Student-Athlete Questionnaires

Build, send, track, and collect student-athlete information with customizable questionnaires.

📝 Overview

Student-Athlete Questionnaires allow your department to gather consistent, accurate information that automatically populates athlete profiles. This keeps key details accessible to coaches, staff, and administrators for compliance, onboarding, and communication.

📌 When to Use Questionnaires

Suggested uses include:

• 🏃 Onboarding new student-athletes.

• 📊 Collecting information for Sports Information Directors (SIDs).

• 🗂 Maintaining a central record of athlete details for compliance, eligibility, and communication.

🚀 Building a Questionnaire Through The Form Builder

To start building a questionnaire:

1. Navigate to Forms > Forms List from the side navigation panel.
2. Create or Edit a Form
   1. To create a new form, click ➕ New to begin building your questionnaire.
   2. To edit an existing one, click the Gear Icon next to the questionnaire. 
3. Add Fields and Customize 
   1. In the field selection panel on the left, choose the fields you want to include in the questionnaire by category.
   2. If you do not see a field you would like to use, you can create a new field by going to Settings > Athlete Fields. Learn more about Athlete Fields. 

Common fields to consider:

• 📞 Contact Information (phone number, address).

• 🎓 Academic Information (major, class year, minor).

• 🏈 Athletic Information (position, jersey number, honors).

• 🆘 Emergency Contacts.

Step 4 – Save New Form
Once you’ve added all the necessary fields, click 💾 Save Form to finalize your questionnaire.

📤 Sending Questionnaires to Student-Athletes

Send forms directly to entire rosters, to groups, or individually to a single student-athlete.

👥 Sending in Bulk to Groups or Rosters

Bulk send allows you to send a form to all members of one roster at once, saving time and ensuring every athlete receives it.

1. Search for Form
   
   1. Go to Forms > Forms List and select the form template.
   2. Like any table in WinWon, you can filter to search for the form you would like to use, or utilize the search bar at the top of the page. 
2. Click Send on Your Selected Form
   1. The Send Messages experience will open with a pre-loaded email template.
3. Filter by team, group, or select an individual athlete and press Apply.
4. Draft Message & Send
   1. Review or edit the pre-populated message, then click Send Form.

   2. Do not edit the Form Link placeholder — it is replaced automatically with the correct link for each recipient.

✉️ Sending to Individuals

When you only need one athlete to complete a form, you can send it directly from the Forms List or from the Athlete Profile. Follow the instructions above to utilize the Forms List.

Sending From the Athlete Profile

1. Navigate to the Student-Athlete Profile
   Open the profile of the athlete you want to send the form to.
   
2. Select Actions & Send Form
   1. Click Actions > Send Form. This will open a pop-up window where you can select the questionnaire that you would like to send.
3. Select Form, Draft Message & Send
   1. Choose the form, customize the message if needed, and send.

📊 Tracking Questionnaire Status

Tracking works the same way as e-signature forms via the Form Tracker. Learn more here.

1. Navigate to Forms > Form Tracker.

2. Use filters to find your questionnaire by form name, recipient, team, or status.

3. Monitor statuses:

   • Pending (yellow) – Athlete has not yet completed the questionnaire.

   • Completed (green) – Athlete has submitted responses.

4. Use the Output column to view results:

   • Click Submission Results to see answers for a completed questionnaire.

   • Pending responses will show View Progress with recipient details.

     • Coaches and administrators can copy a signing link to share with a student as needed as well. 
     • Reminder: each link is unique to a student so it ties to their profile, only send links to specified student athletes.

📥 Viewing Questionnaire Results

• Form Tracker: Open “Submission Results” to view data.

• Athlete Profile: Navigate to the athlete’s profile and view their responses in the relevant sections (e.g., contact info, academic info, emergency contacts) or from the Questionnaires chip under their name.

📱 Student-Athlete Experience

Athletes receive questionnaires just like e-signature forms. To learn more click here.

1. Email

   • Athletes get an email with a unique form link.

   • They click the link, complete the questionnaire, and submit.

2. Mobile App

   • Athletes log into the WinWon Student Athlete App.

   • Go to My Eligibility > Forms to see outstanding questionnaires.

   • Tap the link to open, complete, and submit.

Once submitted:

• The questionnaire shows as completed on the forms list.

• Responses are saved to their profile and visible to staff in the Form Tracker.

🔐 Permissions & Access

• Creating New Questionnaires: Only General Administrator users can create new questionnaires. 

  • To learn more about permissions click here. 

• Sending Questionnaires:

  • From the Forms List: General Administrator users only.

  • From an Athlete Profile: Any user with profile access (coaches or admins) can send.

• Tracking Questionnaires:

  • Form Tracker:

    • General Admins can view all Student-Athlete Questionnaire submissions.

    • Coaches only see submissions for their athletes.

  • Profiles: Any user with access to the profile can view submitted questionnaires.

✅ Quick Recap

• Build questionnaires in Forms > Forms List.

• Send in bulk to rosters or individually.

• Track status and results in Form Tracker.

• Athletes complete forms via email or mobile app.

• Results populate profiles and are always accessible.