🏆 NIAA CLASS 4A · 2025 NEVADA STATE CHAMPIONS

COACH DUBS
PROGRAM SETUP

INTERNAL INTAKE & SYSTEM CONFIGURATION · HEAD COACH TIFFANY RICHARDSON

Coach Dubs is the voice agent and chatbot that runs your program — for you, your players, and the public. Fill this out to capture everything needed to build her voice, automations, schedules, and program workflows.

Coach Dubs Program Setup

Tell Us About Your Program.

Coach Dubs is the voice agent and chatbot that runs your program — she answers your parents, players, and the public on the website chatbot and over the phone. Fill this out so we can build her to actually match your program, not a generic setup. Take your time. Every detail helps.

Head Coach — First Name

Head Coach — Last Name

Phone

01/Coaching Staff & Assistants

Assistant Coaches & StaffList everyone on your coaching staff — names and roles (e.g. JV coach, varsity assistant, volunteer assistant, team manager).

Who Does WhatBriefly describe each assistant's responsibilities.

Best Contact Number for StaffA number Coach Dubs can use to reach a staff member if needed.

02/Program Basics

Program or Sport Name

Season

Tryout Dates

Eligibility RequirementsGrade level, GPA minimum, physical on file, other criteria.

Fees / Dues Amount and Due Dates

Practice and Intramural Schedule

Number of Players / TeamsOne team, JV + varsity, multiple sports, etc.

03/Top Questions

List the 10–15 questions parents, players, and the public ask you most often.These become the core of what Coach Dubs answers out loud — on the website chatbot and over the phone. The more she knows, the fewer calls come to you.

04/Program-Specific Details

Who Can Join

What Players / Families Need to Bring

What Happens During Intramurals or the Program's Core Activity

05/Equipment

What's Issued to Players

How and When It's Returned

What Happens If Equipment Is Lost or Not Returned

06/Dues and Fundraising

How Much Is Owed, When It's Due, How Parents Pay

What Happens If a Balance Goes Unpaid

Does Your Program Run Fundraisers?Candy sales, car washes, etc. — describe how they work and whether proceeds offset what a family owes.

07/Travel

How Away Trips / Games Work

Permission Slips Required

Cost to Families

What Players Should Bring

08/Eligibility

What Disqualifies a Player

How a Player Becomes Eligible Again

09/Emergency Contact

Beyond general medical notes, what is your process for emergency contacts — who should be called, and is there information the coaching staff needs on hand for emergencies?

10/Game Calendar & Venue

Game ScheduleKey game dates, times, home vs. away — separate from practice. Coach Dubs answers 'when's the next game?' from this.

Home Gym / Venue

Game Tickets & Entry Info

11/Communication Preferences

How would you want Coach Dubs to sound when talking to your parents, players, and the public?

This is the voice she uses on the website chatbot and over the phone — pick the one that fits your program.

Do you prefer parents/players reach you and receive updates by text, email, or another method?

What languages should Coach Dubs be able to speak?She answers parents, players, and the public in these languages — on chat and over the phone. List every language she should handle, English and Spanish at minimum if your families are bilingual, plus any others.

12/Automations for Coach Dubs

Which automations should Coach Dubs run for you on her own?

Pick everything you want her to handle automatically — reminders, dues follow-ups, signup confirmations, post-game recaps, or something else. She'll fire these off without you lifting a finger.

13/Escalation & Availability

When should Coach Dubs answer herself vs. hand off to you or a human?e.g. schedule & fee questions — answer directly; medical concerns, disputes, or anything urgent — escalate to you.

Agent Availability & Quiet HoursWhen should Coach Dubs be active, and when should she pause or take messages?

Notification Routing — who gets notified for what?You're the primary. List anything that should go to assistants or staff instead.

14/Access and Oversight

Besides yourself, who else should be able to see or manage this system? For each person, note whether they need full access or just limited/minor access to specific things.e.g. a stats tracker who only inputs game stats, not player medical or dues info.

15/Registration & Signup

How do new players and parents register or sign up for your program?Tryout sign-up, online form, paper packet, parent meeting — describe the steps.

16/Priorities

What's the most time-consuming or frustrating part of managing your team right now?

17/What Coach Dubs Should Know

If you could tell Coach Dubs exactly what she should know about your program and what you want her to be able to do for you, your parents, players, and the public — what would you tell her? Write freely.This is the brain of your chatbot and voice agent. The more she knows here, the better she answers without involving you.

18/Branding & Signature Phrases

Logo URLPaste a link to your official logo if you have one (otherwise we'll use what's on file).

Social Handles

Signature Phrases & Call-OutsSpecific lines or call-out phrases Coach Dubs should actually say to stay on-brand.

19/Data Comfort

This system will store player contact info, grades/eligibility notes, and any medical information you provide. Is there anything you'd want kept private or handled with extra care?

20/Edge Cases

Describe how you'd want these situations handled: a parent disputes a charge, a player misses a travel deadline, eligibility changes mid-season, equipment isn't returned.

21/Open Brain-Dump

Anything else — tell us anything about your program, your team, or what you need that the questions above didn't cover. Write as much or as little as you want.

22/Tracking Method

How do you currently keep track of your players, schedules, and dues today?An app like TeamSnap or Hudl, GroupMe, texting, a notebook, nothing yet — describe what you use.

OFFICIAL HEAD COACH INTAKE · PROGRAM AUTOMATIONS & VOICE AGENT CONFIGURATION