FAQ

What is XCIV.ai?

XCIV.ai is an AI-powered coaching platform built for basketball programs. It helps coaches manage rosters, track game-by-game stats, generate scouting reports and opponent game plans, build personalized player development programs, and upload season data — all in one place. It's designed for varsity, JV, C-team, and AAU programs.

How do I get access?

You can sign up at xciv.ai. After creating an account, you'll complete a short onboarding flow to create your organization and first team. If your school has an institutional subscription, your admin will send you an invite link.

Do I need to enter everything manually?

No. Most data entry is optional — XCIV.ai is designed around file uploads. Drop a photo, PDF, or spreadsheet of a roster, box score, or schedule and the AI will extract the data automatically. You can then review and confirm it with a single click. Manual editing is always available if you prefer it.

Can I use XCIV.ai on my phone?

Yes. The platform is fully responsive and works on mobile browsers. You can record game results, review AI-parsed box scores, and access game plans from the sideline without needing a laptop.

Can I use XCIV.ai for middle school or AAU?

Absolutely. XCIV.ai supports any basketball program — high school varsity, JV, C-team, middle school, and AAU/travel ball. When you create a team, you choose the level (Varsity, JV, C-Team, or AAU) and everything adapts from there.

How many teams can I create?

It depends on your plan. Free allows 1 team. Coach ($19/mo) allows up to 3. Staff ($39/mo) and School ($79/mo) are unlimited. If you need more teams, upgrade from the Billing page in your dashboard.

How do I add players to my roster?

Go to your team page and click “Add Player” to enter players one at a time. Alternatively, upload a roster file (photo, PDF, or spreadsheet) using the roster uploader — XCIV.ai will extract all players automatically. Review the extracted names and numbers, then confirm to add them all at once.

What is a “season”?

Each team belongs to a season (e.g., “2025–26 Varsity”). Seasons keep your data organized year-over-year. When a season ends, you mark it as completed, which archives the data and prevents accidental edits. You can create a new team under a new season for the next year.

How does season rollover work?

When you complete a season, XCIV.ai walks you through a multi-step flow: review your season summary, decide which players are returning (seniors are marked as graduated by default, underclassmen advance one grade automatically), name the new season, and launch. Your new team is pre-populated with returning players — no re-entry needed. All historical data stays linked to the old season and is fully browsable.

Can I upload a player headshot?

Yes. On each player's detail page, scroll down to the “Player Photo” section and upload a headshot (JPG or PNG, up to 4 MB). Photos appear on player cards and are used in exported PDFs.

How do I add games to my schedule?

Go to the Schedule page and click “Add Game” to enter games manually, or use the “Upload Schedule” button to upload a schedule file. XCIV.ai supports CSV spreadsheets, PDFs, and photos of printed schedules. The AI extracts dates, opponents, and home/away status — review the results and click “Add Games” to confirm.

How do I record a game result?

Open the game from your schedule and use the “Game Result” section to record a Win or Loss and enter final scores. The record on your team dashboard updates immediately.

What does “@” mean on the schedule?

An “@” prefix on an opponent name (e.g., “@ Lincoln High”) means it's an away game. XCIV.ai recognizes this convention automatically when parsing uploaded schedule files.

My schedule upload shows 0 games. What's wrong?

This usually happens when the AI can't find recognizable date or opponent columns in the file. Make sure the file is a standard schedule format with clear date and opponent columns. CSV files work best. If the problem persists, try adding a header row with labels like “Date,” “Opponent,” “Home/Away” and re-uploading.

How do I enter stats for a game?

Open the game from your schedule and use the “Box Score” section. You can upload a photo or file of your stat sheet and XCIV.ai will extract all player stats automatically, or enter them manually using the built-in box score table. Once confirmed, stats flow to each player's profile and appear in the game-by-game trend charts.

How do season averages work?

Season averages on a player's profile are per-game averages (PPG, RPG, APG, etc.). You can toggle to “Season Totals” to see cumulative numbers. Stats can be uploaded via box scores or entered manually. FG%, 3P%, and FT% are calculated automatically when you upload box scores with shot attempt data.

