Harvest Ambassador Program

2.1 Purpose

This workflow governs group, host-site, and large-quantity orders so they can be handled consistently, digitally, and with clear accountability.

2.2 Bulk Order Categories

Bulk orders may include:

• churches
• sports organizations
• schools
• summer camps
• neighborhood hosts
• community captains
• businesses
• event organizers
• other approved institutions or group buyers

2.3 Core Workflow (8-Step Process)

2.4 Recommended Automation Stack

The website should digitally handle as much of the system as possible:

• ambassador registration
• unique referral links/codes
• bulk lead form
• CRM pipeline
• order status updates
• automated emails and reminders
• deposit invoices
• payment capture
• payout logs
• dispute flagging
• customer receipts
• dashboard reporting

2.5 System Rules

• No bulk lead may be worked outside the official intake system
• No ambassador may claim a lead verbally only
• No bulk order may be promised before inventory and schedule confirmation
• No custom pricing may be offered without STIMM approval
• Deposits and balances must be digitally documented

2.6 Offline Orders

If STIMM allows offline or manual orders in special cases, they must be entered into the system promptly with supporting documentation. STIMM may deny commission where the documentation is missing, late, unclear, or disputed.

3.1 Purpose

These rules exist to prevent conflict, confusion, double-claiming, and unnecessary competition between Harvest Ambassadors.

3.2 Lead Ownership Principle

A lead belongs to the ambassador who first submits a complete, verifiable, qualified lead through the official STIMM system, subject to these rules.

3.3 Minimum Valid Lead Information

To qualify for protection, a lead submission must contain enough information for STIMM to identify and verify the opportunity, including:

• organization or buyer name
• real contact person
• working phone or email
• estimated order size or order intent
• city/state
• ambassador identification

Incomplete or vague submissions may be denied protection.

3.4 Protection Window

A qualified lead shall ordinarily be protected for 30 days from the date of accepted submission.

Within that period, the lead is considered assigned to that ambassador unless:

• the ambassador fails to follow up
• the lead becomes inactive
• the lead is withdrawn
• STIMM determines the lead was already in house
• the lead was incomplete or inaccurate
• the lead was fraudulently claimed
• the opportunity requires reassignment for operational reasons

3.5 Renewal of Protection

Lead protection may be renewed if there is documented ongoing activity such as:

• meaningful communications
• scheduled meeting
• quote discussion
• deposit conversation
• active order planning
• pending approval by the buyer

Renewal is at STIMM's discretion.

3.6 House Accounts / Existing Accounts

If STIMM already has an active relationship with a buyer, or the buyer is already registered in the system, STIMM may designate the account as a house account or an existing account. In that case, the ambassador may not receive exclusive lead ownership unless STIMM expressly authorizes it.

3.7 Duplicate Lead Claims

If two or more ambassadors claim the same buyer, STIMM shall determine credit based on available records, including:

• timestamp of valid submission
• completeness of lead
• communication trail
• who generated the actionable opportunity
• whether the buyer was preexisting
• whether attribution can reasonably be split or reassigned

STIMM's determination is final for program purposes.

3.8 Circumvention Prohibited

No ambassador may intentionally interfere with, poach, override, or divert another ambassador's protected lead.

Prohibited conduct includes:

• contacting a protected lead after notice
• presenting oneself as the assigned ambassador when not assigned
• soliciting a buyer already under active protected engagement
• manipulating attribution or accounts

Violations may result in removal from the program and forfeiture of pending commissions.

3.9 Lead Status Visibility

Where technologically available, STIMM should provide ambassadors with dashboard visibility showing lead stage, including:

• submitted
• accepted
• duplicate
• quote sent
• scheduled
• won
• lost
• expired

3.10 Expired Leads

If a lead expires or is released, STIMM may return it to the open pool, reassign it, or work it directly.

4.1 Purpose

This policy defines the rules for product fulfillment, customer expectations, pickup, delivery timing, delays, and refund handling.

4.2 Nature of Product

The program involves seasonal perishable agricultural goods. Availability, timing, routing, and condition may be affected by harvest cycles, weather, crop conditions, supply constraints, and transport variables.

4.3 Order Acceptance

An order is not final until STIMM confirms:

• product availability
• quantity
• delivery/pickup terms
• payment or deposit status
• schedule approval

4.4 Deposits

For scheduled bulk orders or special orders, STIMM may require a deposit.

Unless STIMM states otherwise in writing:

• deposits reserve product and scheduling capacity
• deposits may become nonrefundable after inventory is committed or harvest/dispatch planning begins
• any exception shall be handled only by STIMM

4.5 Payment Terms

STIMM may require one of the following, depending on campaign size:

• full payment at checkout
• deposit with balance due before delivery
• invoice due by specified deadline
• approved institutional terms

Failure to pay by deadline may result in cancellation or rescheduling.

4.6 Delivery Windows

Delivery dates are generally estimates unless expressly guaranteed in writing. STIMM is not responsible for delays caused by events outside reasonable control, including but not limited to:

• weather
• transportation disruption
• supplier issues
• routing changes
• safety issues
• force majeure

4.7 Pickup Responsibilities

If the order is designated for pickup:

• the customer or host must arrive during the pickup window
• the customer is responsible for loading and transport after pickup unless otherwise stated
• unclaimed product may be forfeited if not collected within the designated period

4.8 Product Condition Claims

Because the product is perishable, any claim for damaged or materially defective product must be reported promptly.

Default rule:

• notice must be submitted within 24 hours of delivery or pickup
• notice should include photos and order information
• STIMM may inspect, verify, and determine the appropriate remedy

Possible remedies may include replacement, partial credit, reasonable refund, or denial where claim is unsupported or late.

4.9 Customer Cancellation

A. Small Orders
Small direct orders may be canceled only before order processing or dispatch begins.

B. Bulk / Scheduled Orders
Bulk or scheduled orders may be subject to stricter cancellation limits due to inventory commitment and routing costs. Once sourcing, harvest allocation, route planning, or dispatch has begun, cancellation may result in loss of deposit or denial of refund.

4.10 No-Show / Failed Receipt

If a customer, host, or organization fails to appear for pickup or is unavailable to receive a scheduled order, STIMM may:

• treat the order as completed
• charge additional delivery/redelivery cost
• deny refund
• issue partial credit only, at its discretion

4.11 Chargebacks / Payment Reversals

Any customer who initiates an improper chargeback or reversal after receiving product may be denied future service and referred for collection or dispute response. Ambassador payouts connected to reversed transactions may be adjusted or clawed back.

4.12 Ambassador Responsibility

Harvest Ambassadors must not promise refunds, replacement, special exceptions, or guaranteed dates outside published STIMM policy. Only STIMM may authorize exceptions.