Official Measurer Incentive Program – Member Sign-Up Process

There are four general ways someone would join as a member and want to give an Official Measurer credit for their membership. This process applies to initial subscriptions as well as renewals.

1. Membership with Trophy Entry
A trophy owner will sign up as a member with their trophy entry materials. This will get processed with the rest of the trophy data is entered. The OMID needs to be included in the Staff Notes section.

2. Membership by Mailed in Rackcard
The rackcards will generally be mailed in by the OM after signing people up at an event. Occasionally a member will send one in themselves. The membership will be processed like a regular order. The OMID needs to be included in the Staff Notes. This is one of the instances where an OM might pay for the membership and include their credit card number. If that happens the billing address will need to be adjusted to reflect the OM’s billing address.

3. Membership Entered Online A member will join online.
They will need to include the OMID in the ‘Additional Information’ section when they check out. This information will automatically show up in the user notes section of the order. No additional input is required.

4. Membership by Phone
A member will call in to join. They will need to let whoever is processing the order know that they would like to give an Official Measurer credit and provide the OMID. The OMID needs to be included in the Staff Notes.

For Reference

This is the information provided to Official Measurers regarding people who sign up online:

If someone signs up online or by phone and does not indicate they would like you to receive credit as the Official Measurer we won't have a way to track that person on your behalf. Please remind anyone you encourage to sign up your OMID needs to be included with the sign-up to be added to the list.

If an OM calls wanting to know if someone has joined because they were supposed to get credit for a membership staff can go ahead and add their OMID to the staff notes on the original order of it wasn’t there to begin with. If a member calls after joining wanting to give an OM credit staff can go ahead and add their OMID to the staff notes on the original order.

This is the information provided to Official Measurers who want to pay for the membership
There are issues when an Official Measurer attempts to pay the entry fee and membership fee. At this point, Official Measurers can only pay for the entry fee and not the membership sign-up online. Only the trophy owner or member who wishes to sign up or renew can do that through their account. During our latest membership drive we noticed an increase in Official Measurers attempting to purchase memberships the same way entry fees can be tendered by the OM for a trophy they’ve measured. Unfortunately, trophy entry payment and member sign-up payments are not set up the same. Trophy entry payments are tied to the trophy ID and not the trophy owner, while the member sign-up fee is associated with the account used to tender. In this case the membership is being attached to the Official Measurer and not the intended recipient. Official Measurers can only pay for trophy entry fees online. The membership sign-up fee—if being done by the OM—needs to be called or mailed in.

Staff Notes
Using the Staff Notes section is the key to this process being successful. After you enter the OMID in the note you must click the blue ‘+Create note’ button for it to save.

Running Total/Gift Tracking Spreadsheet
There is a Google Sheet that has been used to track the running total for each OM since 2017 when the program began. Going forward, this will not be updated manually as the orders come in.

Going forward Karlie will run a Knowi report at the end of each month to pull all the orders with a Staff Note. This will be added to the running total spreadsheet for each Official Measurer. Once the spreadsheet has been updated it will be used to update the OM Sign-Up list on the website and the top 10 list in the Official Measurers newsletter.

If there are any calls about discrepancies, they can be directed to Karlie.