every department—from compliance to athletic training—can track student-athlete readiness in real time.

Each athlete’s onboarding checklist is stored directly in WinWon, allowing staff to see who has completed their forms, uploaded documentation, and fulfilled all pre-season requirements. Walker’s team can quickly verify completion with just a few clicks, and even generate alphabetical reports on each roster in minutes.

“We used to spend hours creating rosters and checking who had forms completed. Now, we can build an entire spreadsheet in minutes, because it is all right there in WinWon.”

Cynthia Walker, Assistant AD (Compliance and Academic Success), Faulkner University

Before WinWon, Faulkner’s staff spent roughly 10 hours (600 minutes) manually creating compliance and testing reports — printing, sorting, verifying, and entering data into spreadsheets. Today, the same report takes just 20 minutes using WinWon’s automated Form Tracker. That’s a reduction of 580 minutes of manual work per report, a 97% time savings — and that’s a conservative estimate, as many reports previously took even longer.

The department’s workflow during onboarding showcases just how seamless things have become.

1. Athletes line up for onboarding, their first check in confirms they have WinWon set up on their phone.
2. Staff confirm all paperwork has been submitted.
3. If something’s missing, the athlete completes it on their phone on the spot.
4. Within seconds, WinWon updates their status in real time.

“That’s the beauty of it,” Walker said. “When they say, ‘I’ve already done it,’ we don’t have to dig through papers to confirm. We can see instantly whether it’s complete. If not, they sit down, open the app, and get it done right there.”

By digitizing every step, WinWon has turned onboarding from a paper chase into a coordinated, efficient process that empowers both staff and athletes.

Results: Efficiency, Visibility, and Peace of Mind

Since implementing WinWon, Faulkner has seen measurable improvements across multiple areas:

Time Saved: Administrative tasks that once took hours now take minutes. The compliance team can focus on oversight and communication instead of chasing paperwork.
Real-Time Visibility: Every update is instantly reflected in the platform, eliminating manual reviews, spreadsheets, and guesswork.
Improved Student-Athlete Experience: Athletes no longer have to hunt through email chains or remember paper deadlines. Everything they need lives in one clean, focused app.
Department-Wide Confidence: With every document centralized and securely stored, staff can be confident that compliance standards are met across the board.

“WinWon gives everyone peace of mind. It keeps us organized and gives our athletes a better experience. The athletes know exactly what’s expected, and we know exactly who’s completed their onboarding steps and paperwork.”

Cynthia Walker, Assistant AD (Compliance and Academic Success), Faulkner University

Before WinWon, Faulkner’s staff spent roughly 10 hours (600 minutes) manually creating compliance and testing reports — printing, sorting, verifying, and entering data into spreadsheets. Today, the same report takes just 20 minutes using WinWon’s automated Form Tracker. That’s a reduction of 580 minutes of manual work per report, a 97% time savings — and that’s a conservative estimate, as many reports previously took even longer.

The department’s workflow during onboarding showcases just how seamless things have become.

Athletes line up for onboarding, their first check in confirms they have WinWon set up on their phone. Staff confirm all paperwork has been submitted.
If something’s missing, the athlete completes it on their phone on the spot.Within seconds, WinWon updates their status in real time.

“That’s the beauty of it,” Walker said. “When they say, ‘I’ve already done it,’ we don’t have to dig through papers to confirm. We can see instantly whether it’s complete. If not, they sit down, open the app, and get it done right there.”

By digitizing every step, WinWon has turned onboarding from a paper chase into a coordinated, efficient process that empowers both staff and athletes.

A Modern Athletic Department Powered by WinWon

WinWon has become more than just a form system for Faulkner—it’s the digital infrastructure that underpins their athletic department. By uniting compliance, communication, and student engagement under one roof, Faulkner has modernized its operations and built a stronger foundation for future growth.

Walker summed it up simply: “It’s been a huge game changer for us. Everything’s there now, no paper floating everywhere, and the students can access it all right in their app on their phones.”

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