SayPro Donor Education Session Attendance Report.

Overview

The SayPro Donor Education Session Attendance Report is an official tracking and accountability document used to record and evaluate donor participation in all SayPro-hosted educational events—specifically those under the Planned Giving and SCMR-2 initiatives. This report enables SayPro to measure outreach effectiveness, identify engaged donors, and strengthen strategic follow-up actions.

All SayPro employees responsible for organizing, hosting, or managing educational donor sessions must complete and submit this report for each session conducted, whether online or face-to-face. The report must be submitted through the SayPro platform at https://saypro.online, ensuring centralized data management and integration with SayPro’s CRM and analytics systems.

Purpose

The primary objectives of the Donor Education Session Attendance Report are:

• To document participation levels and attendee engagement in SayPro educational sessions.
• To assess the reach and effectiveness of SayPro’s planned giving education efforts.
• To support follow-up and relationship-building efforts with interested or high-potential donors.
• To provide key insights for internal reporting, strategic planning, and content improvement.
• To maintain transparent records that support compliance, performance evaluations, and funding audits.

Components of the Attendance Report

Each SayPro Donor Education Session Attendance Report includes the following detailed sections:

1. Session Information

• Session Title: Full name of the educational session (e.g., “Legacy Giving 101: How to Make a Will with Impact”)
• Date and Time: Exact date and duration of the session
• Session Type: Online (Zoom, Webinar) or Face-to-Face (location details included)
• Session Facilitator(s): Names and titles of SayPro employees who led the session
• Educational Materials Used: List of slides, videos, guides, or brochures distributed

2. Attendee List

• Full Names of Attendees
• Contact Information: Email and phone number
• Donor Status: New, Existing, Major, Lapsed, or Prospect
• Region/Location: City, province, or country if applicable
• Source of Invitation: Email campaign, SayPro website, referral, social media, etc.
• Attendance Type: Live participant or watched recording

3. Engagement Metrics

• Check-in Time and Duration of Attendance
• Participation Level: Questions asked, polls completed, surveys filled, comments shared
• Follow-Up Indications: Interest in follow-up, specific giving interest (e.g., wills, annuities)
• Engagement Score: A calculated score from 1 to 10 based on interaction and attention (optional but recommended)

4. Feedback Summary

• Donor Comments or Questions: Key themes or direct quotes
• Session Satisfaction Rating (if survey conducted): Overall rating average and key highlights
• Suggestions for Improvement: Based on post-session feedback forms or informal remarks

5. Follow-Up Actions

• Assigned SayPro Representative for Follow-Up: Name and contact info
• Next Engagement Step: Send brochure, arrange personal call, invite to next session, etc.
• Deadline for Follow-Up: Suggested timeframe for donor engagement
• Status Updates: Section for ongoing tracking and notes

Submission and Review Process

1. Submission Timeline: Attendance reports must be submitted within 48 hours of the conclusion of the session.
2. Platform: All reports are submitted and stored via the SayPro Online Portal (https://saypro.online) using the standardized SayPro Attendance Report Form.
3. Review Team: Reports are reviewed by the SayPro Fundraising Office and SCMR Oversight Team on a weekly basis.
4. Data Integration: Attendance records will be automatically synced with SayPro’s CRM for profiling, scoring, and future donor outreach.

Importance to SayPro’s Mission

The Donor Education Session Attendance Report is a vital component in advancing SayPro’s commitment to relationship-based fundraising, ethical donor education, and long-term sustainability through planned giving. Accurate and consistent reporting enables:

• Better Donor Segmentation: Targeting content and messaging based on behavior and interest.
• Smarter Resource Allocation: Understanding which sessions yield the highest engagement and conversion.
• Impact Measurement: Demonstrating the success of educational programs to stakeholders and potential funders.
• Compliance and Transparency: Maintaining accurate records that uphold internal standards and legal requirements.
• Strategic Growth: Informing the design of future sessions and campaigns that meet donor needs and organizational goals.

Final Note

SayPro’s strength lies in its transparency, impact, and innovation. The Donor Education Session Attendance Report plays a central role in amplifying these values by ensuring that every donor interaction is meaningful, measurable, and aligned with SayPro’s long-term vision of empowering communities through ethical giving.