Why don't my stats appear after uploading a box score?

After an upload, the AI parses the file and marks it as “ready to review.” You then confirm the extracted stats on either the game page (for box scores) or the player's profile page (for season stats). Stats are not applied automatically — they require a confirmation step to prevent errors.

What is the confidence score on a parsed file?

The confidence score (0–100%) reflects how certain the AI is about the extracted data. High confidence (>80%) usually means the file was clean and well-structured. Low confidence means the AI found the data but isn't certain — always review the extracted values carefully before confirming.

Can I see FG%, 3-point%, and free throw% trends?

Yes. On each player's profile page, the Game-by-Game Trend Chart includes pills for FG%, 3P%, and FT% alongside PTS, REB, AST, STL, BLK, and TOV. These percentages are calculated automatically from shot attempt data in uploaded box scores.

What's the difference between a Scouting Report and a Game Plan?

A Scouting Report is about the opponent — their tendencies, key players, defensive schemes, and weaknesses. It lives on the opponent's profile page and you can create multiple reports per opponent over a season. Think of it as a research document. A Game Plan is about a specific game on your schedule — what you're actually running Friday night. It includes an AI strategy chat and generates a structured, printable plan. The game plan pulls from your scouting data automatically, so the more you scout, the better the plan.

How do I generate a game plan?

Navigate to an opponent from the Opponents section and click “Generate Game Plan.” XCIV.ai uses all available scouting data — tendencies, set plays, key players, and notes you've entered — to generate a printable game plan. The more scouting data you provide, the more detailed the plan.

How do I create a scouting report?

Go to an opponent's profile page and click “New Report.” A 4-step wizard walks you through entering team info, player stats, tendencies (tap-to-toggle chips — no typing required), and a final review. On submit, XCIV.ai generates a full scouting report with player threat cards, defensive scheme breakdowns, exploit/danger tags, and numbered offensive and defensive keys.

Can I print scouting reports?

Yes. Each completed scouting report has a “Print game card” button that opens a dark-branded, letter-size (8.5”×11”) PDF designed for printing. It includes player cards, defensive grades, scheme breakdowns, and key takeaways — all on one page. Enable “Background graphics” in your print settings for the best result.

What are voice scouting notes?

Voice scouting notes let you record bulk observations about an opponent by speaking instead of typing. Hit the “Voice Note” button on an opponent's profile, talk through what you saw (“Number 23 always drives left, their point guard telegraphs passes, they run a lot of ball screens”), and XCIV.ai splits your audio into individual observations, matches each one to a player on the opponent's roster, and categorizes them. You review and confirm before saving. Voice notes are available on Coach ($19) and above.

Can I upload scouting files?

Yes. You can upload PDFs, Word documents, Excel sheets, CSVs, and images to any scouting session, opponent profile, or player profile. XCIV.ai will parse them automatically and extract structured data where possible.

Can I print the game plan?

Yes. Click “Print / Export PDF” on any generated game plan. The PDF is formatted for standard letter-size printing and includes your team logo if you've uploaded one.

How do I create a training program?

Go to the Training section and click “New Program.” Select whether it's an individual player program or a team-wide program, choose a focus area (ball-handling, shooting, defense, etc.), and set a duration. XCIV.ai generates a structured multi-week training plan using the player's profile, stats, and any strengths/weaknesses you've noted.

Can I see open training programs on a player's profile?

Yes. The player detail page shows a summary card with the count of active training programs and a link to create new ones. The full list of individual programs appears further down the page.

Can I edit a generated training program?

Currently, programs are generated as read-only AI content. You can regenerate with different parameters or create a new program. Editable program content is on the product roadmap.

What file types does XCIV.ai support?

XCIV.ai supports JPEG, PNG, PDF, CSV, XLSX (Excel), and DOCX (Word). Images and PDFs are processed with vision AI. Spreadsheets and documents are converted to text before parsing. Maximum file sizes vary by upload type (typically 8–32 MB per file).

How long does parsing take?

