Community Research Keepers Intake / Payment / Receipt Flow v0.1

This document specifies the white-glove manual intake flow (v0.1) for bringing a new Community Research Keepers member from initial yes through contribution setup, acceptance into the Earth Stewardship Program, orientation package delivery, first check-in, and Office system record. It is piloted with Sjeanne BC. It also contains the introductory video outline and acceptance letter template used during onboarding.

Design principle: Do not wait for website automation before testing the pathway. Run the pilot manually to learn what must be automated later.

Goal

Move someone cleanly from "yes, I want to join" into:

  1. Earth Stewardship Program acceptance
  2. Community Research Keepers onboarding
  3. Contribution setup
  4. First research/orientation delivery
  5. First acknowledgment loop

Seven-Step Intake Flow

Step 1 — Verbal or Written Yes

Capture the initial yes through conversation, email, message, or sign-up form.

Minimum fields to capture:

  • Full name
  • Email
  • Preferred contact channel
  • Interest in the Circle of Community Research Keepers

Step 2 — Contribution Setup

Confirm the $25/month for one year contribution path.

For the pilot, manual confirmation is acceptable. Possible methods: payment link, subscription checkout, invoice, or a direct contribution method already used by the Office.

Fields to capture:

  • Contribution method
  • Contribution start date
  • Receipt preference

Step 3 — Receipt and Acceptance

Once the contribution path is confirmed:

  • Send contribution receipt or confirmation.
  • Send the acceptance letter into the Earth Stewardship Program.
  • Mark status as accepted / orientation pending.

Step 4 — Orientation Package Delivery

Send the following as a bundle:

  1. Acceptance letter (see template below)
  2. Introductory video (see outline below)
  3. Orientation packet v0.2 — see Earth Stewardship Orientation — Community Research Keepers v0.2
  4. One short question: "Which area(s) of community need feel most alive for you right now?"

Step 5 — First Orientation / Check-in

Offer one of the following:

  • Short call
  • Tending the Living Day style orientation
  • Written response pathway
  • Invitation into a lunar-cycle research gathering

For Sjeanne, choose the warmest and lightest option that still gives real contact.

Step 6 — Record in Office Systems

Record the pilot in the sign-up / orientation capture system.

Suggested fields:

FieldValues
Name—
Email—
RoleCommunity Research Keeper
ProgramEarth Stewardship Program
Contribution path active?yes / no
Acceptance letter sent?yes / no
Orientation packet sent?yes / no
Intro video sent?yes / no
First orientation completed?yes / no
Selected areas of interest—
Acknowledgment method preference—
Notes / follow-up date—

Step 7 — First Acknowledgment Loop

After the first research update is sent, invite acknowledgment through one of:

  • Email reply
  • Discord message
  • Simple form
  • Website dashboard response
  • Lunar-cycle research gathering participation

The goal is not tracking for its own sake — it is knowing what is landing and where it may want to move next.

Introductory Video Outline

Working title: Welcome to Earth Stewardship and the Circle of Community Research Keepers
Audience: First-time prospective Keepers, beginning with Sjeanne BC
Target length: 5–8 minutes
Tone: Warm, steady, invitational. Low hype, high clarity. Speak from relationship and purpose, not from sales language. Let Kichwalana's voice lead; keep Khipu-generated language secondary.

Core message: Community Research Keepers help keep knowledge alive within community. The role is not only to receive information, but to help knowledge move in a living, relational way that honors the communities and ways of knowing it comes from.

Suggested Structure

1. Welcome and why this exists

  • Welcome into the Earth Stewardship Program.
  • Name the Office of the Three Sisters as a community tending Earth, relationship, and living research.
  • Explain that this invitation is for people who want to participate in a steady, relational way.

2. Research is relationship, not extraction

  • Indigenous research methodology is not only about collecting information; it is about relationship, accountability, reciprocity, and keeping meaning connected to life.
  • The Office practices research in a way that serves community rather than extracts from it.

3. Knowledge sovereignty and Yachay

  • Community Research Keepers are a pillar of knowledge sovereignty.
  • Their role helps keep knowledge oral, transmittable, and alive in the communities it is meant to nourish.
  • Name Yachay — knowledge cultivation — as a living practice of nurturing and fostering what has been learned.

4. What a Community Research Keeper does

  • Receives research updates and offerings from the Office.
  • Reflects on what stands out.
  • Integrates it in their own life and circles.
  • Helps the work travel in a way that preserves context and right relationship.
  • Sends acknowledgment so the Office knows the work is landing.

