Guide to Recruiting and Voting on Trial Members
I will be splitting this guide up into two main sections. The first section will be the Guide to Recruiting, and the second section will be the Guide to Voting on Trial Members.
Introduction to Recruiting and Voting on Trial Members
Before a member can be selected as a recruiter, and vote on trial members, they must be assigned recruitment powers on the website.
Officers and Generals - Can assign recruitment powers to anyone who is a Staff Sergeant and above.
Commanders - Can assign recruitment powers to anyone, even those below Staff Sergeant rank.
Typically Recruitment Powers are only granted to members if they've already hit Staff Sergeant rank, and request them. However exceptions can be made for lower ranked members if they have demonstrated a strong willingness for recruitment (i.e. Actively spread the word of OD to people they game with, draw a lot of people to our channels and Discord)
Once recruitment powers have been granted to someone, any new members who register on the site will be able to select them from the Recruiter drop-down menu, and they will also be able to approve those applications, and vote on them and any other Trial Members.
Although any member can recruit for any Squad and Division, even if they aren't a part of it, different Divisions can have different requirements for recruits (Certain level or rank requirement in-game, for example), which must be respected.
- A recruiter is responsible for understanding and abiding by the expectations of the Division they are recruiting for.
- A recruiter is responsible for explaining the DSL system to anyone they recruit, and reminding their recruits to log in if their DSL gets high until they develop the habit of doing so on their own.
- A recruiter is responsible for gaming with their recruits, answering any questions they have, and making them feel welcome in the Clan.
Note: It is the responsibility of anyone granting Recruitment Powers to explain to them their responsibilities as recruiters.
Trial Membership is the period in which the Clan can evaluate a new individual's ability to be a friendly and positive part of the community before committing them as a full member.
How it works
Once registered on the Trial Membership, a Trial Member has 15 days to acquire a certain number of votes from other Recruiters. The exact number of votes required can differ depending on the Division. Upon reaching the exact number of votes required to pass, 7 days will be knocked off their wait time by default (i.e. a member who had 14 days left gets their required votes, their remaining days will automatically be set to 7 days left instead). Additionally for every point above the required number of votes they need, the Trial Member's number of days in Trial Membership will drop by another one.
The website is set to erase the profile of any Trial Members who fail to pass. This is different from full members, whose profiles are stored in the website database indefinitely, even after disablement. A Trial Member who fails will have to re-register on the site.
If an error occurs during the Trial Membership process, a General can manually re-add people (Their OD name and e-mail will be needed) and can even set it so that the new member can skip the Trial Membership process rather than having to do it over again, if the error occurred when they were going to pass.
Guide to Recruiting
Here I will give an explanation of some effective methods of recruiting that I have used along with the process of how to recruit a new member into the clan.
Effective Methods of Recruiting
There are a few different ways that I have found to work well when it comes to recruiting. One way you can find people to recruit that doesn't require much effort is to present the option to people that you've met in game. Another way you can go about recruiting is finding forums that you can make a good advertisement post on. Just make sure you don't try to sell something we don't offer, and make sure to include a way of contacting you such as your Discord username that they can use to add you. After they add you and you accept reach out to them with a message. You can also find other Discord servers for the game you play and post an advertisement on a clan recruitment type channel if they have one. To be most effective try to remember to comment or re-post your advertisement once a day so it stays at the top of the forum or Discord channel you are posting to. The last way you can find people to recruit that I have used in the past is your real life friends. If you have a real life friend who plays the same game why not ask if they want to join a clan, and have a bunch of people to play the same game with? 🙂
How to Recruit a New Member
Step 1: Initiate a conversation while making sure to be friendly, No one likes to talk to someone who is unfriendly and uninterested in what they are doing or talking about. Once you have confirmed their interest in joining the clan move on to "Step 2."
Step 2: Tell them that we have a short recruitment process that requires them to register on our clan website, and then ask them if that is ok. If they say "yes" then move on to "Step 3." If they say no don't get frustrated because not everyone is going to want to put forth the effort to sign up. Explain to them that it's understandable, and to message you if they ever change their mind in the future.
