Elsa's Intake SheetWhat comes off the coach forms and onto the spreadsheet — two batches a night, Tuesdays & Thursdays. Reading copy; the coach forms live in the landscape run sheet.

4:00–4:45
on the fieldFloat. Water, bathroom runs, whatever a coach needs. No data entry yet.

4:45
the whistleThree Session One forms come in — Dance, Volleyball, and Soccer on Tuesdays or Ultimate on Thursdays. Plus the overflow sheet if Group Four ran.

4:45–5:30
batch oneInput Session One from phone or laptop, on the field, while Session Two is running.

5:30
batch twoCollect the three Session Two forms at dismissal. Input at home the same night.

Three tabs, that's itLocked

Class log — the main tab. One row per kid per session. Columns A–Q, spec on the next page.
Fitness baseline — one row per kid, four metric columns. Filled in week one of each month.
Pipeline issues — anything you couldn't read, couldn't map, or had to guess at. This tab is the real deliverable of the trial.

How many rows to expect

Tuesdays — 33 kids × 2 sessions = 66 rows.
Thursdays — 35 kids × 2 sessions = 70 rows. Cecilia and Eliana are Thursday-only.
Roughly half get entered on the field, half at home.
Trial week is Sept 15 & 17; Month One rotation runs Sept 22, Sept 29, Oct 6, Oct 13.

Kasey is on site Tuesday to walk through the input live, and staying for as many sessions as it takes.

Reading the formsWhat's data, what isn't, and the one rule that matters most

What's on a coach form

Six things per athlete, and they map straight across:

☐ attendance tick → column I
① ② ③ level seen, circled → column J
Four fitness columns, week one only → columns M–N
Tag letters → column K
"Note for Elsa" free text → column L

Nothing else on the form is data. No rubric scores exist yet — if a coach writes one in the margin, it goes in the note column, not a score column.

Don't interpretImportant

Tags and notes get copied verbatim — letters as letters, notes word for word. If handwriting is unreadable, leave the cell blank and log it in Pipeline issues rather than guessing. An unreadable cell is a finding; a guessed cell is corrupted data.

CConfidentSShyFFastNNaturalENeeds encouragementHHigh-energyLLoved itXStruggled

Before Sept 15Needed

Passport slugs for all 35 kids, so column H is pre-filled rather than looked up mid-entry.
Last names for Elijah, Gabe, Eliana, Kinslee, Lillian, Layla, Cecilia and Isaiah — and one spelling each for Abby/Abigail Radosti, Abigail Carter and Thadd/Thaddeus.

Everything on this page comes off the paper form. The next three pages are the spreadsheet those values land in.

Tab 1 — Class log · column specOne row per athlete per 45-minute session. The bold names are the literal spreadsheet headers.

Class logFitness baselinePipeline issues

	Header	Comes from	Allowed values	Notes
Context — off the form's header, or the run sheet
A	date	Form header	ISO date — 2026-09-22	ISO only, so it sorts.
B	weekday	Form header	Tue / Thu	Different sports run each day.
C	session	Form header	1 or 2	1 = 4:00–4:45, 2 = 4:45–5:30.
D	sport	Form header	Dance Fitness · Volleyball · Soccer · Ultimate · Fitness	"Fitness" = Group Four overflow.
E	coach	Form header	Nico · Amanda · Dave · Jeff · Jen	Redundant with sport — kept for sub coverage and the overflow group.
F	group	Form header	One · Two · Three · Four	The group number belongs to the sport, not the kid — it changes between sessions.
Athlete
G	student	Form	Full name — Huxley James	Forms say "Huxley J." — expand to the full name.
H	passport_slug	Roster & link list	huxley-j-2v7n	The join key to the passport. Pre-fill before Day 1.
I	present	☐ tick column	Y / N	N rows still get a row — absence is data.
What the coach observed
J	level_seen	① ② ③ circled	1 / 2 / 3, or blank	Blank is fine and common. Never average two circles — take the higher and note it.
K	tags	Tag(s) column	C S F N E H L X, comma separated — C,F,L	Verbatim letters, original order.
L	coach_note	"Note for Elsa"	Free text	Word for word. Don't tidy the grammar.
Fitness — week one of each month only, all four metrics from whoever that kid's coach is
M	metric	Fitness columns	sprint_sec · pushups_min · plank_sec · squats_min	Four values in one session = four rows, or four columns if you prefer wide. The Fitness baseline tab is the source of truth either way.
N	metric_value	Fitness columns	Number only, no units — 4.61	Seconds to 2 decimals; reps as whole numbers.
Pipeline test — your own columns, and the point of the exercise
O	entered_where	You	field / home	Session One is field, Session Two is home. Tells us whether on-field entry actually works.
P	entry_minutes	You	Number — 1.5	Rough per-kid entry time. Decides whether 70 rows a night is sustainable.
Q	issue_ref	You	Row # on Pipeline issues tab, or blank	Links a bad row to its explanation.

Freeze the header row; A–F are identical for every kid on one form, so fill them once and drag down. One file for the whole season — wildlight-intake.xlsx in the shared drive.

