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.