Cambridge Markets — migration close-out

1. Accounts and ownership everything must belong to Cambridge Markets, not a person

Today most of the stack sits under julian@beeswaxapp.com. Each of these moves one dependency from a person to the business.

• Move the Heroku app to a Cambridge Markets account under info@Create the Heroku account with info@cambridgemarkets.com.au, add a billing card owned by the business, transfer the cambridge-markets app, then re-add Julian as a collaborator for development. Heroku has no read-only tier, so collaborators are all-or-nothing. Runbook is §13.8 of the handover document. Budget half a day and do it outside a market week.
• Confirm Stripe is registered to the company entityCheck the account's business details show Cambridge Markets Pty Ltd, and that info@ is the account owner's login, not a personal one.
• Confirm who owns Postmark and AWSLog into each, read the billing page, and record the owner. AWS account 625550168028. If either is personal, transfer or add a business owner.
• Xero custom connection under a stable shared loginFind which Xero user authorised the connection. If it is a personal login, re-authorise under the business's shared admin user so a staff departure cannot silently stop invoice sync.
• Google Workspace: name a second super adminThis blocked the DKIM work already. Needed for account recovery and for the DMARC item below.
• Domain registrant and auto-renew at WebcentralRegistrant is still the sole-trader ABN. Change it to Cambridge Markets Pty Ltd, and confirm auto-renew and the billing card. An expired domain loses the website and all staff email.
• GitHub repo into an organisation with a second ownersteamau is a personal account. Create an org, transfer the repo, add a Cambridge Markets owner. Heroku's GitHub integration must be reconnected afterwards.

2. Email domain DMARC and DKIM for cambridgemarkets.com.au

App email through Postmark is fully signed and verified. The gaps are on the staff Google Workspace side.

• Turn on Google Workspace DKIMWorkspace Admin → Apps → Gmail → Authenticate email → generate the google._domainkey key, publish the TXT in Cloudflare, then click Start authentication. Needs a Workspace super admin.
• Move DMARC reporting to a business addressThe _dmarc record's rua still points at julian@beeswaxapp.com. Change it to a Cambridge Markets mailbox, for example dmarc@cambridgemarkets.com.au.
• Tighten DMARC from p=none to p=quarantineOnly after Google DKIM is live and reports look clean for a couple of weeks. Doing it earlier quarantines forwarded staff mail.
• Fix new-application admin alertsNobody currently receives the "new application received" email: the people who want it have the master notification switch off, and vice versa. Set both the master switch and the New applications category on the same accounts (Bec, Mads).

3. Expenses inbox supplier invoices into Xero

Live on production and end-to-end tested with a fake invoice. The only missing piece is the real mail forward.

• Forward accounts@ to the Postmark inbound addressSet up the forward from accounts@cambridgemarkets.com.au in Workspace to the inbound address (in the in-app help panel under Expenses Inbox). Keep a copy in the mailbox.
• Send a real supplier invoice through itEmail a genuine recent invoice to accounts@. Check it lands in Admin → Expenses Inbox as a draft with the right supplier, amount and market allocation. Demo
• Finalise it and confirm the bill appears in XeroFinalising is the only step that writes to Xero. Confirm the bill, contact and tracking category are right, then mark it paid in the app when it is paid.
• Set the bookkeeper report recipientsThe 6am reconciliation brief is running but sends to nobody until BOOKKEEPER_REPORT_RECIPIENTS is set. Confirm Michelle's address and switch it on. Also give her the bookkeeper role if she wants to see the Xero sync page herself.

4. Roster crew shifts and assignments

• Build a roster for the next marketAdmin → Roster: create the shifts for one upcoming market day and assign real crew. Demo
• Confirm crew can see their shiftsLog in as a crew member and check the shift shows on their dashboard and calendar. Confirm any shift notification email arrives.
• Check the roster dashboard and coverage reportRoster dashboard and calendar in admin, plus the coverage report through the Claude connector, all agree on who is where.
• Agree who owns the roster week to weekName the person who builds it and by when before each market.

5. Tasks and templates per-event to-do lists

Live since late August. One template exists, "Seasonal market run-up", with the 8-item council and marketing runway (90 days out to market week).

• Walk through applying the template to an upcoming eventEvent page → Tasks → apply template. Show how due dates are worked backwards from market day, and how assignee, status and colour work. Demo
• Show where tasks surfaceAdmin calendar, the event page Tasks card, the timeline milestones, and the dashboard widget in list and gantt views.
• Decide the template setOne all-or-nothing template, or split into core council items and entertainment. Add any missing recurring jobs while everyone is in the room.
• Apply templates to every event in the next 90 daysNothing is scheduled for an event until a template is applied to it.

6. Google Analytics

The new site has no analytics tag at all. The old Squarespace stats stop when it is switched off.

• Create a GA4 property owned by info@In a Google Analytics account belonging to the business's Workspace, not a personal Google login. Add Julian as an editor.
• Add the tag to the site and verifyJulian adds the measurement ID to the layout. Verify with Realtime while someone browses the public site. Decide whether the admin and holder portal pages are excluded.
• Set up the events that matterApplication submitted, application paid, newsletter signup. Link Search Console for the www domain.

7. The migration itself what is done, what is still running

• Show the migration stateApplications, invoices and holders are in the new system. Maroubra 5 September was the first market run natively end to end. Legacy applications keep their Airtable invoice number and a link to the Xero invoice. Demo
• Explain the hourly Airtable sync and its stop dateApprovals, cancellations and paid flags still flow from Airtable every hour for the remaining legacy events. It goes idle after Eat Drink Nights Cronulla on 4 December 2026, and is then removed. Until then, decisions on legacy events are still made in Airtable.
• Confirm no new events get an Airtable formEvery new event uses the in-app application flow. Nobody adds an Airtable form URL to an event from here on.
• Squarespace: confirm what is left and when it endsEmail Campaigns is still live there and the lists were still being synced in early September. Agree the date the Squarespace subscription is cancelled and who does it.
• Tidy the stale draft campaignsAround 18 old draft campaigns sit in the app with a live Send button that reaches every holder. Delete them.
• Run the Airtable sync conflicts to groundFour Gymea self-cancellations surface as conflicts on every run until they are tidied in Airtable.

8. Handover and continuity the business must be able to run this without Julian

• Walk through the handover siteThe continuity document covers every account, the critical path, emergency runbooks, developer onboarding and the landmines. It holds no secrets by design. Demo
• Build the emergency kitFill every placeholder in the secrets register onto a USB stick held by the business. Confirm in writing with the bank that someone other than Julian can open the box. Make a second copy stored elsewhere.
• Store the handover document in four placesOn the stick, with the accountant or solicitor, printed in the office, and emailed to whoever knows the kit exists.
• Database backups and S3Confirm the Heroku backup schedule and download one copy. Decide whether uploaded images and insurance documents in S3 need a backup, because they have none today.
• Name a fallback Rails developerIdentify an agency or contractor willing to be called, and have them do one supervised deploy.
• Set the 6-month reviewRe-verify the handover document and run the Heroku access review every six months and whenever someone leaves.