Field placement
Position formatted fields on a blank page or over an uploaded document, and set locked values and autofill mappings so a family is not retyping what Reef already knows.
Documents, forms & safety
Turn paperwork and incidents into accountable workflows.
Scan and organize documents, build digital forms over existing PDFs, track expirations, gate enrollment, and preserve a complete incident record.
One record, not a filing cabinet
Turn paperwork into a workflow.
Documents, forms, and incidents live next to the athletes, households, and classes they belong to. Instead of a shared drive and a clipboard, your organization gets one record with a status, an owner, and a date.
Expiring soon
12
Forms outstanding
8
Open incidents
2
Medical release · Avery R.
Scanned, 2 pages · expiration recorded
! Expires soon
Participation waiver
Bulk assigned to Tumbling 3 · required for enrollment
→ Awaiting family
Photo consent
Consent captured · renewal job scheduled
✓ Complete
Incident #1043
Type, priority, people, and timeline recorded
◻ Under review
Illustration of the documents and forms workspace. Figures and names are examples, not customer results.
The document archive
Find the document in seconds, not in a drawer.
Users can upload, preview, download, rename, delete, and search documents, scan multi-page documents with the camera already in their hand, and record an expiration date so the file does not quietly go stale.
- Upload, preview and download
- Rename, delete and search
- Multi-page camera scanning
- Expiration tracking on the record
- Attached to the athlete or household it belongs to
- A sensitive tier for restricted files
Sensitive documents remain subject to permission. A staff member sees a restricted file only when their access allows it.
Insurance certificate
Uploaded PDF · preview and download
✓ Current
Physician clearance
Scanned from the front desk · 3 pages
! Expires soon
Medical notes
Marked sensitive · permission required
→ Restricted
Expired competition card
Expiration date passed · flagged in search
✕ Expired
The form builder
Build the form your families already recognize.
Start from a blank page, or upload the PDF or image you hand out today and position formatted fields exactly where they belong. On uploaded documents, Reef suggests fields so placement starts from something rather than nothing.
Form lifecycle
Mark a form required, capture consent, flag it sensitive, set an expiration, let a renewal job re-issue it, follow completion status, and bulk assign it to a group.
Reef suggests fields on an uploaded document - it does not complete the form for you, and a person confirms every field before the form goes out. Reef makes no claim about the legal validity or enforceability of any form or waiver you build, and no claim about document conversion beyond what the builder supports.
Uploaded PDF, page 1 of 2
Fields suggested for review
→ 6 suggested
Athlete name
Autofilled from the athlete record
✓ Confirmed
Program and level
Locked value · not editable by the family
◻ Locked
Consent checkbox
Required before submission
! Required
Expiration and renewal
Re-issued to the household each season
→ Scheduled
Illustration of field placement and form settings. Counts are examples.
Required enrollment forms are assigned and verified before an enrollment can complete.
When a class or program carries requirements, Reef assigns the forms during enrollment and checks them at confirmation, so a family is not enrolled with a missing waiver and your front desk is not chasing paper afterwards.
The incident record
Write it down once, completely, while it is still fresh.
Reef maintains numbered incidents with a type, priority, status, the people involved, the reporter, the location, attachments, notes, and a timeline of what happened next. Incidents can be linked to one another, use an attached report form, notify administrators, and be exported as a report.
Reef keeps a structured record. It does not replace your emergency procedures.
Reef is not an emergency-response system and does not file reports with any authority. Your staff follow your organization’s procedures in the moment; Reef preserves who was involved, what was recorded, and what was done afterwards.
Type
Injury
Location
Gym B
Reported by staff member
People involved and reporter recorded
✓ Logged
Report form attached
Completed on the attached incident form
✓ Attached
Administrators notified
Photos and notes added to the timeline
→ Notified
Linked to incident #1039
Same athlete, related follow-up
◻ Linked
Report exported
For your own records and review
✓ Exported
Illustration of an incident record. Numbers and details are examples.
What is live today
The paperwork capabilities you can see in a demo.
- Document search across the archive
- Consent capture and sensitivity flags
- Renewal jobs and status tracking
- Incident linking and report export
By role
The same records, shaped by who is looking.
A coach, an administrator, and a guardian each see the part of the paperwork that belongs to them.
Owner · Expirations across locations
Staff · Scan and assign at the desk
Coach · Report an incident from the floor
Guardian · Complete forms on a phone
Security and control
Protect access in the database, not only the interface.
A sensitive document, a sensitive form, and an incident record are each subject to the viewer’s permissions and assigned scope, enforced in the interface and in the database rather than by a screen hiding a button.
Review the security and access approach
Paperwork also touches enrollment and families, athlete progress, communication, and insights and AI.
Bring every role into the same current.
See how Reef can fit your programs, locations, staff, and families.