New Instance Setup

Preparing for a new instance of Wavumbuzi can be a large effort. However, with a clear set of required actions, the task is drastically simplified. The "Registration Readiness" checklist below is the most recent version of this checklist (used for Rwanda Ed 2). Items are divided into (i) those that are essential to being completed before the registration link can be made available to the public, and (ii) those that can afford to be attended to once registration has began.

The process is a coordinated effort between many team functions, and should therefore be navigated in collaboration with in-country teams.

Registration Systems Readiness Checklist

Setup checklist for all supporting systems, including: Hubspot, CM, Toky, Google Analytics, Google Tag Manager, etc.

Will Inhibit Reg Live

• Required Game Software Updates Implemented [Details Here]

  • Evaluate registration process (consider updates and/or opportunities) i.t.o. data gathering and brief desired updates to Dev Team

• Pre-Game Data Readiness [Details Here]

  • For new instance in existing country: Produce existing school list from system + Hubspot and clean/reconcile to match all System IDs; all schools ought to exist on System

  • Determine whether any additions or modifications ought to be made to school list (either through research or NP supplied schools) and execute as required

  • Clean recruitment contacts for schools and tag in Hubspot as sorting mechanism for Contact Association during Deal Creation

  • Determine multi-iteration actions required: Dealing with contacts + schools involved in multiple iterations. Execute

• Data Flow System Live [Details Here]

  • Review API configuration and identify required updates

  • Update all multi-iteration properties to include appropriate options [List of properties to be created]

  • Brief Dev Team on Hubspot API updates:

    • • New datapoint pushes to enable smarter personalised comms

      • New datapoint pushes + calculated fields to enable better recruitment + custodianship pipeline management & automation"

  • Itemise and build Hubspot-native data update automations (user triggered + school triggered)

• Automated Registration Communications Ready [Details Here]

  • Review and test CM account (number registration, credit, etc.)

  • Registration journey communications (Teacher + Learner + CM)

  • Review and test CM account for automated email comms

• Non-Automated Communications Systems Ready

  • Review and test Toky account for SMS comms

  • Review and test Toky account for calling campaigns (ambassador calling)

  • Review and test Whatsapp business account

    • Setup WhatsApp accounts for take to market team (ambassadors, school liaison, etc.)

• Questions:

  • We will be importing a fresh list of schools to the system as our starting point?

  • Produce consolidated schools list and enquire as to bulk additions or modifications pre-system-import

  • Understanding adjustments for multi-iteration data layering.

• Considerations:

  • API updates (full list of properties + property options)

    • Properties required for dashboards

  • Updates / adjustments to Knowledge Base & support form

  • Configuration of WhatsApp support line/business account

  • Welcome email copy & design (Hubspot)

Will Not Inhibit Reg Live

• Miscellaneous HubSpot Preparation Concluded [Details Here]

  • Customise record views (Contacts, Companies, & Deals) for recruitment team

  • Update filing convention in Emails, Workflows, & Lists to include new iteration

  • Create repository of Active Lists for required comms segments

  • Connect domains to Hubspot

  • Support systems review and setup: copy updates to Knowledge Base

• User Behaviour Tracking Live [Details Here]

  • Google Analytics and Tag Manager containers set up and event tested in staging; deployed to production

  • UTM tracking protocols

• Data Capture & Management Protocols Live [Details Here]

  • Determine protocols for event RSVP/attendance records and capturing on Hubspot

  • Determine protocols for duplicate record checks & reconciliation

• Considerations [Details Here]

  • Review school recruitment funnel with key conversion points and how each one will technically work (may require some new API properties, etc.)

Other Considerations

• Updated email signatures, header graphics, etc.

• Website Updates

• Dashboard Enablement [Details Here]

• Dashboard Instance 'Duplication' [Details Here]

• New Dashboard Builds [Details Here]

• Growth Experiment Design/Setup [TO BE ADDED]

• Ambassadors (Infrastructure & Training) [Details Here]

• Calling Campaign (Infrastructure & Training) [TO BE ADDED]

• School Custodianship (Infrastructure & Training) [Details Here]