SayPro Set up and monitor the registration system for virtual attendees.

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✅ SayPro Virtual Event Registration System Setup & Monitoring Plan

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🎯 Objectives

• Create a seamless registration process that captures accurate attendee data.
• Ensure security and privacy compliance of registration data.
• Automate confirmation, reminders, and access link distribution.
• Monitor registrations in real-time and troubleshoot any issues.
• Provide reporting and insights on registration trends.

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🛠️ 1. Registration System Setup

A. Platform Selection

• Choose a reliable registration platform integrated with the event delivery platform or standalone tools such as:
  • Eventbrite
  • Google Forms + Email Automation
  • HubSpot / Salesforce Events module
  • Custom registration on SayPro website with backend CRM integration

B. Registration Form Design

• Essential fields:
  • Full name (First & Last)
  • Email address (primary)
  • Organization / Affiliation
  • Role (e.g., attendee, speaker, partner)
  • Consent checkbox for privacy policy & marketing communications
• Optional fields for segmentation:
  • Country / Region
  • Interest areas
  • How did you hear about the event?
• User-friendly design:
  • Mobile optimized
  • Clear instructions & mandatory fields highlighted
  • Captcha or anti-spam verification

C. Automated Email Workflows

• Registration confirmation email:
  • Thank-you note
  • Unique event join link or instructions
  • Calendar add button (Google, Outlook, Apple)
  • Contact info for support
• Reminder emails:
  • 7 days before
  • 24 hours before
  • 1 hour before
• Follow-up email (post-event):
  • Thank you, feedback survey, replay link

D. Data Privacy & Compliance

• Ensure GDPR, POPIA, or relevant data protection compliance:
  • Privacy notice linked clearly on the form
  • Secure data storage and access control
  • Options to unsubscribe from marketing emails

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📊 2. Real-Time Monitoring & Management

A. Dashboard Setup

• Use platform dashboard or custom CRM to:
  • Track total registrations and daily trends
  • Monitor drop-off rates (if form is long)
  • Identify incomplete or duplicate entries
  • Export data for backup and analysis

B. Technical Monitoring

• Test the registration link frequently (on desktop/mobile)
• Verify confirmation emails are sent promptly and not marked as spam
• Monitor bounce rates and troubleshoot invalid email addresses
• Provide live support for registration queries via chat, phone, or email

C. Capacity Management

• Set max registration limits (if applicable)
• Enable waitlist functionality with automated waitlist notifications
• Monitor registration spikes after promotional campaigns or reminders

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👥 3. Attendee Communication & Support

A. Support Channels

• Dedicated email: registrations@saypro.org
• WhatsApp or live chat link on the registration page
• FAQ page covering:
  • Registration steps
  • How to retrieve join link
  • What to do if email not received

B. Manual Registration Assistance

• For VIPs or partners who cannot register online, offer manual registration via email
• Enter their info directly into the system with confirmation sent promptly

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📈 4. Reporting and Insights

• Generate reports for:
  • Total registrations by date and time
  • Demographics: location, organization types, roles
  • Registration sources (social media, email campaigns, direct link)
  • No-shows vs. attended (post-event data)
• Share registration insights weekly with the marketing and events teams for campaign optimization

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📝 Sample Registration Confirmation Email Template

Subject: Your SayPro Outcome Reporting Event Registration is Confirmed!

Body:

Hello [First Name],

Thank you for registering for the **SayPro Outcome Reporting Event 2025**! We’re excited to have you join us virtually.

🗓 **Event Date:** [Date & Time]  
📍 **Join here:** [Unique Join Link]

To add this event to your calendar, click below:  
[Google Calendar] [Outlook] [Apple Calendar]

If you have any questions or need assistance, please contact us at registrations@saypro.org.

See you soon!  
— The SayPro Team

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