Player Passport · Academy Edition
Parents share what they know. Schools share what they see. Player Care reviews everything before any coach sees it. Every phase coach gets a clear, practical support snapshot — before training, before the hard moment arrives.
The problem every academy already has
EPPP systems track development ratings, GPS outputs, and educational progress. They don't tell a phase coach what to do when a player shuts down in a high-pressure session — or why it's happening.
The SENCO knows how this player processes instructions under pressure. The pastoral lead has two years of observations. None of it reaches your coaching staff — because there's no structured route from school to pitch. A player can present completely differently in a football environment than they do in a classroom.
When a player moves from Foundation to Youth Development Phase, the coach who understood them doesn't. Neither does the new phase coach. Parents assume someone passed it on. Usually nobody did. Player Passport keeps the knowledge in the system when the staff changes around it.
A player joins on trial for six weeks. By the time a coach starts noticing something, the trial is almost over. If nobody knows what to look for — or what a parent or school could have told you on day one — you're making decisions without the information that already exists.
How Player Passport works
Simple enough for Player Care to run across a 140-player academy. Specific enough that phase coaches actually use what they get.
Parents get a guided form that asks the things coaches need to know — communication preferences, sensory sensitivities, what helps, what doesn't. Warm, not clinical. Sent by text, email, or WhatsApp. No app to download.
A separate, focused form goes to the player's SENCO or pastoral lead. What support is in place. What works in their setting. What the academy should know. Academy-exclusive. No other tool does this.
Parent and school responses don't go straight to coaches. The Player Care or safeguarding lead reviews everything first. Sensitive detail — EHCPs, diagnoses, medical information — stays welfare-controlled. Coaches see the support guidance, not the full record.
Phase coaches get a practical brief they can read in two minutes. When the player moves age group, the passport travels with them. Updates through the season. Versioned — so coaches always see the current picture, not last year's.
For academies with residential players, Player Passport also supports a host family intake link — a separate form that captures what host families observe in the domestic environment. What the player is like on evenings after training. How they sleep before matchday. What helps them decompress. None of that reaches coaches otherwise.
Academy-exclusive — school intake
A SENCO has observed how this player processes information under pressure. The pastoral lead has documented what triggers a shutdown and what brings the player back. That knowledge exists — it just has no route to your coaching staff.
Player Passport sends a focused intake link directly to the school. The form takes a SENCO or pastoral lead about ten minutes. It asks the specific things an academy coach needs to know in a football context — not classroom management, but the underlying patterns that transfer.
Everything comes through Player Care first. Schools know their submission is reviewed before any coach sees it. That matters — SENCOs won't share if they think it goes unfiltered to a coaching group.
Host family intake
A parent's input covers home life at a distance. A school's input covers the classroom. But for a player living away from home, there's a third context that currently goes undocumented: what happens in the evenings, before bed, on mornings after a hard session or a loss.
Host families observe the player's daily regulation — sleep quality, appetite, mood patterns, how they decompress after training, what unsettles them in a domestic setting. That information is genuinely useful to Player Care. Right now, it travels by informal phone call or not at all.
Player Passport gives Cat 1 & 2 academies a structured host family intake link — the same welfare-gated model as parent and school submissions. The host family fills in a short form. It goes to Player Care first. Nothing reaches coaches unreviewed.
Coach-safe means coach-useful
The snapshot gives coaches exactly what they need before a session. Nothing more, nothing less. EHCPs, diagnosis information, school submissions, and full family context stay behind the Player Care review wall. What reaches coaches is practical, specific, and immediately usable.
Short, direct sentences. Use his name first. Avoid sarcasm or rhetorical questions — he takes them literally. Allow 15–20 seconds before expecting a response; don't repeat immediately.
Tell him about position or role changes before the session — not at the last moment. Consistent warm-up structure. Praise privately, not in front of the group.
Technically driven — takes pride in his technical detail and first touch. Motivated by individual progression targets. Responds well when his work rate is acknowledged one-to-one.
Why parents share — and why schools respond
Parents of academy players are often guarded about sharing ND-related information. They worry their child will be labelled, viewed differently, or — in the worst case — released. Player Passport addresses this directly.
Parents know their submission is reviewed by Player Care before any coach sees it. Sensitive detail stays controlled. And because the form comes from the academy itself — not an external company — most parents are glad someone finally asked properly.
For schools: the intake link is short, structured, and confirms that submissions are welfare-gated. SENCOs are used to formal referral pathways. This fits that instinct.
One message to the parent. One to the school SENCO. Both click and go — no login, no app. Works for new signings and trialists from day one.
Guided questions about their child. Tone is warm, not clinical. Takes about ten minutes. They can update it at any point through the season.
