The recruiting journey
How a prospect moves from Selected to Joined — every step, channel, and branch.
Owner action
Selected from scoring dashboard
Mike/Zack approve in review queue
Phase 1
Introduction
Email
Automated
Intro email
Day 0 · auto-sends in batch after owner approval
Soft intro. "Hi {parent}, we noticed {kid}. Here's our facility. Reply if you'd like to learn more."
Replied or clicked
Drip kills
Owner notified to take personal next step.
↓ Exits to Phase 2
Opened, no reply
Email
Automated
Personalized email
Day 3
Specific to the kid. "We noticed {kid}'s exit velo jumped 6 mph this spring — that kind of progression is exactly what our hitting program is built around."
Didn't open
Email
Automated
Resend + HS coach forward
Day 3 · two parallel sends
New subject line on the original. Parallel email to {high school coach} asking them to forward to the family.
Email
SMS
Automated
Last call email + SMS escalation
Day 7 · SMS only fires for no-openers
Email:"Last call before we move on. Wanted to make sure this didn't get buried."
SMS:"Hi {parent}, Mike from Redstitch. Sent you a note about {kid} — worth a quick chat?"
Engaged at any point
Drip kills
Owner notified.
↓ Exits to Phase 2
Still no response
Email
Automated
Soft sunset email
Day 14–17
"Haven't heard back, so we'll assume the timing isn't right. Reach out anytime — door stays open."
Automated
Auto-archive
Day 21
Stage moves to Not Interested. Door open for next cycle.
Not Interested ❌ Phase 1 dropout
Phase 2
Evaluation
Entry: owner takes personal handoff from any "drip kills" point in Phase 1.
Owner action
Email
or Phone
Owner personal reply
Owner discretion on channel
Mike or Zack replies personally to engaged family. Tone matches the family's reply.
Propose dates by email · B/C-priority
Email
Owner
Owner proposes 2–3 dates
Manual send from template
"Here are a few tryout windows that work — pick whichever fits your schedule."
Phone call to schedule · A-priority
Phone
Owner
Owner calls family
Schedule + answer questions live
Conversation-based booking. Builds rapport for top prospects.
Email
Automated
Tryout confirmation
Auto-sends at booking
Date, time, location, and a "what to expect" link.
Email
Automated
Prep email
3 days before tryout
What to bring, what to wear, what the workout will look like. Reduces no-shows from first-time families.
Email
Automated
Reminder email
24 hours before
"Quick reminder: tryout tomorrow at {time}."
SMS
Automated
SMS reminder
Morning of tryout
"Hey {parent}, looking forward to seeing {kid} at {time} today. Text back if anything comes up."
In-person
Tryout happens
Coaches evaluate
Owner marks complete in CRM after the session.
Email
Automated
Post-tryout thank you
Within 2 hours of marking complete
"Thanks for coming. We'll have a decision back to you by {Friday}." Decision timeline picked by owner (3 / 5 / 7 days).
↓ Exits to Phase 3
Phase 3
Decision
Entry: internal review by Mike, Zack, and the tryout coaches.
Decision
Offer
Phone
Owner
Personal phone call
Mike or Zack delivers the offer
Discuss roster level, expectations, family questions.
Email
Owner
Formal offer email
Sent after the call
Written offer with terms, pricing tier, paperwork link, and a 10-day decision window.
Email
Automated
Day 7 reminder
If no response
"Just checking in — any questions about the offer?"
Phone
Owner
Day 10 owner call cue
If still no response
Owner gets a notification to make a live call before the window closes.
Accepts
Joined ✅
↓ Onboarding
Declines
Declined offer
Soft email response, mark Not Interested. Door open for next cycle.
Pass
Email
Owner
Soft-pass email with feedback
Template-assisted, owner sends
"We don't think it's the right fit at this time, but we want {kid} to keep developing. Two specific areas to work on: {area 1}, {area 2}." Encouraging tone, door open for next cycle.
Not Interested ❌ Phase 3 pass
Onboarding
Welcome & handoff
Entry: from "Joined ✅" in Phase 3.
Email
Automated
Immediate welcome email
Sent at acceptance
"Welcome to Redstitch. Here's what your first week looks like."
Email
Automated
First week prep
Day 3
What to expect: schedule, coaches, facility hours, your assigned team lead.
Email
Automated
Coach introduction
Day 7
Meet your coach. Calendar of upcoming events. How to reach the team for questions.
Transitions to Redstitch team operations · separate system