Athlete Profile Template

This template captures what coaches need most: athlete identity, physical measurements, emergency contacts, and medical information. The format works across sports—customize the field labels to match your specific needs.

Complete profiles with up-to-date emergency contacts and medical history protect both athletes and your program. When information is organized and accessible, you spend less time searching and more time coaching.

Fill in the fields below with your athlete's information. When complete, use the buttons to copy the profile (paste into Word or Google Docs) or print it as a PDF.

This template adapts to any sport: swimming, track and field, gymnastics, tennis, golf, martial arts, and team sports. Edit the field labels to capture sport-specific details like events, weight classes, or specializations.

An athlete bio goes beyond basic contact information. It captures who the athlete is, their physical profile, safety information, and development context. This comprehensive view helps you coach more effectively and communicate better with parents.

The checklist below covers everything a complete athlete profile should include. Use it when setting up new athlete records or auditing existing profiles for completeness.

What to Avoid in Athlete Profiles

• Sensitive data without purpose — Only collect information you'll actually use for coaching or safety
• Stale information — Outdated emergency contacts or medical details can create real problems; update profiles at least once per season
• Unverified medical claims — Confirm allergies, conditions, and restrictions directly with parents or guardians
• Subjective judgments in permanent records — Keep evaluative notes separate from factual profile data

A well-written athlete profile serves multiple purposes: quick reference during emergencies, communication tool for assistant coaches, and foundation for development tracking. Structure matters as much as content.

Lead with Emergency and Medical Data

In an urgent situation, seconds matter. Structure every athlete profile so emergency contacts and medical conditions appear at the top—before physical stats, before training history, before everything else. A coach shouldn't need to scroll or flip pages to find a parent's phone number or an allergy warning.

Design for Multiple Sports

Many athletes participate in multiple sports across seasons or simultaneously. A swimmer in spring might run cross-country in fall. A gymnast might also play soccer. Design your profile template with a core section that stays constant (identity, emergency info, medical history) and sport-specific sections you can add or swap as the athlete's activities change. This approach prevents duplicate data entry and keeps all athletic history in one place.

Write for Coaches and Parents

Your profile serves different audiences. Assistant coaches need quick access to training preferences and skill levels. Parents want to know their child's information is accurate and secure. Camp directors or guest coaches need the essentials without overwhelming detail. Write with clarity that serves all these readers: use plain language, avoid jargon, and organize information so anyone can find what they need quickly.

Build a Seasonal Review Process

Static profiles become outdated profiles. Establish a routine: at the start of each season, send families a profile verification request. Ask them to confirm emergency contacts still work, update any medical changes, and verify physical measurements. This single annual checkpoint catches changes before they become problems and gives you confidence that the information you're relying on is current.

The template above can be copied to any application. But different formats serve different purposes. Choose based on how you'll use the profiles and how many athletes you manage.

Choosing the Right Format

Most coaches benefit from a combination. Word documents for individual profiles you update regularly. PDFs for printed copies in your coaching bag. Excel for teams larger than 15-20 athletes where sorting and filtering becomes valuable. Visual tools like Canva for special presentations or sponsor materials.

Start with the format that fits your current workflow. You can always export or convert profiles as your needs evolve.

Paper and basic digital documents work for small programs. As you add athletes, assistant coaches, or multiple teams, profile management becomes more challenging. Digital tools designed for coaches can streamline the process.

Signs You've Outgrown Paper Profiles

• Frequent searching — You spend noticeable time finding specific athlete information
• Version confusion — You're unsure whether a profile contains current information
• Sharing difficulties — Assistant coaches or team managers need access but copies get out of sync
• Update delays — Changes take too long to propagate across your records

Benefits of Digital Profile Management

Digital tools centralize athlete information where everyone who needs it can access it. Purpose-built platforms like Striveon combine athlete profiles with evaluation tracking, giving you both static information and development progress in one place.

Beyond basic profiles, tracking athlete development systematically helps you make better coaching decisions and demonstrate progress to parents. See how organized development tracking supports long-term athlete growth.

Getting Started

Whether you use this free template, build profiles in a spreadsheet, or adopt a digital platform, the key is consistency. Establish your profile format, communicate expectations to families, and build regular updates into your coaching calendar. Organized athlete information makes every other aspect of coaching easier.

For a more general template that works across all sports, see our player profile template which uses slightly different field labels optimized for team sports.