Athletic Directors spend hours each season manually reviewing physical forms. RosterCleared's 4-stage AI pipeline does it for you — completely, accurately, and with a full audit trail.
Every physical form runs through the same pipeline — automatically, consistently, and with no manual intervention required.
Students or parents upload the pre-participation physical evaluation form as a PDF or image. Every submission is stored securely with a full audit trail.
Form receivedAI reviews every required field — date of exam, physician signature, student information, and more. Missing or illegible fields are flagged instantly, before anyone wastes time on an incomplete form.
Fields verifiedThe signing physician's credentials are validated automatically. No more manual license lookups or calls to verify that the person who signed the form is actually authorized to do so.
Physician validatedRelevant medical conditions — asthma, cardiac history, concussion history — are extracted and surfaced for the athletic trainer to review. The AI never stores raw medical records; it surfaces flags only.
Flags surfacedEvery athlete. Every form. Every status — all in one place, updated automatically as forms move through the pipeline.
| Athlete | Grade | Status |
|---|---|---|
| Williams, Jordan | 11 | Cleared |
| Davis, Taylor | 10 | Cleared |
| Patel, Marcus | 12 | FlaggedAsthma — review required |
| Thompson, Riley | 9 | Pending |
| Johnson, Alex | 11 | Cleared |
| Chen, Morgan | 10 | Processing |
Run eligibility. Stop chasing paperwork.
Focus on athletes. Not paperwork.
The pilot focuses on AI form validation and the AD dashboard. Here's where we're headed next — shaped in part by the programs that pilot with us.
Coaches see eligibility status for their roster only — no AD access required, no cross-team visibility.
Parents upload physical forms on behalf of their athlete. Status updates delivered automatically — no calls to the school office.
Email and SMS nudges go out automatically to athletes with missing or expiring physical forms — before it becomes an eligibility problem.
Generate clearance reports formatted for your state association. One click to produce the documentation your state requires — currently supporting Virginia (VHSL), with more states coming soon.
RosterCleared is in its pilot phase. We're partnering with a small number of high schools — at no cost — to validate the product against real workflows. In exchange, we want your honest feedback and the chance to build something that actually fits how you work. No contract. No commitment. Just a better way to run your eligibility process.