College Baseball Recruiting Automation

Project Overview

College baseball recruiting can generate a large volume of emails containing player names, graduation years, positions, school information, statistics, video links, profile links, and additional recruiting details.

Reviewing each message manually and transferring the information into a structured recruiting system can be time-consuming and inconsistent. This project demonstrates how automation can capture incoming recruiting emails, extract relevant information, organize player data in Google Sheets, and support a more efficient recruiting workflow.

Project Visual

The workflow below demonstrates how recruiting emails are captured, processed, and transformed into structured player information.

How the Automation Works

1. Gmail monitors incoming recruiting emails.
2. Make.com retrieves the email content for processing.
3. Pattern matching and Regex are used to locate recruiting information contained within the email body.
4. Player details are organized into structured fields for easier review.
5. Video and recruiting profile URLs are captured when present in the message.
6. The structured player information is added to Google Sheets.
7. Google Apps Script supports additional processing and organization within the recruiting workflow.
8. Gmail sends an automated response when the workflow requires a confirmation or follow-up message.

Data Extraction & Organization

Recruiting emails are not always formatted the same way. Important information may appear in different locations or may be included as plain text, links, or labels.

The workflow uses pattern matching and Regex to identify information that can be consistently extracted and placed into structured fields.

• Player name
• Graduation year
• Position information
• School or team information
• Contact or recruiting details
• Video URLs
• Recruiting profile URLs

Workflow Design

The automation converts unstructured email information into a format that is easier to review and manage.

Instead of requiring someone to repeatedly copy and paste recruiting information into a spreadsheet, the workflow creates a consistent intake process that organizes the available player data automatically.

Tools & Methods

Challenges & Problem Solving

A key challenge was working with email content that could vary from one recruiting message to another. Unlike data submitted through a standardized form, email text may not always follow the same structure.

Pattern matching and Regex were used to locate recognizable pieces of information and extract them into structured fields where possible.

The workflow also required testing with different email formats to confirm that player records remained organized and that links were captured correctly.

Business Value

• Reduces repetitive copying and pasting from recruiting emails.
• Creates a more consistent recruiting intake process.
• Makes player information easier to review and compare.
• Centralizes recruiting information in Google Sheets.
• Improves visibility into video and recruiting profile links.
• Demonstrates how automation can convert unstructured communication into structured operational data.

Skills Demonstrated