SayPro Task 4: Record and upload minutes, photos, and action resolutions within 48 hours to the SayPro website.

Here is a detailed breakdown for SayPro Task 4: Record and upload minutes, photos, and action resolutions within 48 hours to the SayPro website:

✅ SayPro Task 4: Record and Upload Post-Meeting Outputs

Objective:
Ensure all post-meeting materials — including minutes, photographs, and action resolutions — are accurately captured and uploaded to the SayPro website within 48 hours of the event for accountability, transparency, and follow-through.

Step-by-Step Implementation

Step 1: Finalize Meeting Minutes

Use the official SayPro Document Proceedings template to prepare clear and standardized meeting minutes:

• Include:
  • Date, time, venue/link, and meeting type
  • Attendee list (or summary count)
  • Discussion points under each agenda item
  • Decisions made and key resolutions
  • Action items with assigned persons and deadlines
• Review and sign off by the lead facilitator or SayPro meeting coordinator

Step 2: Organize and Select Photographs

• Use high-quality, representative images from the event:
  • Speakers in action
  • Community participation
  • Group shots or highlights of engagement
• Ensure consent has been obtained (via SayPro Participant Registration process).
• Rename photo files with context (e.g., Ward4_Dialogue_Speaker1.jpg)

Step 3: Compile Action Resolutions Log

• Create a separate Resolutions & Action Items Table, including:
  • What was resolved
  • Who is responsible
  • Deadline
  • Next check-in point or method of follow-up
• Format in Excel, Word, or integrated dashboard format

Step 4: Upload to the SayPro Website Repository

Log into the SayPro Web Admin Portal and upload:

1. Meeting Minutes (PDF or DOCX)
2. Photo Gallery (JPEG/PNG, compressed for web)
3. Action Resolutions Log (PDF, Excel, or link to SayPro Dashboard)

Ensure:

• Files are properly named and tagged (Event name, date, ward)
• Upload is done within 48 hours of the meeting’s end
• The post is marked public or internal, based on the event type and SayPro’s content policy

✅ Best Practices:

• Include a short summary or caption when uploading photos
• Use keywords for searchability (e.g., “Youth”, “Housing”, “May 2025”)
• Notify attendees once uploads are complete via the SayPro Email Tool

📌 Example Timeline – Youth Opportunity Forum (17 June 2025)