Below is a detailed guide for SayPro: Technical Support, focused on ensuring the smooth technical execution of virtual sessions.

Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407

SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.

✅ SayPro Technical Support Guide

🎯 Objective:

Ensure seamless, professional, and trouble-free technical execution of virtual sessions, enabling facilitators, speakers, and participants to engage without disruptions.

🛠️ 1. Pre-Session Preparation

a. Platform Readiness

Choose and configure the platform (e.g., Zoom, MS Teams, Google Meet, Webex) based on:
- Number of participants
- Required features (breakout rooms, polls, recording, screen sharing)
Update to the latest version of the software.

b. Session Setup

Schedule and double-check session links.
Enable and test:
- Screen sharing
- Co-host permissions
- Chat, reactions, and Q&A functions
- Waiting room, registration, and security settings
Preload materials: slides, videos, breakout room assignments, polls, and shared documents.

c. Run a Tech Check

Coordinate with the facilitator and speakers at least 24–48 hours before the event for a dry run:
- Test audio, video, lighting, and screen sharing
- Review transitions between content
- Ensure familiarity with tools and features (e.g., annotation, whiteboards)

🧑‍💻 2. During the Session

a. Manage the Virtual Room

Open the session 15–30 minutes early to conduct final checks.
Welcome participants and assist with connection or audio issues.
Monitor:
- Audio clarity and background noise
- Video quality and participant visibility
- Chatbox and raised hands

b. Assist Speakers and Facilitators

Advance slides or share content on their behalf if needed.
Troubleshoot quickly if:
- Screensharing fails
- Internet connection is weak
- A video or audio clip doesn’t play
Provide backup solutions (e.g., a second host sharing slides, sending files via chat)

c. Manage Engagement Tools

Launch and monitor:
- Live polls
- Chat discussions
- Breakout rooms (create, open, visit, and close on time)
Provide real-time technical support to participants (via private chat or help line)

d. Record and Document the Session

Start and monitor recording.
Ensure proper naming and storage of recordings.
Take screenshots or note any technical issues for post-session review.

⚙️ 3. Troubleshooting Common Issues

Issue	Solution
Audio not working	Guide user to select correct mic/speaker in settings or reconnect
Video not showing	Ask user to check camera permissions and browser/app settings
Presenter can’t share screen	Assign co-host rights or assist by sharing the file yourself
Lag or freezing	Ask user to turn off video or switch to audio-only mode
Participant can’t join	Resend link or provide dial-in/backup options

📋 4. Post-Session Wrap-Up

a. Ensure Smooth Closure

End session cleanly after Q&A or final remarks.
Inform participants where they can access resources or recordings.

b. Save and Secure Content

Save the chat transcript, participant list, poll results, and any shared documents.
Upload recordings and backups to designated SayPro cloud storage or shared folders.

c. Technical Review Report

Log any tech issues and how they were resolved.
Suggest improvements for future sessions (e.g., better microphones, stable internet suggestions, etc.)

👥 5. Communication Protocols

a. Before the Session

Email instructions for joining, what tools will be used, and tips for good virtual etiquette.

b. During the Session

Provide a quick orientation on how to use chat, raise hands, mute/unmute, etc.
Share your contact or support link in case of technical issues.

c. Support Roles & Responsibilities

Role	Responsibilities
Tech Support Lead	Manages all technical elements, ensures recording, handles disruptions
Backup Support (if large event)	Monitors chat, supports participants privately, logs issues
Speaker/Facilitator Liaison	Assists with content sharing and timing for the main speaker

🧰 Recommended Tools

Purpose	Tools/Platforms
Virtual Meetings	Zoom, MS Teams, Google Meet, Webex
Engagement Tools	Mentimeter, Slido, Kahoot
File Sharing	Google Drive, Dropbox, OneDrive
Backup Communication	WhatsApp, Slack, Email
Support Documentation	Google Docs (Tech Checklist), Trello

✅ Technical Support Checklist (Quick View)

✔ Before the Session:

Test platform and tools
Run dry run with speaker
Share access links and instructions

✔ During the Session:

Monitor tech issues
Support speaker and participants
Record and manage engagement tools

✔ After the Session:

Save files and backup
Send materials and recordings
Submit technical report