Step 3: Send them a link to our website https://www.overdosed.net , tell them to choose your name as their recruiter, and let them know to ask if they end up having any questions, and to let you know when they've finished. Once they have finished move on to "Step 4." I will list common questions below, and the answers to them.
1. Where do I go to sign up? There is a little button at the top that you click that says "Register."
2. What do I put in the search box? You can use the search box to search for your recruiter's name or you use the drop down menu and find them manually.
3. What are the votes for? The votes help filter out members who don't follow our rules, or could end up being a problem in the future.
4. What does DSL mean? DSL means "Days Since Login" which is how many days it's been since you last logged into the website.
5. Are additional comments required? No. You can leave that blank.
Step 4: Now is when you will go on the website to approve your recruit's registration. You will start by clicking the "Console" button at the top of the website. After that you will click the button that says "Recruitment." Then you will click the button that says "New Applications" as shown in the pictures below.
Step 5: Next you will be able to see your recruit's name, email, and an option to "Approve" or "Deny" their application. You will choose the "Approve" option, and click the "Submit" button. If you have no idea who the person is that sent the application go to "Step 5 Deny" Otherwise move on to "Step 6."
Step 5 Deny: If you have an application of someone that you have never met or talked to you will choose the "Deny" option and click "Submit." Then you will write a simple reason as to why you are denying their application such as, "I have never met this person" in "Comments" section, and you will then click the "Deny Application!!" button.
Step 6: Next you will choose how many votes you will be giving your recruit under "Vote Worth," and you will type out three reasons they deserve to be in the clan in the "Comments" box. Generally I put that they are active on the game they play, they are GM which means good mannered, and that they have an interest in the clan. After you've done those things you will click the button that says "Approve!"
Step 7: Next you will confirm that you do indeed want to approve their application by clicking the button that says "Approve!!" Once you approve their application your recruit will receive an email that they can use to set their password for the website.
Step 8: Let your recruit know that they should have an email that they can use to set their password, Also ask them if they could try logging in once they've set their password, and to let you know once they've done that. If they have trouble logging in ask them if they included the "(OD)" connected to the end of their name. If you still have issues contact someone in the clan who is an Officer or higher rank so they can try doing a password reset.
Step 9: Once they've logged in explain that logging in is how they reset their DSL on the website, and that the DSL system is just our clan's way of keeping track who is still active in the clan. I add this step because some people don't read the explanation of the DSL policy when they register on the website so it's good to reaffirm it. Also let them know that once they finish their trial period they will be able to link their Discord and/or Steam accounts to the site to help with keeping a low DSL. Explain that it resets your DSL using Discord when you send a message in a text chat or join a voice channel, and that Steam resets it any time you play a game using Steam. You should also explain that they can receive votes from other members by being friendly, keeping a low DSL, and showing activity on Discord and their main game played and that it's against the rules to ask for votes.
Step 10: Ask your recruit if they have Discord if you haven't already established that they do, and if they don't then kindly ask them to download it. Let them know that Discord is how our clan/community communicates so it is highly recommended they use it. Then you will need to provide them with our Discord server link which is https://discord.gg/QP57wVh
Step 11: Kindly ask your recruit to change their nickname on our Discord server only to the name they just created on the website including the "(OD)" connected at the end. After that if you have the ability to change roles on the Discord server find them on the "Member List" and set their role to "Trial Member" and add them to whichever game group they belong to such as "Halo Squad ASSEMBLE!!" if they are a Halo player. If you do not have the ability to change roles simply ask them to go to the "#rank-request" channel and request to be set to Trial Member. You can also ask a Division Leader or a clan member who is an Officer or higher to set them to "Trial Member."
Step 11.5: This step is just something I do for recruiting Halo division members. I explain that I've added them to our Halo group on Discord so whenever they type @Halo Squad, ASSEMBLE!! it will ping all of us who play Halo. I then tell them that they can use this when trying to find other people to game with. Then I usually ask them for their Xbox name so I can add them, and I give them mine as well. I also send them the link to our list of every member's Xbox name on the forum, and explain that to post on the forum they will need to create an account using the same name as the one they created on the website. I also tell them that the forum is used to give details about upcoming events among other things going on in the clan.
