Cleared / Case study
The problem that had not moved in years moved in a day and a half.
A Canadian youth basketball association with seven thousand athletes ran its first full compliance sweep. This is what it took, and what it found.
Before
Six hundred twenty one cleared. Nobody knew which ones.
The association had the documents. They came from two systems and a zip file, many of them phone photos. Nobody could say who was cleared without reading all of them.
The first decision was the population. Not the team rosters, and not a spreadsheet. Every person in the credential system, including accounts that never finished setup. Every later number is a percentage of that list, so getting it wrong wastes the whole exercise.
The sweep found 621 compliant and 402 not. Two hundred sixty eight of the 402 were one document away.
The release
Hold the notices. Read a sample. Then send.
Every notice was composed and held before a single one went out. A sample of each rejection type was read by a person, because the first draft of any notice is wrong.
Then 415 went out over about seventy minutes. Forty three documents came back in the first hour. Eight more in the second. By the next evening, 180.
| At release | 36 hours later | |
|---|---|---|
| Not compliant | 402 | 265 |
| Compliant | 621 | 752 |
| Under review | 0 | 19 |
| Uploads | 0 | 180 |
The cost
The queue is the work.
Between a quarter and a half of uploads needed a person in the first pass. Unreadable scans, name mismatches, the wrong document entirely. At peak the queue held twenty six items, and one person cleared it in a couple of hours.
That number is why Cleared offers managed review. Most associations do not have a person for the queue, and they should not need one.
What broke
Five failures, one cause.
Nine rejected uploads sent no email, because rejection was never connected to the notice system. Four real people were told "received" and heard nothing else. They believed they were done.
The follow-up ladder skipped them too, because they had responded. Replies to the league address were not recorded. Exclusions were computed without a reason row. Suspensions ending before the deadline quietly excused people who would be back on a bench in time.
Every one was a state the system understood and never communicated.
Cleared ships with all five fixed. Every state a person can be in has a defined message, a defined audience and a defined trigger.
Find out who is on your floor this Saturday.
Thirty minutes, your screening policy, and an honest answer about whether Cleared fits your organization.