SayPro Pre-Competition Preparation: Create a Registration Portal on the SayPro Website for Interested Schools and Choirs.

Document ID: SCDR-3-28
Competition Date: January 21, 2025
Subject: SayPro Development Quarterly School Choir Competition – Pre-Competition Registration Portal Development

The creation of an efficient, user-friendly registration portal on the SayPro website is a key component of the pre-competition preparation process for the SayPro Development Quarterly School Choir Competition. This portal will serve as the primary tool for schools, choirs, and participants to register their interest and formally enter the competition.

The portal must be designed to accommodate the needs of schools, choir directors, and teachers, providing them with an intuitive and clear process for registration, while also ensuring that necessary data is captured for competition management and logistics.

1. Portal Design and User Experience

Simple and Intuitive User Interface:

Clean and Easy Navigation: The registration portal must be simple to navigate, with clearly labeled sections and minimal steps required for users to complete their registration.
Mobile-Responsive: Given the wide use of mobile devices, the portal should be mobile-friendly to ensure accessibility for all users, regardless of the device they are using.
Step-by-Step Process: Use a step-by-step registration process to guide users through all the necessary sections without overwhelming them.

User-Friendly Features:

Progress Tracker: A visual progress bar should be implemented to show users how far along they are in the registration process. This helps manage expectations and ensures users can see what remains to be done.
Save and Continue Later: Enable users to save their progress and return to the portal later if they are unable to complete the registration in one sitting. This feature is especially useful for school choirs that may need to gather information from multiple participants.
Clear Instructions: Include brief instructions at the top of each section to guide users through the registration steps and clarify any terms or requirements.

2. Registration Form Fields and Sections

The registration form should capture all the necessary information to facilitate efficient participation and ensure smooth competition logistics. The form will consist of several sections, including the following fields:

Section 1: School and Choir Information

School Name: A mandatory field for the name of the school participating in the competition.
Choir Director/Teacher Name: The primary contact for the competition, who will be responsible for managing the registration and communication with the event organizers.
Contact Information: Phone number and email address for the choir director or teacher. This ensures event organizers can easily reach out for any updates or issues.
Choir Age Group/Category: A dropdown field to select the age group or category (e.g., Primary School, Secondary School). This allows for better categorization of performances.

Section 2: Choir Participant Details

Number of Participants: A field for entering the number of participants in the choir. This helps organizers plan for space and resources.
Participant Names and Ages: A section where the choir director can input the names and ages of all participants. Depending on the competition’s structure, a bulk upload option (e.g., CSV file) might also be provided.

Section 3: Performance Details

Song List: A field where choirs can list the songs they plan to perform. This should be accompanied by a brief description of how each song ties into the competition theme (if required).
Performance Duration: A field to enter the expected duration of the performance. This ensures that performances are scheduled appropriately.
Performance Description: A brief field where choirs provide a summary of their performance, explaining how their choice of songs and performance style aligns with the competition theme (e.g., teamwork, community, growth).

Section 4: Supporting Materials (Optional)

Rehearsal Video or Audio (Optional): For choirs wishing to provide a sample or rehearsal video/audio to showcase their preparation, this section will allow them to upload or link to these files.
Choreography or Stage Setup Details: If applicable, choirs can provide descriptions or drawings of their planned stage setup or choreography.

Section 5: Parental Consent (If Applicable)

Consent Form Upload: If children are involved in the choir, the portal should allow for the upload of parental consent forms. This ensures compliance with regulations and safety protocols.
- This form can either be a direct upload feature or a checkbox that acknowledges the completion of a consent form, with instructions on where it can be sent if not uploaded through the portal.

Section 6: Acknowledgment and Agreement

Terms and Conditions Agreement: Before completing the registration, choirs must acknowledge and agree to the competition’s terms and conditions, including rules on eligibility, submission requirements, and use of performance recordings.
Consent for Recording and Use: A checkbox to confirm that participants agree to the recording of their performance and its potential use in promotional materials, on social media, and in future marketing activities.

Section 7: Confirmation and Submission

Final Review: A summary of the information entered, allowing users to verify that everything is accurate before submitting.
Submit Button: Once all information is reviewed and confirmed, users will click “Submit” to finalize the registration process.
Confirmation Email: Upon submission, the choir director/teacher will receive an automatic confirmation email detailing their registration, including all entered details and any next steps.

3. Backend Functionality for Event Organizers

The portal should include robust backend functionality to allow event organizers to:

View and Manage Submissions: Organizers should have an easy-to-use dashboard where they can view all incoming registrations, track progress, and sort by different categories (e.g., school name, choir size, performance category).
Export Data: Organizers should be able to export all registration data to CSV or Excel formats for efficient tracking and event planning.
Set Reminders: Automatic email reminders for registration deadlines or missing information should be triggered based on the data submitted by participants.
Monitor Registration Progress: The portal should allow organizers to track the number of registrations in real-time and send targeted reminders to schools that have not yet registered.

4. Accessibility and Security

Data Privacy and Security:

Secure Data Handling: Ensure all participant data is stored securely in compliance with data privacy regulations (e.g., GDPR). Personal and sensitive data, such as participant names and ages, must be encrypted and protected from unauthorized access.
Secure Payment Integration (If Applicable): If there is an entry fee for the competition, the portal should integrate a secure payment processing system.

Accessibility Features:

Language Support: Provide multilingual support if the event includes participants from diverse linguistic backgrounds.
ADA Compliance: The portal should meet accessibility standards to ensure that users with disabilities can navigate and register without issues.

5. Testing and Troubleshooting

Before launching the portal, thorough testing is required to ensure:

Functionality Testing: All buttons, forms, and fields are working properly, and users can smoothly complete the registration process.
User Testing: Conduct testing with a small group of intended users (choir directors, teachers, or administrative staff) to identify any areas of confusion or difficulty.
Performance Testing: Ensure the portal can handle a large number of simultaneous users without slowdowns or crashes.

6. Promotion and Launch of the Portal

Once the portal is live, it should be prominently promoted across all SayPro communication channels:

Internal Email and Intranet: Use email and intranet announcements to notify all employees and their families about the registration portal.
Social Media: Post on SayPro’s social media platforms to reach a wider audience, particularly if employees are encouraged to invite external schools or communities to participate.
Webinars/Info Sessions: Host a brief informational session about how to use the registration portal, particularly for those less familiar with online registration systems.

Conclusion

The creation of a dedicated registration portal on the SayPro website for the SayPro Development Quarterly School Choir Competition is a critical element in streamlining the registration process and ensuring that all interested schools and choirs can easily enter the competition. With careful attention to user experience, functionality, and data security, the portal will enable participants to register with ease and allow event organizers to efficiently manage submissions, ensuring the competition is well-organized and successful.