SayPro Tracking Report

SayPro Monthly January SCMR-13 SayPro Monthly Email Signatures: Create branded email signature templates by SayPro Brand Material Office under SayPro Marketing Royalty SCMR

SayPro Documents Required from Employees: Tracking Report

Document Title:
Tracking Report: SayPro Monthly Email Signatures (SCMR-13)

Issued by:
SayPro Brand Material Office
Under the direction of SayPro Marketing Royalty SCMR

Purpose:
This report is designed to assess and monitor the performance and brand engagement driven by SayPro-branded email signatures used by employees. It helps measure brand consistency, link engagement, and employee compliance across communication channels.

---

1. Overview

The SayPro Monthly Email Signature initiative is a branding tool managed by the SayPro Brand Material Office. Every month, employees are provided with updated, standardized email signature templates that incorporate current campaign elements, legal disclaimers, and strategic links (e.g., website, event pages, contact forms). The monthly version in reference is January SCMR-13.

---

2. Employee Responsibility

Each SayPro employee is required to:

• Implement the provided branded email signature in their official SayPro email accounts.
• Ensure consistency and correctness in the format, links, and design as issued by the SayPro Brand Material Office.
• Submit usage confirmation to their department head by the 5th of each month.
• Avoid editing or customizing any component of the template without prior approval.

---

3. Required Documentation from Employees

To support this initiative and maintain compliance, the following documents must be submitted monthly:

a. Signature Installation Confirmation

• A PDF or screenshot confirming the email signature has been correctly installed and is in use.
• Confirmation must include a sample email sent using the new signature.

b. Engagement Metrics (if available to the user)

• For employees using tools that track signature analytics (e.g., Sales or Communications departments), provide data such as:
  • Click-through rates (CTR)
  • Open rates
  • Engagement per link (e.g., LinkedIn, Website, Contact Us)
  • Device used to access links
• Format: Excel or Google Sheets; template provided by the SayPro Brand Material Office.

c. Monthly Tracking Report Submission Form

• A filled form summarizing:
  • Name, Department
  • Date of signature update
  • Observations or issues (if any)
  • Suggestions for future campaigns
• Submission deadline: By the 7th of each month

---

4. Tracking Report Components (by SayPro Brand Office)

The internal Tracking Report compiled by the Brand Material Office will include:

• Employee Compliance Rate (%): Percentage of staff who have adopted the correct signature by deadline.
• Click-through Rate (CTR) Summary: Average engagement rate for the signature links.
• Top-performing Links: Identifying which elements (e.g., social links, events, resources) generated the most interest.
• Signature Impact on Conversions: For departments using tracked links, comparison of leads/conversions before and after implementation.
• Brand Visibility Insights: Assessment of whether signature usage correlates with higher traffic on SayPro platforms.
• Issues Logged & Resolved: Any reported technical or visual issues and their resolutions.

---

5. Storage and Auditing

All documentation must be stored in the SayPro Central Document Management System (CDMS) under:

• Path: Marketing > Brand Management > Email Signatures > 2025 > SCMR-13 January
• Format: PDF (Reports), XLSX (Engagement Data), JPG/PNG (Screenshots)
• Retention Period: Minimum 12 months for audit readiness

---

6. Compliance Monitoring

Non-compliance or failure to submit required documents may result in:

• Formal reminder via department lead
• Escalation to HR after second missed submission
• Exclusion from next branding campaign participation

---

7. Notes

• All reports and data submissions are confidential and are used solely for the purpose of improving SayPro brand effectiveness.
• Suggestions from employees for improving email signature content or format are welcomed and reviewed monthly.