5. What this circle supports — Alli Kawsay areas

  1. Celestial rhythms and timekeeping support
  2. Rimanakuy — community gatherings and events
  3. Coworking / third spaces, mentorship, personalized learning, and creative exploration
  4. Higher education alternative opportunities — Hampina Path
  5. Sacred intimacy, relational support, and repair
  6. Indigenous sovereignty and community resilience
  7. Habitat and ecological stewardship

6. What the commitment is

  • $25/month for one year for this specific circle.
  • Receive updates with care.
  • Help further the work through reflection and dissemination.
  • Stay in right relationship with the material and the communities it serves.

7. Invitation and next step

  • If this feels aligned, say yes and begin the welcome/orientation flow.
  • Choose the area(s) that call most strongly.
  • Let the first step be relationship, not pressure.

Suggested closing line:

Thank you for considering this role. The work is not only to receive research, but to help keep it alive where life is actually being lived.

Acceptance Letter Template

Subject: Welcome into the Earth Stewardship Program

Dear [Name],

Welcome.

We are glad to receive your yes into the Earth Stewardship Program of the Office of the Three Sisters.

This program is a pathway for people who want to give to the Earth and to community in a concrete, relational, and ongoing way. By entering this program, you are stepping into a living community of care, reciprocity, research, and participation.

You are being welcomed specifically into the Circle of Community Research Keepers, a collective within the broader Circle Keepers role. Community Research Keepers help keep the Office's research alive by receiving updates, reflecting on them, integrating what they learn, and helping the work move through community in right relationship.

Your current commitments (v0.1):

  • A reciprocity contribution of $25/month for one year
  • Receiving Office updates and research offerings with care
  • Helping further the work by reading, integrating, and sharing appropriate insights within your own circles
  • Responding through a simple acknowledgment, reflection, or lunar-cycle gathering participation so we know what is landing

What you will receive next:

  • The Community Research Keepers orientation packet
  • The introductory video on Indigenous Research Methodology / the work
  • Information about Office resources, offerings, progress, and participatory roles
  • A chance to name which area(s) of community need most call to you
  • An invitation into a first orientation or check-in

Areas you may feel drawn toward:

  • Celestial rhythms and timekeeping support
  • Rimanakuy — community gatherings and events
  • Coworking / third spaces, mentorship, personalized learning, and creative exploration
  • Higher education alternative opportunities — Hampina Path
  • Sacred intimacy, relational support, and repair
  • Indigenous sovereignty and community resilience
  • Habitat and ecological stewardship

Our hope is not only that you receive information from the Office, but that you help keep meaningful knowledge alive in the communities and circles you are already part of.

Thank you for joining us in this work.

With appreciation,

[Sender Name]
Office of the Three Sisters
[Contact / email / next-step details]

Internal note: For the Sjeanne pilot, pair this letter with the intro video, orientation packet v0.2, area-selection question, and first check-in invitation.

What Remains Manual (Pilot Phase)

For the Sjeanne pilot, the following steps are run by hand before any productization:

  • Payment confirmation
  • Receipt sending
  • Acceptance letter sending
  • Orientation package delivery
  • Notes on interest areas
  • First follow-up scheduling

Automation Targets (Post-Pilot)

After the pilot, likely automation candidates include:

  • Payment / subscription flow
  • Automated receipt email
  • Acceptance email trigger
  • Area-selection form
  • /office/signups status transitions
  • Dashboard reminders for follow-up
  • Standardized acknowledgment capture

Open Implementation Choices

The following are unresolved as of v0.1:

  • Which payment platform is used first?
  • Does Sjeanne receive everything by email, Discord, or a blended flow?
  • Is area selection part of intake, or part of the first orientation?
  • Is the first orientation synchronous or asynchronous?
  • What is the cleanest receipt record for monthly contributions?

Practical Next Move — Sjeanne Sequence

For the Sjeanne pilot, proceed in this order:

  1. Confirm preferred contact channel
  2. Confirm contribution method
  3. Send acceptance letter
  4. Send intro video + orientation packet
  5. Ask her top 1–2 areas of interest
  6. Schedule first check-in
  7. Record everything in the dashboard after

See also: Community Research Keepers, Earth Stewardship Program, Earth Stewardship Orientation — Community Research Keepers v0.2, Circle Keepers

Type: document · Also known as: Community Research Keepers Intake / Payment / Receipt Flow v0.1