Challenge Software

Contents

This section provides a deconstructed view of the user registration journey from behind the scenes. It describes how to prepare for registration going live, and how to support the process with automated communications.

1. Understanding the Registration Process

2. Pre-Challenge Registration Review & Setup

3. Automated Registration Communications

1. Understanding the Registration Process

The user registration process for Wavumbuzi is intricately linked to user data collection and management. Understanding the nature of data collected at each stage of the process is crucial to the management of HubSpot properties and the workflows that depend on them.

In light of this, a re-design of the Registration Process was undertaken in June 2020, ahead of the first instance of Wavumbuzi Rwanda. Each new instance thereafter has seen some updates implemented, and require some data-field customisation with these updates mirrored within HubSpot in order to enable the System-HubSpot API to function properly.

Below you will find overviews of the current registration processes, split into that of a Teacher user and a Student user.

A. Student Registration Process Overview

The original concept document for the June 2020 update to the Student Registration Process can be viewed here.

The below diagram captures a high-level view of the student registration process:

The most recent version of the Student Registration process consists of the following steps:

1. Verify Your Contact Details form

   • This form collects a student's basic personal information and school affiliation

2. One Time Pin confirmation

   • This step requires a user to authenticate their provided contact details

   • Hubspot API push (i)

3. Create Logins form

   • This step guides users to create login details for the Wavumbuzi platform

4. Registration confirmation page

   • This step confirms to users that they have registered successfully

5. App Sign-In page

   • This step requires users to enter their newly created login details to enter the Wavumbuzi platform for the first time

6. In-App "Confirm your details to get started" required form

   • This step consists of a further set compulsory data fields for a user to fill in before proceeding into the Challenge World

   • Hubspot API push (ii)

7. Complete Profile page [optional data collection]

   • This step can be completed at the user's discretion and consists of more comprehensive data collection

   • Hubspot API push (iii)

For a detailed look at the data points involved in each step and their respective HubSpot property pairs, the live Confluence Document for the Student Registration Process can be viewed here.

B. Teacher Registration Process

The original concept document for the June 2020 update to the Teacher Registration Process can be viewed here.

The most recent version of the Teacher Registration process consists of the following steps:

1. Verify Your Contact Details form

   • This form collects a teacher's basic personal information and school affiliation

2. One Time Pin Confirmation

   • This step requires a user to authenticate their provided contact details

3. Create A Password form

   • This step guides users to create login details for the Wavumbuzi Teacher Portal

   • Hubspot API Push (i)

4. Your Teacher Portal Awaits page

   • This step confirms to users that they have registered successfully

5. Login Page

   • This step requires users to enter their newly created login details to enter the Wavumbuzi Teacher Portal for the first time

6. School Registration form

   • Your Profile (this step requires all teachers to provide further personal information about their role at their school)

   • School Profile (this step requires only the first registering teacher at a given school to provide further information about their school)

   • Hubspot API Push (ii)

For a detailed look at the data points involved in each step and their respective HubSpot property pairs, the live Confluence Document for the Teacher Registration Process can be viewed here.

2. Pre-Challenge Registration Review & Setup

There are two vital exercises that need to be conducted as part of configuring Wavumbuzi Systems for "Registration Readiness" (when registration forms are made available and shared to the public) ahead of every new instance of the Challenge. They are:

• A. Re-Evaluation of Registration Process

• B. Update of Data Fields

The sections below describe these two exercises in detail.

A. Re-Evaluation of Registration Process

It is the responsibility of the CRM & Systems Administrator to ensure that, for each iteration of Wavumbuzi, all required data is being collected from users and pushed to HubSpot for usage in communications and recruitment infrastructure. While the in-production version of the registration processes work well, there will always be room for their improvement - whether for UX or for data-gathering reasons.

It is best practice therefore to re-evaluate the standing registration processes ahead of each iteration of Wavumbuzi to ensure that it caters i) to the context of the country (especially in the case of launches in new countries) and ii) caters to the data-requirements in the HubSpot and Google Data Studio infrastructure. The latter point is expanded below.

The System-HubSpot API updates HubSpot records every time data is entered or updated in the Wavumbuzi Database ("DB" herein). In combing through the registration processes in section 1 above, you will see that certain pieces of data are collected for the first and only time at particular steps in the process. Because a user is required to have reached a specific step in the process to have entered data into each field, the presence of data in these fields are in many cases used as proxies for what stage in the registration process a user finds themselves at. For example, a user who has a confirmed email address must have verified that email address. Or a learner that has data on what grade they are in at school (which is collected only at the compulsory in-challenge bio stage) must necessarily have logged into and accessed the Challenge World.

These proxies can be used within HubSpot as indicators for what stage of registration a user finds themselves at. The proxies are also utilised by the M&E Team within data studio. It is therefore important to collaborate with the M&E Team before making drastic adjustments to the registration process.

Should any updates to the process be made, they ought to be documented in Confluence, following the precedent set in existing registration documentation here.

All necessary updates to the registration process ought to be discussed with the Product Owner and communicated and briefed to the Development Team with reasonable foresight.

B. Update of Data Fields

It is also the responsibility of the CRM & Systems Administrator to ensure that, for each iteration of Wavumbuzi, the System-HubSpot API is pushing the correct data to HubSpot and that HubSpot has properties that are properly configured to receive that data. This requires a series of data field updates to be made in the API logic (by the Dec Team) and in the HubSpot properties (by the CRM & Systems Admin).

An exhaustive list of such properties is available in Confluence for both Student Registration and Teacher Registration. Scroll to the most recent version of the registration processes and view the tables under the "HubSpot API Push" headers; each containing a table for Contact data and a table for Company Data. These tables document each field that is pushed to HubSpot at each stage, what the recipient property name is in HubSpot, what type of property it is, and what value ought to be set for it. Fields in these tables, split into one row per field, correspond to fields on registration forms.

• EXERCISE: Created an updated version of the Registration Process (for both Student Registration and Teacher Registration) in which you update the "HubSpot API Push" tables. Configure HubSpot properties to match the field values in the updated tables.

• Video Walk-Through of above EXERCISE

3. Automated Registration Communications

Automated communications are used to i) guide users through the registration process where they may get stuck and ii) greet new registrants with welcoming materials and information.

Along the user registration journey - prior to having verified contact details for the user - CM is used to send OTP and prompt messages, both via email and SMS. Message logic in CM works similarly to any automation platform and requires a defined trigger condition. This logic has been configured by the Wavumbuzi Development Team. However, the instructions for that configuration are determined by the operational team and have been documented - along with message templates - in these Confluence documents:

1. Automated CM SMS

2. Automated CM Email

At the configuration stage for a new instance of Wavumbuzi, the Development Team will require all merge field variables to be confirmed for that instance. These variables are listed in the above-linked documents and can be identified by their {{notation}}.

Once a user's information is verified by submission of their OTP and they are registered for the challenge, the source of further communications shifts primarily to HubSpot automated emails. Typically this has been limited to a simple welcoming email to new teachers; containing activation information (such as Teacher Training details & RSVP form) and links to helpful resources (such as a Teacher Pack). An example of one such welcome email can be viewed here. To view the automation logic behind this mail, click on the link underneath "Workflows" on the email's page.