1. Here is a link to our list of everyone Xbox name's for the Halo division.
Step 12: I let them know that if they ever have any questions or need any help with anything to feel free to send me or a division leader a message, and I look forward to gaming with them. You don't have to say everything verbatim. You just want to make them feel welcome, and excited that they just joined our clan/community.
Step 13: I send them the links to our clan rules and our division specific rules and ask them to read it over when they have some time. This way they know the rules, and also so if they end up breaking one they can't say they never knew about them.
1: Here is a link to our clan rules. https://www.overdosed.net/index.php?view=Rules
2. Here is a link to our Halo division rules.
Step 14: The last step is to just make them feel welcome, and include them in things. Maybe ask them if they want to join you and play a few games with you or introduce them to some members who are playing at the time. The last thing you want to do is treat a recruit badly or like they're just a number because they aren't. Go out of your way for them, and treat them well. Our recruits are important, and are the future of this clan so let's treat them like it. 🙂
Guide to Voting on Trial Members
There are two ways that you can go about navigating on the website to vote on trial members so I will be going over both methods in this guide. I will also be going over how to delete a vote in case something happens to where you would need to use it such as accidentally voting on the wrong trial member.
Navigating the Website to Vote on a Trial Member
Step 1: You will start by clicking the "Console" button at the top of the website. After that you will click the button that says "Recruitment." Then you will click the button that says "Vote For Trial Member" as shown in the pictures below.
Step 1: You will start by clicking the "Members" button at the top of the website, and select the button that says "Trial Members" as shown in the picture below.
Step 2: You will search for and then click the name of the Trial Member that you wish to vote for as shown in the picture below.
Step 3: You will then click the button that says "Vote Here" in the section that says "Cast Your Vote" as shown in the picture below.
Voting on a Trial Member
Step 1: Click the drop down menu with the list of Trial Member's names, and select who you would like to vote for. Then you will click the button that says "Vote for Selected Trial Member" as shown below.
Step 2: If this is your first time voting you will read the section labeled "Expectations." Then you will click the drop down menu in the "Your Vote" section and select either "Neutral," "No," or "Yes," and the amount of votes the Trial Member will receive or have taken away with your decision.
Step 3: Now you will type your reasoning for the vote you chose in the text box in the "Comment" section.
Just like when voting on Promotions, 3 reasons will need to be provided when adding positive votes to Trial Members such as you seeing them being active on their game, activity on Discord, activity on the forum, keeping a low DSL, helping other members, participating in events, being GM (Good mannered), etc. If a newly developed Squad or Division does not have enough Recruiters to be able to pass their Trial Members themselves, they can ask a General to add votes to their Trial Members to make up the difference they are lacking. Generals are the only ones allowed to vote on a Trial Member without meeting them, and only under these conditions.
Like when voting on Promotions, only 1 reason will need to be provided when adding a neg vote to a Trial Member. Typically a Trial Member should receive neg votes for any cases of bad manners and improper conduct. Neg voting for DSL is considered improper, as the website will remove them automatically for DSL anyway.
"Neutral" is an option that is almost never used, but you can use if you want to share your thoughts on a Trial Member without giving a "Yes" or "No" vote.
After that you will click the button that says "Vote Now!" Now that you have learned how to vote on trial members try to make it a habit to vote on them. They can't make it into the clan without us, and we were all in their shoes once so don't think that it's not that important because it is.
Delete Vote(s) from a Trial Member
Step 1: You will start by clicking the "Console" button at the top of the website. After that you will click the button that says "Recruitment." Then you will click the button that says "Delete Vote" as shown in the pictures below.
Step 2: Click the drop down menu with the list of Trial Member's names that you've voted for, and select who you would like to delete your vote(s) from. Then you will click the button that says "Delete a vote from a Trial Member" as shown below.
Step 3: You will select the button that says "Click here to confirm" as shown in the picture below. After that your vote(s) will be removed from that Trial Member.