SayPro Human Capital Course Booking Management Procedure SayProP562

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Written by

Neftaly Malatjie

SayPro Human Capital Works

SayPro Human Capital Course Booking Management Procedure

Document Code: SayProP562
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 13 March 2025
Next Review Date: 13 march 20226

Policy Owner: SayPro Chief Education Royal

1. Purpose

The SayPro Human Capital Course Booking Management Procedure outlines the standardized process for booking, managing, and confirming course enrollments for SayPro training programs. This procedure ensures efficiency, accuracy, and compliance in course registration, payment, and attendance tracking.

2. Scope

This procedure applies to:

All SayPro courses, workshops, and training programs.
Internal and external learners, trainers, and facilitators.
SayPro Human Capital handling bookings, payments, and records.

3. Course Booking Process

3.1 Course Listing and Availability

All available courses are listed on the SayPro Education by SayPro Chancellor
All courses implemented must also be listed on SayPro Events by the request of SayPro Chancellor to SayPro Chief Learning and Monitoring Officer refer to SayPro Human Capital Online Event Management Procedures SayProP189
All students or Clients who are going to attend the courses must express interest by booking on SayPro Events for the dates that they are interested in. Also must indicate their attendance on SayPro Events to enable proper tracking and monitoring by SayPro Chief Learning and Monitoring Officer
Course descriptions include objectives, duration, schedule, cost, and prerequisites. Refer to SayPro Human Capital Courses Management Procedures SayProP124

3.2 Booking and Registration

Learners can book courses online via SayPro Events, through email requests, or via direct walk-in registration. Refer to SayPro Enrolment and Registration Policy SayProP539 this process is managed by SayPro Service Consultants
Registrations must be completed at least 48 hours before the course start date. This does not apply to application. Applications must be done at least 3 months before the start date. An exception can be done 1 month before if the Programme did not meet the minimum requirements.
Once bookings have been completed by the SayPro Development Service Consultant. He/She will need to send the SayPro Course Booking Confirmation to SayPro Chancellor with the list. She must use SayPro Education to send the confirmation then send the communication through SayPro Questions Group. The course booking should be done on SayPro Edu Shop Orders by the SayPro Development Service Consultant. Course bookings must be seprate for each client. Do not double book clients in one order
The SayPro Chancellor shall receive the list and process a SayPro Chancellor Course Booking Request to the Royal responsible for the Project. If the Project belongs to SayPro Development Royal. He/She shall send a request to SayPro
The SayPro Chief Development Officer will then write a SayPro Development Course Request to SayPro Chief Learning and Monitoring Officer
SayPro Chief Learning and Monitoring Officer will approve
SayPro Chief Operations Officer will approve
SayPro Royal Committee will approve
SayPro Chief Executive Officer will approve
SayPro Chief Marketing Office will approve and confirm that the order has been approved on SayPro Edu Shop
Then learning can begin
Confirmation emails are sent with course details, venue (if applicable), and payment instructions.

3.3 Payment and Confirmation

Payment options include credit card, EFT, mobile payments, and SayPro vouchers.
Course bookings are only confirmed upon full payment or an approved payment plan.
All amounts must match the amounts as per funding or sponsorships or Purchase Orders
Automated invoices and receipts are issued upon payment completion.

3.4 Attendance Tracking

Attendees must sign in via SayPro Events and the physical register.
Non-attendance without prior notice results in a no-show penalty or forfeiture of fees. Students who drops out of class shall be disqualified. Their names will be blocked for future SayPro Education Registrations.

4. Course Booking System Integration

SayPro uses an automated booking system integrated with:

SayPro Education for e-learning courses.
SayPro Event Management System for physical and virtual events.
SayPro Online Drivers for managing learner physical attendance registers and course history.

5. Cancellation and Refund Policy

Cancellations 7+ days before the course start date qualify for a full refund.
Cancellations less than 7 days before the course start date are subject to a 25% cancellation fee.
No refunds for cancellations within 24 hours of the course start date.
Learners may reschedule a course once at no extra charge.

6. Compliance with SayPro Standards

This procedure aligns with:

SayPro’s Corporate Governance Policies.
Data protection laws for learner information security.
ISO training and development quality standards.

7. Monitoring and Review

SayPro’s Training and Development Unit monitors course booking trends and attendance records.
Quarterly audits ensure compliance with SayPro’s booking and registration policies.

8. Compliance Requirements

To ensure compliance:

All trainers and SayPro Human Capital Officers must adhere to course booking policies.
Learners must agree to SayPro’s terms and conditions upon registration.
SayPro’s IT team ensures system security and data integrity in course bookings.

9. Frequently Asked Questions (FAQs)

Q1: How do I book a SayPro course?

A1: You can book a course online via the SayPro website, send an email request, or visit a SayPro office for in-person registration.

Q2: Can I book multiple courses at once?

A2: Yes, learners can book multiple courses simultaneously, subject to schedule availability and payment confirmation.

Q3: What happens if I miss a booked course?

A3: If you miss a course without prior notice, you may forfeit the booking fee. Rescheduling may be possible under exceptional circumstances.

Q4: How long does it take to process my booking?

A4: Bookings are processed within 24 hours, and you will receive a confirmation email once payment is verified.

Q5: Can I transfer my booking to someone else?

A5: Yes, but transfers must be requested at least 48 hours before the course start date.

Document Code: SayProP562
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]