SayPro Administrative and Tracking Manage registrations, track attendance, and issue reminders to ensure participants stay on track with course schedules.

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SayPro Administrative and Tracking: Manage Registrations, Track Attendance, and Issue Reminders to Ensure Participants Stay on Track with Course Schedules

Objective: To efficiently manage participant registrations, monitor attendance, and ensure that participants are following the course schedule by sending timely reminders and follow-ups.

1. Registration Management

Purpose: To streamline the registration process for participants, ensuring that all details are captured accurately and participants are prepared for the course.

Online Registration System:
- Use the SayPro website or registration platform to set up an easy-to-use registration system. Participants can sign up by providing basic details such as their name, contact information, and preferred course selection.
- Create clear registration instructions on the website to guide participants through the process. This includes outlining the steps for completing registration, payment (if applicable), and how to access the course once registered.
Confirmation and Welcome Emails:
- After registration, send an automated confirmation email to participants, including a course overview, key dates, and instructions on how to access course materials.
- Include a welcome packet in the email with helpful resources, such as a course outline, platform navigation guide, and a direct contact for administrative support.
Waitlist Management:
- Implement a waitlist system for courses with limited capacity. If a course is full, allow participants to sign up for the waitlist and notify them when spots become available.

2. Attendance Tracking

Purpose: To monitor participant attendance during live sessions and ensure that participants are actively engaging with the course material.

Automated Attendance Tracking:
- Use the SayPro platform to automatically track attendance for live sessions, webinars, and virtual workshops. Track whether participants are logging into the sessions, how long they stay engaged, and whether they participate in interactive components like polls or group activities.
- Manual Attendance Records: For activities outside of the platform (e.g., in-person sessions or group discussions), maintain manual attendance records and integrate these into the system for comprehensive tracking.
Attendance Alerts:
- Set up automated attendance alerts to notify course facilitators and administrators when a participant misses a session or fails to log in. These alerts can be customized to trigger after a participant misses a predetermined number of sessions.
Engagement Indicators:
- Track engagement through additional metrics such as participation in discussions, completion of assignments, and responses to quizzes. This can help identify if an absence is due to disengagement rather than just missing a session.

3. Timely Reminders and Notifications

Purpose: To keep participants on track with the course schedule, ensuring they attend sessions and complete assignments on time.

Automated Reminder System:
- Set up an automated reminder system to send participants periodic reminders about upcoming live sessions, deadlines for assignments, and other important course milestones. These reminders can be sent via email, SMS, or app notifications, depending on the platform used.
- Customizable Frequency: Allow participants to customize how often they receive reminders, ensuring they’re not overwhelmed with notifications but still stay informed.
Pre-session Reminders:
- Send reminder emails 24 to 48 hours before live sessions or important events to ensure that participants are prepared and have added the event to their calendars.
- Include any pre-session materials or instructions in the reminder emails to ensure that participants know what to expect and how to prepare for the session.
Deadline Notifications:
- Send reminders before assignment deadlines or quiz due dates to keep participants aware of the approaching timeline. This can include a two-day reminder and a final reminder on the due date to encourage completion.

SayPro Administrative and Tracking Manage registrations, track attendance, and issue reminders to ensure participants stay on track with course schedules.

SayPro Administrative and Tracking: Manage Registrations, Track Attendance, and Issue Reminders to Ensure Participants Stay on Track with Course Schedules

1. Registration Management

2. Attendance Tracking

3. Timely Reminders and Notifications

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