Southeastern University Streamlines Eligibility with WinWon

One Shared View of Medical Eligibility

Coaches, Athletic Trainers, and administrators now track medical clearance in one centralized dashboard—with real-time updates and no spreadsheets.

Coordinated Coverage

Athletic Trainers use the unified calendar to plan event coverage, identify conflicts, and improve communication across all teams.

Simplified, Efficient Operations

WinWon reduced confusion, saved hours of coordination, and gave SEU’s Athletic Trainers the confidence that every athlete is cleared and accounted for.

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Overview

At Southeastern University (SEU), Athletic Trainers and coaches juggle medical documentation, eligibility clearances, and overlapping practice schedules across dozens of teams. Using WinWon’s Medical Eligibility and Calendar tools, SEU transformed what was once a manual, spreadsheet-heavy process into a shared digital workflow that keeps coaches informed, Athletic Trainers efficient, and athletes cleared to compete.

WinWon gave SEU’s athletic training staff the visibility they needed—while giving coaches and administrators instant clarity into athlete status, event coverage, and compliance progress.

Challenge: Manual Processes and Constant Check-ins

Before WinWon, SEU’s medical clearance process relied on shared spreadsheets and constant communication. Athletic Trainers updated eligibility by hand, coaches called or texted for status checks, and administrators had no real-time visibility into who was cleared or what was missing.

The process was time-consuming and error-prone—especially during the pre-season rush when every athlete needs to be cleared before practice. Athletic Trainers often spent their pre-season days fielding calls from coaches and coordinating communication on eligibility status.

BJ Geasa, SEU’s Assistant Athletic Director for Sports Medicine, knew there had to be a better way: “We just wanted a system where coaches could see what we see—without having to call or email for an update.”

Solution: Real-Time Medical Eligibility and Shared Scheduling

By adopting WinWon’s Medical Eligibility Tracker, SEU brought its clearance process online, giving everyone—from Athletic Trainers to coaches to administrators—real-time visibility into athlete readiness.

✅ Real-Time Medical Clearance Dashboard Every athlete’s status is tracked in one organized view. Athletic Trainer update documentation as it’s received, and coaches instantly see clearance progress without needing to ask.
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“WinWon became our source of truth. When coaches have questions, we can point to the status in WinWon.”

Brittney Kellar, Associate Athletic Director, Southeastern University

📊 Custom Columns and Shared Visibility With flexible fields and sortable columns, SEU customized their medical tracker to reflect their exact workflow—from insurance forms to pre-participation exams. ATs can reorder or modify views as needs change, ensuring accuracy and clarity every season.

🗓️ Unified Calendar for Coverage & Scheduling  Athletic Trainers rely on the WinWon Calendar to plan event coverage, coordinate with coaches, and manage overlapping practice times. The ability to view daily, weekly, or sport-specific schedules in one place allows staff to identify conflicts early and make data-driven coverage decisions.

Outcome: Clarity, Efficiency, and Better Communication

With WinWon, SEU eliminated spreadsheet chaos and constant back-and-forth communication. Coaches now see athlete eligibility in real time, administrators gain insight into medical compliance, and Athletic Trainers spend more time where it matters—supporting athletes.

The sports medicine office updates eligibility just a few times a day instead of fielding dozens of individual requests. Coaches can check clearance status instantly, on the WinWon Coach Mobile App, administrators have confidence that deadlines are met, and everyone operates from the same source of truth.

“It minimizes day-to-day communication. Coaches are seeing what we’re seeing, in real time. It’s like a shared document—but organized, reliable, and built for athletics.”

BJ Geasa, Assistant Athletic Director for Sports Medicine, Southeastern University

What started as a way to track clearances has become a shared operational tool across SEU’s entire athletic department—connecting training, scheduling, and compliance into one seamless workflow.

A Modern Athletic Department Powered by WinWon

Southeastern University’s sports medicine staff uses WinWon to power every step of the medical clearance process—from document tracking and task completion to event scheduling and communication. Here are the features that any WinWon Partner can use to clear their students and keep Athletic Trainers in the loop:

Medical Eligibility Tracker — Track, update, and verify athlete clearance with real-time visibility for every coach.
Custom Checklists — Adapt views for insurance, forms, and compliance needs.
Shared Calendar — Manage practice and event coverage from one interface.
Announcements & Athlete App — Instantly notify athletes about missing forms or updates.
Audit Trail & Date Tracking — Maintain records of every clearance decision for accountability and compliance.