SayPro Human Capital Invitation Management Procedure

Document Code: SayProP574
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]

Policy Owner: SayPro Chief Marketing Officer (SayProCMR)

1. Purpose

The purpose of this procedure is to ensure a professional, efficient, and standardized approach to managing invitations for SayPro events, programs, partnerships, appointments, meetings, and initiatives. This helps maintain brand consistency, professionalism, and strategic stakeholder engagement.

2. Scope

This procedure applies to all SayPro Royal Directors, Officers, Human Capital, departments, and affiliated divisions involved in planning, coordinating, and issuing invitations to external or internal stakeholders across SayPro platforms.

3. Definitions

• Invitation: A formal request for attendance, participation, or collaboration in a SayPro event or activity.
• Invitee: A person or entity invited by SayPro.
• Invitations Officer: The designated Human Capital Officer responsible for managing and dispatching formal invitations.
• SayPro Events: Any official engagement, online or physical, under the SayPro brand.

4. Roles and Responsibilities

5. Procedures

Step 1: Request and Approval

• Receive the invitation to attend through email or other methods
• Create a request to attend the invitation SayPro [SayProXXXX Position Name and Surname] request to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country] Include event details, invitee list, purpose, and deadline. This must be created on any websites owned by your SayPro Royal
• Submit for review by the Royal Chief or designated authority under your SayPro Royal. Use SayPro Ideas to create the request for SayPro Chief Approval, SayPro Royal Approval and Neftaly Approval. For urgency send it to a SayPro Chat for urgent attention

Step 2: Design and Preparation

• Prepare invitations to the people who are going to attend using SayPro branding templates. Create a separate invitation for each person. The invitation should be sent to yourself too. SayPro [SayProXXXX Name Surname Position] Invitation to [Name Surname Position Code] to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country Name] ensure that you specify who created the invitation
• Choose appropriate format: physical card, email, WhatsApp message, or system-generated alert. Then send the invitation to the person through SayPro Ideas for their attention
• They must confirm their attendance by creating a post from their own SayPro Website. Each person must create their own separate confirmation then reply to the message on SayPro Idea SayPro [SayProXXXX Position Name and Surname] RSVP Confirmation to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]

Step 3: Sending Invitations

• Send via official SayPro Ideas or personalized emails.
• For mass communication, use SayPro CRM, email marketing, or SMS tools.

Step 4: Response Management

• The invitation owner must confirm to the Royal Chief SayPro [SayProXXXX Position Name and Surname] request to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro Chief Learning and Monitoring Officer SayPro [SayProXXXX Position Name and Surname] request to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro Chief Operations Officer SayPro [SayProXXXX Position Name and Surname] request to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro Royal Committee SayPro [SayProXXXX Position Name and Surname] request to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to Neftaly Malatjie SayPro [SayProXXXX Position Name and Surname] request to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• Follow up within 3–5 working days of the invitation. Ensure that you receive acknowledgement from the three divisions

Step 5: Response to the Invitation Management

• Confirm attendance within 48 hours of receiving the invitation to attend the event. SayPro [Position Name and Surname] confirmation to [Company Name] to attend the Invitation [InvitersName Title] on [DD Month YYYY] at [Area Name, City/Town, Country] publish this on SayPro Website and respond to the same link above on SayPro Idea. Then send the copy on email or WhatsApp
• Contact the company which invited you to check for Accreditation Letters, Visa Letters, Tickets and Car Parking
• SayPro Royal Officials to confirm to the SayPro Royal Chief the readiness to attend the Invitation SayPro [SayProXXXX Position Name and Surname] confirmation to SayPro Chief XX Officer of the Readiness Confirmation to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro Chief Learning and Monitoring Officer readiness to attend the SayPro [SayProXXXX Position Name and Surname] Readiness Confirmation to SayPro Chief Learning and Monitoring Officer to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro Chief Operations Officer readiness to attend the SayPro [SayProXXXX Position Name and Surname] Readiness Confirmation to SayPro Chief Operations Officer to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro Royal Committee readiness to attend the SayPro [SayProXXXX Position Name and Surname] Readiness Confirmation to SayPro Royal Committee to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro Neftaly Malatjie readiness to attend the SayPro [SayProXXXX Position Name and Surname] Readiness Confirmation to Neftaly Malatjie to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Official to confirm to SayPro Royal Chief that delegates have been sent and have departed to attend the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to SayPro Chief XX Officer that the delegates have been sent and have departed to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief Learning and Monitoring Officer that delegates have been sent and have departed to attend the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to SayPro Learning and Monitoring Officer that the delegates have been sent and have departed to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro Chief Operations Officer that delegates have been sent and have departed to attend the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to SayPro Chief Operations Officer that the delegates have been sent and have departed to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro Royal Committee that delegates have been sent and have departed to attend the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to SayPro Royal Committee that the delegates have been sent and have departed to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to Neftaly Malatjie that delegates have been sent and have departed to attend the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to Neftaly Malatjie that the delegates have been sent and have departed to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Official to confirm to SayPro Royal Chief that delegates have arrived to attend the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to SayPro Chief XX Officer of the succesful arrival of sent delegates to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro Chief Learning and Monitoring Officer that delegates have arrived to attend the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to SayPro Learning and Monitoring Officer of the succesful arrival of sent delegates to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro Chief Operations Officer that delegates have arrived to attend the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to SayPro Chief Operations Officer of the succesful arrival of sent delegates to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro Royal Committee that delegates have arrived to attend the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to SayPro Royal Committee of the succesful arrival of sent delegates to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro Neftaly Malatjie that delegates have arrived to attend the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to Neftaly Malatjie of the succesful arrival of sent delegates to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Official to confirm to SayPro Royal Chief that delegates have returned safely from attending the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to SayPro XX Officer of Successful Return of delegates sent to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to SayPro SayPro Chief Learning and Monitoring Officer Officer that delegates have returned safely from attending the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to SayPro Chief Learning and Monitoring Officer Officer of Successful Return of delegates sent to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Chief Operations Officer that delegates have returned safely from attending the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to SayPro Chief Operations Officer of Successful Return of delegates sent to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Chief Operations Officer that delegates have returned safely from attending the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to SayPro Royal Committee of Successful Return of delegates sent to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Chief to confirm to Neftaly Malatjie that delegates have returned safely from attending the invitation SayPro [SayProXXXX Position Name and Surname] confirmation to Neftaly Malatjie of Successful Return of delegates sent to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• The delegates must ensure that they take notes and prepare a report back for submission

