Work · Community Program Operations

From paper records to a working operations stack.

Adaptive sports nonprofit · 501(c)(3) · Regional Center service environment (CVRC-funded)

The Starting Point

The service was strong. The records ran on paper.

A Central Valley nonprofit was CVRC-vendored under California Title 17 with no digital system to document service delivery. Paper sign-ins. No digital UCI tracking. No billing export. Our engagement: build the operations stack from intake to billing, then hand it off to run at no ongoing software cost.

Paper attendance only
No digital UCI tracking
No billing export
No registration records
System architecture · illustrative
Registration
Structured intake & consent
Check-In
Session & note capture
Records Backend
Structured data & billing export

Data flows left to right. Client owns every layer.

Inside each component

1
Athlete Registration Form
Families register online. Guardian contacts, medical info, sport selection, and stacked policy acknowledgments. PIN-locked staff section captures UCI numbers.
2
Check-In App
Parents scan a sport-specific QR code at the gym entrance. Coaches log post-practice notes tied to each athlete’s IPP goals. Admins record session times.
3
Google Sheets Backend
Data flows into structured tabs (Athletes, Attendance, CoachNotes, Settings). Billing export produces a CVRC-formatted CSV compliant with Title 17 §50604.
Sample output · illustrative
CVRC Billing Export
Title 17 §50604
Athlete ID UCI Session Date Sport Duration Status
ATH-0142 7240-091 2026-03-14 Basketball 60 min ✓ Billable
ATH-0187 7240-208 2026-03-14 Swimming 45 min ✓ Billable
ATH-0203 7240-331 2026-03-15 Basketball 60 min ✓ Billable
ATH-0142 7240-091 2026-03-16 Track 60 min ✓ Billable

Illustrative sample. Real client data is owned and controlled by the client.

2
Deployed web apps
8
Sports supported
6
Policy acknowledgments at registration
$0/mo
Ongoing operating cost

Handoff

The organization owns the full stack — forms, apps, data, and credentials — with plain-language documentation for the people who run it. AmplifyOps is available for support, but nothing about the system requires us.

Your operation has its own version of the paper problem.

Tell us where records, intake, or billing support are costing you the most.

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