The scout and recruiter guide

Finding athletes whose numbers come from training they actually logged, keeping a pipeline, and reaching out under rules that protect the athlete - including the ones that apply when the athlete is a minor.

Open this guide in the app

Getting started

Set up your program and learn the toolset

Welcome to your scouting toolset

iVenza gives scouts and recruiters one home for the job: find athletes who have opted in, track them through a pipeline, reach out without cold-contacting anyone, and collect intake details - from your phone or the web app.

The app reshapes around you. Your nav is athlete search, your pipeline and the interests you have sent - not classes, lesson plans or dues. Your dashboard opens to the prospects in play and the interests still waiting on a reply, and every count on it is a door.

You will not see the class-attendance and payment cards a gym sees, because a scouting program does not take attendance or bill members.

Replay the guided tour any time from More - it is written for scouts, not gyms - or start with your setup checklist.

Screens have their own short walkthrough the first time you open them, on top of this tour. Replay them any time: on the web, the Page tour button in a page's header; on mobile, More and then Replay section walkthroughs.

Create your program

Pick the scouting/recruiting type when you set up your organization - that is what swaps the gym tools for the scouting ones across the whole app.

Name it for the program athletes will recognize (your school, club or agency). Athletes see this name on any interest you send.

Add your staff as coaches so scouting is a team effort: everyone on staff sees the same pipeline and the same interests.

Manage it any time from your Org tab.

Message everyone in your program

Send a broadcast from your dashboard when you have one thing to tell everyone: a camp date, a deadline, where to meet.

It reaches everyone in your program - athletes who have joined, scouts, and staff. The note lands in their notifications and goes out by email and push.

Nothing sends until you press the button, and a broadcast is an announcement, not a thread.

For a one-to-one conversation with a specific athlete use Messages - a chat opens automatically when an athlete accepts your interest.

Finding athletes

Search opt-in profiles and read verified stats

Find athletes

Search athletes who have opted in to being recruited. Nobody appears here by default - an athlete has to publish a recruiting profile first.

Filter by sport, position, graduation year, level and location to narrow the field.

Open a profile to see their self-entered details alongside their verified stats, then add them to your pipeline or send interest.

Athletes under 13 are never listed, and 13 to 17 year olds appear only with an approved guardian consent - see Recruiting minors.

What "Verified by iVenza" means

Most recruiting profiles are self-reported. The verified sections are different: iVenza computes them server-side from what the athlete has actually logged, and the athlete cannot edit them.

That covers training volume and consistency, competition record, and - when the athlete chooses to share it - recovery metrics from their connected watch or tracker.

The athlete picks which verified sections to publish, so a missing section means they opted out, not that the number is bad.

Health metrics are never shown for a minor, whatever their settings say.

Your pipeline

Track prospects from scouted to committed

Track prospects in your pipeline

Add anyone to your pipeline: an athlete you found in search, or someone you scouted elsewhere and entered by hand.

Move each prospect through the stages - scouted, contacted, interest sent, accepted, committed or passed - so the whole staff can see where everyone stands.

Keep notes and an activity trail on each prospect. Your dashboard surfaces the ones with the most recent activity.

Committed and passed prospects drop out of the live pipeline count but stay on the list.

Reaching out

Interest-gated contact and the guardian rail

Send interest to an athlete

Contact is interest-gated: there is no cold outreach in iVenza. You send an interest with a message, and the athlete decides.

If they accept, a private chat opens between you - that is your line from then on. If they decline or let it expire, it closes quietly.

One pending interest per athlete at a time, and an interest past its expiry is no longer waiting on anyone - your dashboard counts only the live ones.

Withdraw a pending interest any time if plans change.

Recruiting minors

Athletes under 13 can never publish a recruiting profile, so they never appear in search.

Athletes aged 13 to 17 appear only when a guardian has approved it, and that approval can be withdrawn - which unlists them immediately.

For a minor, iVenza hides their city in search and never shows health metrics, whatever the athlete's own settings say.

When you send interest to a minor, their guardian is notified alongside them and can see the same profile you do.

Intake forms

Collect details with questionnaires

Build an intake form once and share it as a login-free link - the athlete does not need an account to answer.

Responses land in your program and auto-link to the matching prospect, creating one if you have not added them yet. Your staff get notified as answers arrive.

Use it for what search cannot tell you: transcripts, contact details for a parent or coach, availability, anything your program asks every recruit.

Export the responses when you need them outside the app.

Other guides

iVenza is one platform with several jobs

The athlete you coach, the promotion that books them and the scout who finds them are all on the same system. These are the other guides.