Turn an agreed NIL project into a clear work list. Use this tracker to separate what is promised, what is approved, what is published and what has been paid.
Start with the agreement, not the calendar
A sponsor asks for “a few posts this month.” That is not yet a usable production plan. Confirm the number of posts, format, channel, dates, review contact, revisions and any agreed reporting before you schedule work. The tracker records those terms; it does not add new rights or replace the agreement.
For a high-school athlete, complete the applicable school and parent review first. A green cell in a spreadsheet is not eligibility clearance. If a required approval is unresolved, label the activity “On hold” rather than giving it a public launch date.
Copy this tracker into your own document
| Field | What to record |
|---|---|
| Project / item | Use a short project code and one row per deliverable, such as PROJECT-01 / VIDEO-01. |
| Agreed output | Channel, format, quantity, duration if agreed, and the version of the brief. |
| Dates and owner | Draft due, reviewer response due, planned publication date and time zone. Name the responsible person. |
| Review / permission | Written review status, school process if required, asset permissions and sponsor feedback. |
| Disclosure | Where the sponsorship disclosure will appear in the actual content. |
| Work status | On hold, drafting, submitted for review, changes requested, ready, published or closed. |
| Evidence | Final file, dated approval, public URL and a dated screenshot or platform export. |
| Payment status | Agreed compensation, invoice reference, due date and received date. Keep payment separate from publication. |
Keep personal contact details and payment information in a private copy. A public project summary only needs the work and results you have permission to share.
Worked example: one short video
Fictional example: An athlete agrees to one short video for a local shop, subject to the athlete’s applicable rules. Draft due October 5; feedback due October 7; planned publication October 9. The first draft is submitted, but the sponsor has not replied. The correct status is “Submitted for review,” not “Ready.” If the publication date becomes unrealistic, agree to a new date in writing.
After publication, record the post URL and the date. If payment is still outstanding, mark “Published / payment pending.” Do not close both tasks simply because the video is live.
Handle changes without losing the original plan
Add a short change log: date, requested change, who requested it, and whether the scope or deadline changed. Keep the approved version alongside the revision. If a sponsor requests an extra video or additional reuse, return to the agreement and confirm the terms before treating it as included work.
For disclosure, consult the FTC’s influencer guidance. Put a clear disclosure with the endorsement; a note hidden in your project tracker does not disclose anything to the audience.
Run a five-minute weekly check
- Find items due before your next practice, travel or school commitment.
- Check which items are waiting on someone else.
- Send one precise question for each blocked item through the agreed contact channel.
- Save approvals and the final content version.
- Confirm the next reporting and payment dates.
When the agreed work is complete, send a brief handoff with the deliverable links and outstanding items. Keep results reporting factual: a published post, a click and a purchase are different outcomes.