Step 6: Post-Event Protocol

• SayPro Royal Official to prepare a Report back SayPro Chief XX Officer [Name Surname] Report Back on Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country] these must be reviewed and Acknowledged by Royal Chief, SayPro Chief Learning Monitoring Officer, SayPro Chief Operations Officer, SayPro Royal Committee and Neftaly Malatjie
• SayPro Royal Official to prepare an Agenda SayPro Chief XX Officer [Name Surname] Agenda for Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country] these must be reviewed and Acknowledged by Royal Chief, SayPro Chief Learning Monitoring Officer, SayPro Chief Operations Officer, SayPro Royal Committee and Neftaly Malatjie
• SayPro Royal Official to prepare Minutes of the Invitation SayPro Chief XX Officer [Name Surname] Minutes of the Invitation on [Title] on [DD Month YYYY] at [Area Name, City/Town, Country] these must be reviewed and Acknowledged by Royal Chief, SayPro Chief Learning Monitoring Officer, SayPro Chief Operations Officer, SayPro Royal Committee and Neftaly Malatjie
• SayPro Royal Official to prepare a Resolutions SayPro Chief XX Officer [Name Surname] Resolution on Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country] these must be reviewed and Acknowledged by Royal Chief, SayPro Chief Learning Monitoring Officer, SayPro Chief Operations Officer, SayPro Royal Committee and Neftaly Malatjie
• SayPro Chief must prepare the TO DO LIST from the event SayPro Chief XX Officer [Name Surname] To do List on Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country] these must be sent to Neftaly Malatjie for review and must be tasked to the relevant SayPro Royals
• SayPro Royal Official to send separate thank you messages to the attendees for attending the SayPro [Position Name and Surname] thank you and appreciation to [Name Surname of Attendee] for attending the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Royal Official to send a thank you note to the company or individual who sent the invitation to SayPro to attend the SayPro [Position Name and Surname] Thank you Note and Gratitude for the Invitation and Hosting us at the [Title] on [DD Month YYYY] at [Area Name, City/Town, Country]
• SayPro Chief Marketing Officer to write 100 AI generated topics on SayPro Royal Official to confirm to SayPro Royal Chief that delegates have returned safely from attending the invitation SayPro [SayProXXXX Position Name and Surname] request to attend the Invitation [Title] on [DD Month YYYY] at [Area Name, City/Town, Country] and list them on the relevant SayPro Website
• Ensure that you complete and create all the above bold highlighted text

6. Templates and Documents

• SayPro Invitation Request Form
• SayPro Official Invitation Template (Email and Print)
• SayPro Invitation Tracker Sheet
• RSVP Confirmation Template
• SayPro Thank You Letter Template

7. Channels of Invitation

• Email
• WhatsApp (Official Business Account)
• SMS
• SayPro CRM and LMS Platforms
• Printed Mail (if required)

8. Compliance

• All invitations must adhere to SayPro branding and communication policies.
• No unauthorized messages may be sent on behalf of SayPro.
• GDPR/POPIA compliance must be observed for all personal data used during communication.

9. Frequently Asked Questions (FAQs)

Q1: Who approves high-profile invitations?
A1: The Chief Executive Officer or relevant Royal Director.

Q2: Can invitations be customized?
A2: Yes. Customization is allowed within approved SayPro templates and design standards.

Q3: What happens if someone does not respond to an invitation?
A3: A follow-up is made within 3–5 working days. Non-responses are documented in the tracker.

Q4: Can invitations be sent automatically through SayPro systems?
A4: Yes. Our CRM and LMS platforms support automated invitations and tracking.

Q5: Is there a deadline for sending invitations?
A5: Invitations should be sent at least 10 working days before the event unless otherwise approved.