Manage Wraparound Training Registration (PCAD)
People register for wraparound trainings through a form on the PCAD website. HubSpot handles the rest automatically: it records who registered, sends each person a confirmation email for every training they picked, and adds them to that training's registrant list. You get a notification for each registration and a dashboard to see everyone at a glance.
People register for wraparound trainings through a form on the PCAD website. HubSpot handles the rest automatically: it records who registered, sends each person a confirmation email for every training they picked, and adds them to that training's registrant list. You get a notification for each registration and a dashboard to see everyone at a glance.
How someone registers (what participants experience)- They go to the PCAD website, to the Home Visitor Training page, and fill out the embedded form: name, email, whether they're affiliated with a Delaware-funded home visiting program, and which trainings they want.
- They can pick more than one training at once.
- They submit. For each training they selected, they get a separate confirmation email with that training's details and Zoom link.
HubSpot recognizes people by their email address. If they already exist, their record updates; if they're new, they're added. No duplicates.
What happens automatically- Each registration is recorded on the person's contact record.
- One confirmation email per training, each with the correct Zoom link and details.
- The person is added to that training's registrant list (so you can see who's coming).
- You get an email notification when someone registers. If they sign up for several trainings, that's still just one notification.
- Zoom links. You create the Zoom link for each training and give it to Melissa so it goes in that training's confirmation email.
- Calendar invites (manual, on purpose). You create one calendar invite per training and add your registrants, so you can reply-all for reminders, changes, and cancellations and everyone stays in sync. We deliberately did not use an auto add-to-calendar button, because that would make private events you couldn't manage as a group.
- Cancellations and changes. Communicate these to registrants (reply-all on your calendar invite works well).
- Content for the website. Training descriptions, photos, addresses go to Dan for the website training page.
You have a HubSpot login for this. On the dashboard you can:
- See a count per training (how many registered for each).
- Click any training to see the list of who registered.
- Use the spreadsheet view: one row per person, a column per training, a mark under each training they registered for. This is usually the easiest way to scan everyone at once.
For now, keep taking attendance the way you do today (your Excel workbook). We're moving attendance into HubSpot in stages so nothing breaks. Eventually each training record will be where you mark who attended, and it'll connect to the supervisor portal for reporting. Melissa will walk you through that when it's ready.
About the confirmation emailsThey carry the training details, the updated PCAD logo, and your signature (Asaiah Beaman Fisher, Home Visiting Training and Support Coordinator). They send from the program address but appear to come from you, and replies go to your email (AsaiahFisher@pcadelaware.org).
For anything that needs a change (a new training, a corrected date or Zoom link, an email tweak, a cancellation in the system), contact Melissa. Adding or changing trainings happens on the HubSpot side, so those go through her.
Quick reference- Registration form: embedded on the PCAD website, Home Visitor Training page.
- Your dashboard: HubSpot (registration overview + per-training lists + spreadsheet view).
- Attendance today: your Excel workbook (HubSpot version coming in phases).
- Reply-to on confirmations:
AsaiahFisher@pcadelaware.org.