2x The Athletes Per Consultant. Automated Outreach. Zero Email Hunting.

FMS Pro is a Montreal-based soccer agency run by Jacob and Noah. They place student-athletes into NCAA programs, prep schools, and professional pathways, and run FindME Showcases across Quebec and Ontario, events that draw over 100 coaches each. Behind it all is a large team of consultants managing athletes out of the company's CRM, and a commitments page that announces new signings week after week. The business runs on coach outreach: every new athlete means a first-round email to twenty or more school coaching staffs, followed by calls, so the consultants' outreach capacity is the ceiling on how many athletes the agency can take on.

The email itself was never the problem. The template was fixed, the pitch proven. The time went into the hunting: for 20-30 schools per client, open the team website, find the current head coach, find every assistant, pull each address, write to “Coach [last name]”, CC the staff, and verify nothing had changed since last season. Coaches change jobs constantly, and the CRM's staff records only covered part of each staff, so every send meant re-checking the source. That was two to three hours per athlete before a single call got made, and hiring did not fix it, because the constraint was baked into how the first touch worked.

• 2-3 hours of manual outreach per athlete, per Jacob
• 20-30 coaching staffs contacted per athlete in the first round
• One consultant capped at fourteen athletes and asked for no more
• Three to five website leads a day entered into the CRM by hand, plus the same showcase reply pasted roughly ten times daily

We built an outreach engine that lives inside the CRM workflow the team already uses. Jacob and Noah do exactly what they always did: paste the athlete's target-school list into the file and tag the contact. The system reads the list, matches each school against a verified database of NCAA coaching staffs covering Divisions I through III, men's and women's soccer, and generates the full batch of drafted emails, with the head coach addressed by last name and every listed assistant CC'd. A second build handles inbound: when a prospect ticks “I want to participate in your next soccer showcase”, a reply draft with current dates and a registration link is created and the lead is filed into the correct showcase bucket automatically.

• Drafts an athlete's entire first outreach round in one batch
• Reads target-school lists straight out of the athlete's CRM file
• Matches head coach and full assistant staff from division-level data
• Keeps a human send: consultants review every draft before it goes out
• Routes showcase inquiries to a drafted reply and the right lead bucket automatically