Certainly! Below is a detailed description of SayPro Pre-Event Responsibilities with a focus on Registration and Participant Management, specifically the task.

Set up the registration platform on the SayPro website, collecting necessary participant information.

🗂️ SayPro Pre-Event Responsibilities: Registration and Participant Management

🎯 Primary Objective:

To ensure a smooth, inclusive, and accurate registration experience for participants by setting up a functional, secure, and user-friendly registration platform on the SayPro website — thereby enabling effective participant tracking and engagement prior to the event.

✅ Core Task: Set up the Registration Platform on the SayPro Website

1. 🔍 Requirement Gathering and Planning

Before development begins, the team must gather:

• Event details (name, date, type, venue, target audience)
• Participation criteria (age, background, qualifications, fee structure)
• Registration deadlines and timeline for participant onboarding
• Staff roles for monitoring and managing registrations

This phase involves meetings with program coordinators, IT/web staff, and monitoring & evaluation (M&E) personnel to ensure alignment with reporting needs.

2. 📋 Designing the Registration Form

Develop a registration form that is clear, comprehensive, and inclusive. Suggested fields include:

3. 🧩 Platform Selection and Integration

Depending on SayPro’s existing infrastructure, the IT/web team will:

• Use form builders (e.g. WPForms, Google Forms, Microsoft Forms) or integrate a custom form into the SayPro CMS (WordPress, Joomla, etc.)
• Ensure mobile responsiveness, accessibility, and security protocols are in place
• Use CAPTCHA or anti-spam tools to prevent bots or duplicate registrations

4. 🔐 Data Security and Compliance

SayPro must comply with the Protection of Personal Information Act (POPIA) and ensure:

• HTTPS encryption on form pages
• Password-protected access to databases
• Secure file uploads (e.g., ID copies, proof of payment)
• Restricted access to personal data for only authorized staff

5. 🧪 Testing the Platform

The registration form must be tested internally before going live:

• Check for correct routing of submissions
• Confirm all field validations work (e.g., required fields, correct file types)
• Test confirmation messages and auto-responses
• Validate that data is properly saved/exported

Team members simulate different use cases (e.g., mobile registration, incorrect file uploads, incomplete submissions).

6. 📣 Launch and Promotion

Once tested and approved:

• Launch the form on the SayPro website (e.g., under Events, Programs, or Home Page section)
• Share the registration link across:
  • SayPro’s official social media (Facebook, Instagram, Twitter, LinkedIn)
  • WhatsApp broadcast groups
  • Email campaigns/newsletters
  • Partner organizations, schools, and community leaders

Make clear:

• Registration deadlines
• Who is eligible to apply
• Contact info for support

7. 📬 Confirmation and Communication Setup

• Configure the system to send automated confirmation emails or SMS with:
  • Participant reference number
  • Event schedule or briefing
  • List of items to bring (if applicable)
• Set up a registration support channel (email/WhatsApp) for queries and tech issues

8. 🧾 Daily Monitoring and Data Export

Assign staff to:

• Monitor new submissions daily
• Approve or reject incomplete/invalid applications
• Export and clean data for reporting and logistics planning
• Keep track of registration trends (age, region, gender, etc.)

9. 📌 Backup and Documentation

• Backup all collected registration data to cloud storage (e.g., Google Drive, OneDrive)
• Document all versions of the form and approval records
• Keep a record of issues faced during the process for future improvements

🧩 Deliverables/Outputs

✔️ Success Criteria

• Platform launches on time and runs without major issues
• All intended participant information is accurately collected
• Participants receive clear and timely confirmation
• Staff can access, sort, and use participant data easily
• Registration progress is monitored daily with regular updates to stakeholders