PSM takes athletes from New Zealand and Australia to US college sport.Now every family can see exactly where they are on the way.
We built PSM a members-only athlete portal on HubSpot CMS: one place where each athlete and their family see their upcoming calls, the notes from every meeting, the trainings still to do, the documents PSM is waiting for, and the coaches PSM has contacted for them. All of it read live from the CRM their team works in.
- PASSENGER
- Platform Sports Management (PSM)
- ROUTE
- Sports recruitment, US college scholarships
- PLATFORM
- HubSpot CMS + Google Cloud
- CREW
- Joseph Roxas, Senior Solutions Engineer
- MANIFEST
- Members-only athlete portal on HubSpot CMS, a Google Cloud function for meeting data, masterclass video migration, a staff preview tool
One place for everything about their journey.
Every athlete gets a dashboard of their own, and so do their parents. Five things that used to live in inboxes, folders and other logins now sit together, always current.
A one-to-two-year road from a first consultation to a US college team.
Platform Sports Management helps athletes from New Zealand and Australia win places and scholarships at US colleges. The team is made up of former college coaches and student-athletes. In more than a decade they have placed over 2,000 athletes and secured more than $200 million in scholarships.
The road is long. Each athlete moves through four stages, Onboarding, Building, Placement and Finalising, with about a dozen milestones along the way. Eligibility, grades, documents, coach conversations and offers all have to line up.
Every step involves three parties: the athlete, their parents and a PSM athlete manager. Parents usually fill in the signup form and take the calls. Athletes have the most at stake, and before the portal they saw the least of it.
Everything about an athlete’s journey already lived in PSM’s systems. Their stage sat on a placement ticket in HubSpot, eligibility and GPA on their contact record, documents in Google Drive, and every call in the meeting log. None of it was visible to the family it was about.
So every “where are we at?” became an email or a call to a small team, and four things lived in four places:
PSM had already designed the answer. Their own designer had mapped a members-only portal in Figma, and HubSpot Support had confirmed the basics were possible. What nobody had solved was getting each athlete’s private CRM data onto it, safely.
Their design, made real, then sharpened by the people who use it.
Their questions produced the best features. View As exists because Sammi asked how to see the portal the way an athlete does.
One page for every athlete, read live from the CRM.
There is one membership page, not a page per athlete. When an athlete logs in, each section reads their own records:
- Stage and checklist from 12 properties on their placement ticket
- Eligibility and GPA from their contact record: NCAA D1, D2, NAIA, NJCAA
- My Documents from their Listings records, each linking to their Google Drive folder
- Meetings and summaries through a small Google Cloud function, parent calls included
- Booking straight into the calendar of whoever manages their ticket
- Members-only resources: the Knowledge Center, the Information Booklet and the masterclass videos, moved into HubSpot from the old course platform
Adding an athlete means setting up their record and switching on Portal Ready. HubSpot sends the invitation. There is no page to build.
Five walls, and how we got through them
THE DAY VIEW AS WORKED“This is great news Joseph!! You have made my day.”
The portal is the base. Whatever staff log next, families can see next.
The same setup now carries the next layer: the scholarship amount recorded at verbal commitment, on the same placement ticket that already drives the dashboard. Because the portal reads the CRM, offers are the natural next thing families see.
“Joseph, this is amazing.”
TBC · FOUNDER’S LINE MAY CLOSE THE PAGE