Most files parse in under 30 seconds. Complex PDFs or large spreadsheets may take up to a minute. The page will show a “Processing” status — refresh or wait for it to update to “Ready to review.”

What if the AI extracts the wrong data?

All parsed data requires your confirmation before it's saved. If the AI got something wrong, you can select the correct row from the extracted results or simply dismiss the parse result and enter the data manually. Nothing is applied automatically.

Can I upload multiple files at once?

Yes — most upload areas accept up to 5 files simultaneously. Each file is parsed independently. For box scores, each file's extracted data appears as a separate review card.

What is the AI Coach Assistant?

The AI Coach Assistant is a floating chat widget available on every dashboard page (the orange circle in the bottom-right corner). Open it anytime to ask questions about your team, players, or strategy. It knows your full roster, season stats, game-by-game trends, training programs, scouting reports, and upcoming schedule — so you can ask things like “Who leads the team in assists?” or “Give me 3 drills for defending ball screens” and get answers grounded in your actual data.

What is Chalkboard?

Chalkboard is a visual play-drawing tool built into XCIV.ai. You can diagram your own offensive sets, defensive schemes, ATOs, and press breaks — or draw opponent plays and attach them to scouting reports. Plays are saved to a reusable library and can be linked to game plans or training programs. Chalkboard is available on Staff ($39/mo) and School ($79/mo) plans.

What happens when I hit my plan limit?

When you reach a limit — teams, opponents, or AI game plans for the month — you'll see a message explaining the limit and a prompt to upgrade. Existing data is never hidden or removed. You simply can't create new items beyond the cap until you upgrade or (for monthly AI limits) the next billing cycle begins.

What plans are available?

XCIV.ai has four tiers: Free ($0 — 1 team, 1 opponent, 2 AI game plans/mo), Coach ($19/mo — 3 teams, 25 opponents, 6 AI game plans/mo, voice scouting), Staff ($39/mo — unlimited teams, 20 AI game plans/mo, 3 staff accounts, Chalkboard), and School (custom pricing — unlimited everything, AD dashboard, FERPA compliance). See the pricing page for the full comparison.

Is there a free trial?

Yes. The Free tier is free forever — no credit card required, no time limit. If you want to try a paid plan, all paid tiers include a 14-day free trial. You'll enter a credit card at checkout, but you won't be charged until the trial ends. Cancel anytime before day 14 and you pay nothing.

Do you offer annual billing?

Yes — save 17% (2 months free) with annual billing. You can toggle between monthly and annual when selecting a plan on the pricing page.

How do I cancel my subscription?

You can cancel from your account settings at any time. Your access continues through the end of your current billing period. After cancellation, your data is retained — you can re-subscribe at any time to pick up where you left off.

Can multiple coaches share one account?

Yes. On Staff ($39/mo) and School plans, you can invite up to 3 staff members (unlimited on School). Each person gets their own login with a role — owner, coach, assistant, or viewer — that controls what they can see and edit. Invite staff from the Settings page in your dashboard.

Is player data private?

Yes. Your organization's data — including all player names, stats, and notes — is completely isolated from other organizations at the database level. No other school or program can see your players' data. We never sell or share player data with third parties.

Can I delete a player's data?

Yes. You can remove a player from a roster at any time, which hides them from active views. For a complete data deletion request, email zack@xciv.ai with “Data Deletion Request” in the subject. We process these within 30 days.

Does XCIV.ai use player data to train AI models?

No. We never use your players' data to train AI models that serve other organizations or for any purpose outside delivering features to your account. See our Privacy Policy for full details.

Is XCIV.ai FERPA compliant?

Yes. XCIV.ai LLC operates as a “school official” under FERPA when serving schools that receive federal funding. We execute Data Processing Agreements with school partners and comply with all applicable student data privacy laws in the states we operate. See our Privacy Policy for complete FERPA and COPPA compliance details.

Where is my data stored?

XCIV.ai stores data on servers in the United States. Uploaded files are stored on secure cloud infrastructure with encryption at rest and in transit.