Tab 1 — worked exampleDave's Soccer form, Tue Sept 22, Session One, Group Three — five rows worth learning from

Huxley Jamesthe normal case

date2026-09-22

weekdayTue

session1

sport / coachSoccer · Dave

slughuxley-j-2v7n

presentY

level_seen3

tagsC,F

coach_noteLed the line drill unasked

metricsprint_sec

value4.61

entered_wherefield

entry_minutes1.5

Lillian ?no last name, no slug yet

studentLillian ?

slug— blank —

presentY

level_seen2

coach_noteWarmed up by the end

tagsS,E

metricsprint_sec

value5.48

issue_ref3

Type the first name and a question mark, and log it. Don't invent a slug — an unmatched row is fixable later, a wrongly matched one isn't.

Sarah Mukannothing circled

presentY

level_seen— blank —

tagsH

value6.02

coach_noteAll effort, no level circled

Leave the level blank. Don't infer one from the note. A blank note is also normal — only chase if a whole column is empty.

Indy Morrisabsent

presentN

level_seen—

tags—

value—

coach_noteAbsent

An absent kid still gets a row. Absence is data — a kid who misses the testing session is why a metric is blank.

Mytis CardennisGroup Four overflow

sportFitness

coachJen

groupFour

presentY

coach_noteOpted out of soccer, did boot camp

Same session, different row. Sport becomes "Fitness", coach becomes whoever ran it, and the note records what they were scheduled for — so we can see if one sport keeps generating opt-outs.

Then the same row goes into the passport. What we're watching: does the passport have somewhere to put every one of these fields? Does a tag read like something a nine-year-old understands? Does a missing value break the screen or just sit empty? Does phone entry on the field actually work? Slugs above are placeholders.

Tab 2 — Fitness baselineOne row per athlete, all 35. Filled in week one of each month by whoever that kid's coach is that month.

Class logFitness baselinePipeline issues

student

passport_slug

days

sprint
sec

pushups
/min

plank
sec

squats
/min

coach

Christus Radosti

—

T/Th

Rhema Radosti

—

T/Th

Rizzo Bacigalupo

—

T/Th

Sawyer Morris

—

T/Th

Owen Ronca

—

T/Th

Elijah ?

—

T/Th

Gabe ?

—

T/Th

Samuel Hay

—

T/Th

Indy Morris

—

T/Th

Alvah Radosti

—

T/Th

Thadd Cardennis

—

T/Th

Huxley James

—

T/Th

Kinslee ?

—

T/Th

Lillian ?

—

T/Th

Mytis Cardennis

—

T/Th

Mello Bacigalupo

—

T/Th

Sarah Mukan

—

T/Th

Ailana Mukan

—

T/Th

Aminah Reid

—

T/Th

Paxton James

—

T/Th

Jonny Lynch

—

T/Th

Olivia Alfreds

—

T/Th

Layla ?

—

T/Th

Erykah Reid

—

T/Th

Anthony Rodriguez

—

T/Th

Adonis Cardennis

—

T/Th

Asher Radosti

—

T/Th

Titus Radosti

—

T/Th

Abigail Radosti

—

T/Th

Isaiah ?

—

T/Th

Avery Jenerette

—

T/Th

Josh Ruiz

—

T/Th

Abigail Carter

—

T/Th

Cecilia ?

—

Thu only

Eliana ?

—

Thu only

Numbers only — no "sec", no "reps". coach = who ran the test, since it's no longer one metric per coach. A blank after week one means that kid missed the testing session: flag it, don't back-fill from an estimate. Re-tests at month end go in the Class log (columns M–N) and never overwrite the baseline here. The eight ? names need last names before they can be keyed reliably.

Tab 3 — Pipeline issuesThe real output of the trial. Every awkward moment gets a row; this is the list we fix before families see anything.

Class logFitness baselinePipeline issues

	Header	Values	Example / notes
A	issue_no	1, 2, 3…	Just a counter — referenced from Class log column Q.
B	date	ISO date	The session it came from.
C	stage	coach form · transcription · field entry · home entry · passport display	Which step broke. Tells us who owns the fix.
D	what_happened	Free text, one sentence	Phone keyboard too slow for 16 rows before 5:30
E	student_or_form	Name / sport, or "all"	How wide the problem is.
F	blocks_launch	Y / N	Y = families can't see this as-is.
G	resolution	Free text, filled later	Bring the laptop, not the phone — blank until decided.

What counts as an issue

Handwriting you couldn't read.
A field on the form with nowhere to go in the passport — or a passport field with nothing on the form to fill it.
Session One's batch not finished by 5:30, and why.
A tag that reads badly to a kid or a parent.
A missing fitness value, and how the passport displayed the gap.
A name matched by guesswork — four Radostis, three Cardennises, two Mukans, two Abigails, and eight kids with no last name.
An overflow kid whose row didn't have a clean home.

What you report backAfter Sept 17

Rows entered vs. rows expected — 66 Tuesday, 70 Thursday.
How much of Session One you actually cleared on the field, and on what device.
Average entry minutes per kid, from Class log column P. That's the number that decides whether this survives a real season at 35 kids.
The blocks_launch = Y list, as short as possible.
One sentence: would you run a real season on this, or does it need to be a proper form?

Still openConfirm

Real passport slugs, and last names for the eight unknowns, before Sept 15.
Phone or laptop for on-field entry — decide before Tuesday so Kasey trains on the real device.
Who reviews this before October family access.

Portrait reading copy. The landscape run sheet has the same five pages at the back, plus the coach forms and the Tuesday/Thursday rotations.