From a registration export to a ready-to-run weekend.
ApexTrust takes over after sign-ups close. Here's the full walkthrough — how your team verifies the roster, builds CDI-controlled assignments, handles day-of changes, exports the paddock sheets you already use, and starts strong even without prior history.
Know what needs attention before you start assigning.
A good event plan starts before matching. ApexTrust helps your team verify the roster and surface the operational questions that matter: who's new, who likely needs an instructor, who's requesting checkout, where coverage is tight, and what special handling shouldn't get lost.
- ›New or unknown drivers
- ›Likely instructor-needed students
- ›Checkout candidates
- ›Special requests & staff-only notes
- ›Run-group or day mismatches
- ›Coach coverage & capacity gaps
- ›Missing info that needs review
Generate a first pass, then keep the CDI in control.
ApexTrust creates assignments in seconds by applying the rules you already use by hand: ratios, run-group eligibility, coach capacity, availability, special-handling notes, and locked pairings. Review the suggested plan, edit any pairing, lock the ones you trust, and rebalance the rest without breaking your event rules.
- ›Ratio & coach-capacity guardrails
- ›Run-group eligibility rules
- ›Lock pairings that shouldn't change
- ›Manual override on every assignment
- ›Special-handling notes during assignment
- ›Unmatched & coverage-gap visibility
When the weekend changes, the plan changes with it.
Every event has movement: no-shows, late arrivals, mechanicals, instructor changes, run-group moves, and last-minute additions. ApexTrust helps your team adapt without starting from scratch or undoing the decisions you already made.
- ›Preserve locked assignments
- ›Rebalance only the open seats
- ›See who's unmatched or uncovered
- ›Keep ratio & run-group rules intact
- ›Adjust availability as the day changes
- ›Export updated sheets instantly
No ApexTrust history yet? Start with the roster and notes you already have.
Your first event doesn't need a complete database. ApexTrust can start from today's roster, a prior event export, or a simple spreadsheet of known notes. Add quick tags for checkout candidates, instructor-needed students, and special requests — then let the first event become your baseline for the next.
- ›Upload the current event roster
- ›Optionally import a previous export
- ›Add quick tags for known special cases
- ›Mark instructor-needed & checkout candidates
- ›Export grids & packets immediately
- ›Save outcomes & reviews after the event
The instructor grid and event packets, generated.
Every organizer keeps some version of the working sheet — names, cars, run groups, instructors, checkouts, notes, status. ApexTrust builds that ~20-column view from your import, keeps it editable, and turns it into the sheets your team uses in the paddock.
- ✓ Instructor grid, admin sheets & driver slips
- ✓ Run-group & coverage views
- ✓ Printable instructor packets
- ✓ CSV exports — filtered by run group or day
This is the actual sheet chief instructors keep before every event. We rebuilt it column-for-column, alongside the people who build it by hand.
| Last Name | First Name | Status | Phone | Year | Make | Model | Color | Car # | Run Group | Days | Instructor | Role | Checkout | Loaner Helmet | Member # | Coaching | Experience | Notes (Private) | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Adams-01 | Alex | Waitlist | 555-2100 | alex.adams@roster.csv | 2022 | Porsche | 718 Cayman | White | 1 | Green | Sat | M. Alvarez | CHECKOUT | R. Hoffman | Yes | M10480 | Yes | 1 event | First event w/ club |
| Bennett-02 | Bailey | Confirmed | 555-2101 | bailey.bennett@roster.csv | 2021 | BMW | M2 Competition | Blue | 8 | Green | Sun | D. Brandt | COACH | — | No | M10493 | No | 2 events | — |
| Cohen-03 | Casey | Confirmed | 555-2102 | casey.cohen@roster.csv | 2020 | Porsche | 911 GT3 | Silver | 15 | Green | Sat·Sun | S. Okafor | TEACH | — | Yes | M10506 | No | 3 events | — |
| Diaz-04 | Dakota | Confirmed | 555-2103 | dakota.diaz@roster.csv | 2023 | Audi | RS3 | Red | 22 | Green | Sat | R. Hoffman | TEACH | — | No | M10519 | No | 1 event | — |
| Evans-05 | Emery | Confirmed | 555-2104 | emery.evans@roster.csv | 2024 | BMW | M3 | Black | 29 | Blue | Sun | T. Mercier | TEACH | — | No | M10532 | Yes | 10 events | — |
| Foster-06 | Finley | Confirmed | 555-2105 | finley.foster@roster.csv | 2022 | Porsche | Cayman GT4 | Yellow | 36 | Blue | Sat·Sun | J. Castellano | CHECKOUT | M. Alvarez | No | M10545 | No | 11 events | — |
| Garcia-07 | Gray | Confirmed | 555-2106 | gray.garcia@roster.csv | 2019 | Chevrolet | Corvette C7 | Red | 43 | Blue | Sat | P. Whitfield | COACH | — | No | M10558 | No | 12 events | First event w/ club |
| Hayes-08 | Harper | Waitlist | 555-2107 | harper.hayes@roster.csv | 2021 | Mazda | MX-5 Cup | White | 50 | Blue | Sun | L. Sorensen | TEACH | — | No | M10571 | No | 13 events | — |
| Ito-09 | Indie | Confirmed | 555-2108 | indie.ito@roster.csv | 2020 | BMW | 330i | Silver | 57 | White | Sat·Sun | M. Alvarez | TEACH | — | Yes | M10584 | Yes | 3 events | — |
| Jensen-10 | Jules | Confirmed | 555-2109 | jules.jensen@roster.csv | 2018 | Porsche | Boxster S | Black | 64 | White | Sat | D. Brandt | TEACH | — | No | M10597 | No | 1 event | Returning — req. same instr. |
| Kim-11 | Kai | Confirmed | 555-2110 | kai.kim@roster.csv | 2023 | Honda | Civic Type R | Blue | 71 | White | Sun | S. Okafor | CHECKOUT | J. Castellano | Yes | M10610 | No | 2 events | — |
| Lowe-12 | Lane | Confirmed | 555-2111 | lane.lowe@roster.csv | 2022 | Subaru | BRZ | White | 78 | White | Sat·Sun | R. Hoffman | COACH | — | No | M10623 | No | 3 events | — |
Your data is safe — and it stays yours.
ApexTrust is built for operational context inside your organization. It's not a public rating system, a blacklist, or a shared database by default.
We store what powers the workflow
The roster, assignments, reviews, notes, and history needed to run events and carry context forward — nothing more.
Your roster stays inside your organization
Rosters, assignments, notes, reviews, and participant history are isolated from other clubs by default.
Reviews are anonymous to their subject
The person being reviewed sees the feedback but never who wrote it. As the organizer, you keep full attribution for the events you ran.
Feedback comes from people who were there
Post-event reviews are tied to participation in your event and stay under organizer control — never imported or edited by us.
No selling. No outside sharing. No training on your data.
Your event data is stored securely, used only to power your event operations, never sold, never shared outside your organization without permission, and never used to train third-party models.
See it on your own roster.
We'll set up your first event with you — free — so your team can see verification, assignments, exports, and reviews with real context.
Get your first event set up free →