SayPro Tasks to be Done Scheduling and Registration Set up an online registration system and manage participant sign-ups for both online and in-person courses

SayPro Tasks to be Done: Scheduling and Registration

1. Set up an Online Registration System:

• Choose a Registration Platform:
  • Research and select an online registration platform that fits the needs of the courses. Popular options might include Eventbrite, Google Forms, or a custom solution integrated into the SayPro website.
  • Ensure the platform is user-friendly and allows easy management of both online and in-person registrations.
• Design Registration Form:
  • Create a form that captures essential participant information (name, email, course preference, date availability, etc.).
  • Include options to select course types (online or in-person).
  • For in-person courses, include fields for preferred location or times, if applicable.
• Integrate Payment Options (if applicable):
  • If the courses require payment, integrate secure payment gateways (like PayPal, Stripe, or credit card processing).
  • Offer multiple payment options to accommodate different user preferences.
  • Set up automated receipts or confirmation emails after payment is completed.
• Set Up Confirmation & Reminder Emails:
  • Create automated emails that confirm registration, course details, and any next steps.
  • Schedule reminder emails leading up to the course start date to ensure participants are prepared.

2. Manage Participant Sign-ups:

• Track Registrations:
  • Continuously monitor registration numbers for both online and in-person courses to ensure the correct number of participants are signed up.
  • Keep track of any special requests or requirements submitted by participants (e.g., dietary restrictions for in-person courses or specific tech requirements for online).
• Waitlist Management:
  • In case of full courses, set up a waitlist system for participants to join if a spot opens up.
  • Notify waitlisted participants as soon as a spot becomes available.
• Group Registration & Discounts:
  • If applicable, set up group registration options (e.g., discounts for teams or multiple sign-ups).
  • Track the number of group registrations and apply the appropriate discounts.

3. Scheduling:

• Course Scheduling:
  • Coordinate with instructors and ensure courses are scheduled in a way that avoids conflicts and meets the demands of participants.
  • Include date, time, duration, and format (online vs in-person) in the registration system.
  • Allow participants to choose between different time slots if the course offers flexibility.
• Incorporate Time Zone Considerations:
  • For online courses, ensure time zones are correctly displayed and accounted for, especially for international participants.
  • If needed, offer an automatic time zone conversion on the registration page.
• Event Calendar Integration:
  • Set up an online calendar (Google Calendar, Outlook, or a custom solution) to manage and display upcoming course dates and sessions.
  • Allow participants to add the event to their own calendars directly after registering.
• Set Up Recurrent Sessions (if applicable):
  • If the course occurs regularly (e.g., weekly webinars), ensure recurring sessions are set up properly in the registration system and participants can easily sign up for multiple sessions if needed.

4. Course Delivery Preferences:

• Online Course Set-Up:
  • For online courses, integrate video conferencing tools (like Zoom, Teams, or another platform) with the registration system, so the meeting link is automatically provided in the confirmation email.
  • Ensure tech support and access information is included for participants, especially if they are new to the online platform.
• In-Person Course Set-Up:
  • For in-person courses, provide location details, including address, parking instructions, and any materials to bring.
  • If applicable, allow for an option to select seating preferences or other venue-specific details.

5. Participant Support:

• Set Up Help Desk or Support Options:
  • Provide a clear and easy way for participants to ask questions or get help with the registration process (e.g., an FAQ page, support email, or live chat feature).
  • Have a dedicated team or system to manage participant inquiries before, during, and after the registration process.
• Technical Assistance for Online Courses:
  • Set up a system for troubleshooting any tech issues participants may face before or during online courses. This might include an IT helpdesk or an instructional guide.
• Post-Course Feedback:
  • After the course has been completed, set up an automated email or form asking participants to provide feedback on their experience.
  • Use feedback to improve future scheduling and registration processes.