SayPro Registration and Communication (01-10-2025 to 01-12-2025)

SayPro Registration and Communication

Period: 01-10-2025 to 01-12-2025
Objective: Efficiently manage the onboarding of participants through seamless registration, profile creation, and communication systems to ensure a smooth start to the camp experience.

1. Open Registration for the Camp

Purpose: Allow interested participants to officially enroll in the camp through the SayPro platform.

Tasks:

Launch Online Registration Portal:

Enable public access to the registration form on the SayPro website.
Ensure mobile responsiveness and data security protocols (SSL encryption, CAPTCHA).
Collect essential participant data:

Full name
Age
Contact details (email, phone)
Preferred game(s)
Skill level (beginner, intermediate)
Internet availability (for online participants)
Special accommodations (if any)

Enable Payment/Confirmation Process:

Integrate secure payment gateways (if applicable).
Send automated confirmation emails with next steps and login credentials.
Generate a unique SayPro Participant ID for internal tracking.

Track Registrations in Real-Time:

Monitor sign-ups via a dashboard.
Set alerts for potential issues (e.g., incomplete forms, failed payments).
Cap registration if attendance limits are reached, and create a waitlist.

👤 2. Create Participant Profiles

Purpose: Build structured digital profiles for all attendees to enable personalized instruction, grouping, and communication.

Tasks:

Generate Individual Profiles Within SayPro System:

Include uploaded registration data and ID.
Add profile photos (optional but encouraged).
Create player cards displaying:

Game preferences
Skill ratings (self-assessed or from past camps)
Team preference (solo/team-based)
Goals for the camp

Assign Roles/Tags:

Tag profiles with relevant categories (e.g., “Strategy-Focused”, “FPS Enthusiast”, “Remote Attendee”).
Group participants based on region, skill level, or preferred games for easier team allocation later.

Distribute Onboarding Materials:

Provide a downloadable Welcome Kit including:

Camp schedule and module overview
Technical setup instructions
Code of conduct and participation policies
FAQs and contact information

Launch Participant Communication Channels

Purpose: Establish reliable, multi-channel communication for announcements, support, and interaction.

Tasks:

Create Dedicated Communication Hubs:

Set up private Discord or Slack channels by game/team/module.
Organize WhatsApp or Telegram groups for parents or guardians (if minors are involved).

Send Introductory Messages:

Deliver personalized welcome emails with:

Login instructions for camp portal
Assigned team introductions
First-day checklist
Include calendar invites for orientation sessions.

Schedule Orientation Session(s):

Host live virtual orientation (with replay availability).
Provide an overview of expectations, navigation of resources, and Q\&A.

Implement Support Desk System:

Set up an email helpdesk and live chat on the SayPro website.
Train a small team to respond to registration and technical issues within 24 hours.

Would you like a checklist version of these tasks for your internal use or to share with your team?