When coaches add new student-athletes to their roster, you will need to sync those records into Athletic Forms so the students can receive form communication and access their student portal accounts with required athletic forms. You will find both a video tutorial and written instructions below!
Video Tutorial
Before You Begin
You'll need:
Access to the Athletic Forms section of ARI
Confirmation that the student-athletes have been added to the roster by the coach with their correct institution email. We would recommend that you review the student-athletes in the team account(s) carefully before starting Step 1 below.
Step 1: Sync New Student-Athletes
Navigate to Settings.
Select Compliance Terms.
Locate the active compliance term.
Click the three dots under Actions.
Select Sync New.
Select Sports to Sync
Choose the sport(s) that contain newly added student-athletes.
Click Run Sync.
Tip: If only one team has roster updates, select only that sport.
Step 2: Verify the New Records
After the sync completes:
Navigate to the Roster area.
Open the appropriate sport roster.
Locate the newly added student-athletes.
There are two ways to identify new records:
Search for the student by name if you know who was added.
Look at the Email column.
Identify Account Status
If the email displays the activation icon, the student's Forms account has already been activated.
If no icon appears, the student's account has not yet been activated.
Icon:
Step 3: Review Student Email Addresses
Before activating accounts, verify that all email addresses are accurate.
Review each student's email address.
If an email needs to be updated:
Click the pencil icon to edit it directly, or
Ask the coach to update the email on the roster side and repeat step 1.
Confirm that the email address is the student's university email address.
Important: Students will receive account-related communications at the email address listed in their profile.
Step 4: Activate Student Accounts
Once email addresses have been verified:
Click Activate Student Accounts.
Select Confirm.
The system will create and activate student portal accounts for any students included in the sync.
After activation, you'll see the activation icon appear in the student's login email column, confirming the account is ready for communication and use.
Step 5: Notify Students
After activating accounts, send a message to the newly added student-athletes so they can access their portal and complete any required forms.
Send a Group Email
Select the newly activated students from the roster grid.
You can search students by name and select them
Click Mass Email.
You can then:
Compose a new message
Select a saved email template (such as a Student Portal Account Creation template)
Send the message.
Students can then create their portal account and begin completing required forms.
Optional: Add Selective Release Tags
If your institution uses Selective Release, there is one additional step.
Add Required Tags
Find the student's profile.
Click the pencil icon.
Add any tags that apply to the student.
For example:
Under 18 tag for minors
Any other tags used by your institution for form distribution
Why Tags Matter
Selective Release tags determine which forms students receive in their portal. For example, a student tagged as Under 18 can automatically receive forms that require a parent or guardian signature.
Note: If your institution does not use Selective Release, no additional action is required after account activation and notification.
Summary
When new student-athletes are added to a roster:
Run Sync New from the active compliance term.
Verify the new records appear in the roster.
Confirm email addresses are correct.
Activate student accounts.
Email the students with portal instructions.
Add any necessary Selective Release tags (if applicable).
Following these steps ensures new student-athletes can access their portal and complete required compliance forms.