The SENCO or pastoral lead gets a focused, academy-specific form. What they know. What works. What to watch for. Typically takes ten minutes.
Nothing reaches coaches automatically. You decide what's coach-visible. EHCPs, diagnoses, and sensitive detail stay restricted.
Phase coaches get a practical brief. When the player moves age group, it travels with them. Updated through the season. Always current.
Four roles, one system
Parent and school submissions sit in your review queue first. You approve what's coach-visible, flag what stays restricted, and manage review cycles through the season. The knowledge is centralised in you — Player Passport means it doesn't disappear when you're not in the building. You can also add a private Development Context note to any player's full passport — a Player Care-only record of where a player is developmentally, what the welfare support plan looks like, and who owns the next review. It never reaches coaches. It stays in the system when you're not there.
You know things about your child that coaches can't see. Player Passport gives you a proper, structured route to share it — with confidence that sensitive detail stays controlled, reviewed by Player Care before anyone else sees it, and won't be used to count against your child.
You don't need the full history. You need to know how to communicate with the player in front of you, what to watch for when they're struggling, and what to do if it goes wrong on the pitch. The snapshot gives you that — specific to this player, approved and ready before the session.
You've spent two years watching how this student handles pressure, processes instructions, and signals when they're struggling. Player Passport gives you a structured, welfare-gated route to share those observations with the academy — without worrying they'll be passed around carelessly or used to cut the player.
How the player sleeps before a big match. Whether they eat after a bad session. What quiet withdrawal at home actually looks like. For residential players, host families hold a layer of daily context that no parent at a distance, no school, and no coach can access. Player Passport gives you a short, structured form to share it — directly with Player Care, welfare-gated before anyone else sees it.
Not another academy management system
None of the existing systems tell a phase coach how to support the player standing in front of them at 6pm on a Tuesday. That's the gap. Player Passport exists entirely in that gap.
Questions academy managers ask
We already get information from schools.
Schools tell you about the classroom. Player Passport tells you about the training pitch. Those are different environments, and players present differently in each. What works in a quiet Year 8 classroom may not translate to a high-pressure U14 session — and a SENCO knows the difference.
Our player profiles already capture this.
Player profiles capture performance. Player Passport captures support. One tells you how fast they are; the other tells you what a coach should never say to them. Both matter. Only one currently reaches your coaching staff.
Does this work for trialists?
Especially for trialists. Send the parent and school links on day one. By session two, the coach has something to work from instead of guessing. A six-week trial shouldn't mean six weeks without context.
What happens when a coach leaves?
That's exactly the point. The passport follows the player, not the coach. When a phase coach moves on, the knowledge stays in the system. The next coach sees the same snapshot. Nothing disappears with the person who held it.
Do coaches see everything parents and schools write?
No. Everything goes through Player Care first. EHCPs, diagnoses, medical information, anything the family or school wants kept controlled — stays restricted. Coaches see the practical support guidance. Nothing more.
Does this replace our safeguarding systems?
No. Player Passport is for player support information. Safeguarding concerns still follow your club's existing procedure. These are two distinct things, and we keep them that way.
Can PP be used alongside development pathway decisions?
Yes — and the two are more connected than they might appear. A player's support needs often have a direct bearing on how they respond to development pressure. Player Care can add a private Development Context note to any player's full passport — recording where they are, what the welfare support plan looks like around that, and who owns the next review. It never reaches coaches. It's Player Care context, kept in the system rather than in someone's head.
We have residential players — how does host family intake work?
Cat 1 & 2 academies with residential players get a host family intake link as part of their setup. The host family fills in a short form about the player's domestic routine — sleep, appetite, evening regulation, what they notice at home. It goes straight to Player Care, reviewed before anything reaches coaching staff. The same welfare-gated model as parent and school submissions. Host families don't need an account, an app, or training to use it.
Academy pricing
Academy pricing depends on your squad size, EPPP category, and whether you're combining Player Passport with FMHA neurodiversity training. We'll build a proposal around what you actually need.
We don't publish a flat rate for professional academies — because the right package depends on your squad size, your staffing, and what else you're implementing alongside it. What we can tell you is that it's designed to be approved at Academy Manager level without a lengthy procurement process.
Part of a complete framework
Training gives your staff the knowledge to recognise what they're seeing. Player Passport gives them the system to act on it and record what they did. Together, you move from reactive and undocumented to proactive and defensible — which is what the Equality Act 2010 requires and what good player care actually looks like.
Get Player Passport for your academy
Tell us about your academy and we'll come back to you with a tailored overview — pricing, implementation, and how it fits alongside any training you're considering.
Tell us about your academy and we'll be in touch.
We'll be in touch within one working day — usually the same afternoon.