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  • In scope
    High

    Advanced search functionality on GI will use Relevanssi , including any weighting rules, indexing exclusions, or search result customisations

    Section: Other integrations

    Assumption: Governance Intelligence will only include third-party integrations and custom functionality that are explicitly confirmed below. No integrations or custom logic from IR Impact are assumed to exist on GI unless agreed and scoped. Third-party integrations Ave to recommend based on the below

    Agreed item: Confirm that advanced search functionality on GI will use Relevanssi , including any weighting rules, indexing exclusions, or search result customisations.

    • Yes

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • Deferred / Phase 2
    Medium

    Decision: any GI-specific campaigns, automations or reporting requirements are planned

    Section: Workbooks CRM integration

    Assumption: Workbooks will be shared at account level, but GI data must be clearly attributable and isolated within it.

    Agreed item: Confirm whether any GI-specific campaigns, automations or reporting requirements are planned.

    • Separate databases. See later notes on reporting requirements.
    • Moving to Hubspot CRM. In April. Looks like approx 8 months to get Hubspot live/
    • What do we suggest? > a more basic CRM integration placeholder
      • Andy would need to see the completed Hubspot schema to know how to build GI to connect. We cannot hypothesise cost.
      • Could build the whole website without a CRM connection. In July, when HubSpot is ready, then it can be scoped, quoted and then connected
    • Two quotes
      • 1 without the CRM integration
      • 1 for a CRM based on working similar to Workbooks

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Confirm which user actions trigger Workbooks updates, including registration, profile updates and subscription changes

    Section: Workbooks CRM integration

    Assumption: Workbooks will be shared at account level, but GI data must be clearly attributable and isolated within it.

    Agreed item: Confirm which user actions trigger Workbooks updates, including registration, profile updates and subscription changes.

    • Correct. Same as IR

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Confirm which profile fields are GI-only

    Section: Workbooks CRM integration

    Assumption: Workbooks will be shared at account level, but GI data must be clearly attributable and isolated within it.

    Agreed item: Confirm which profile fields are GI-only.

    • Separate databases

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Confirm which profile fields are conceptually shared but stored separately per site

    Section: Workbooks CRM integration

    Assumption: Workbooks will be shared at account level, but GI data must be clearly attributable and isolated within it.

    Agreed item: Confirm which profile fields are conceptually shared but stored separately per site.

    • Separate databases

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Confirm how custom fields and picklists are isolated between organisations

    Section: Workbooks CRM integration

    Assumption: Workbooks will be shared at account level, but GI data must be clearly attributable and isolated within it.

    Agreed item: Confirm how custom fields and picklists are isolated between organisations.

    • Separate databases

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Confirm how GI-originated records are distinguished from IR records within Workbooks

    Section: Workbooks CRM integration

    Assumption: Workbooks will be shared at account level, but GI data must be clearly attributable and isolated within it.

    Agreed item: Confirm how GI-originated records are distinguished from IR records within Workbooks.

    • Separate databases

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • Deferred / Phase 2
    Medium

    GI connects to the same Workbooks account as IR Impact

    Section: Workbooks CRM integration

    Assumption: Workbooks will be shared at account level, but GI data must be clearly attributable and isolated within it.

    Agreed item: Confirm that GI connects to the same Workbooks account as IR Impact.

    • No, it’s a new database for GI
    • Note, change of CRM projected for 2026. Therefore phase 1 of GI website to be built without CRM integration, reducing visibility of data mapping for identifiable user activity

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Decision: any metering, soft-lock or teaser behaviour is required on GI

    Section: Subscriptions, access control and content gating

    Assumption: Access control on GI is defined independently, even where it mirrors IR structurally.

    Agreed item: Confirm whether any metering, soft-lock or teaser behaviour is required on GI.

    • Correct. Same as on IR

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Decision: any GI-specific access rules exist that do not apply on IR

    Section: Subscriptions, access control and content gating

    Assumption: Access control on GI is defined independently, even where it mirrors IR structurally.

    Agreed item: Confirm whether any GI-specific access rules exist that do not apply on IR.

    • No

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Confirm how access is controlled on GI: by post type, taxonomy, individual content item, or a combination

    Section: Subscriptions, access control and content gating

    Assumption: Access control on GI is defined independently, even where it mirrors IR structurally.

    Agreed item: Confirm how access is controlled on GI: by post type, taxonomy, individual content item, or a combination.

    • Correct

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • Deferred / Phase 2
    Medium

    Decision: GI subscription levels mirror IR exactly or differ in any way

    Section: Subscriptions, access control and content gating

    Assumption: Access control on GI is defined independently, even where it mirrors IR structurally.

    Agreed item: Confirm whether GI subscription levels mirror IR exactly or differ in any way.

    • Correct. Subscription set up will be mirrored / set up exactly as per IR. With same functionality etc
    • Payment feature will be turned off for launch.

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • Deferred / Phase 2
    Medium

    Password resets and credential changes apply only to the site on which they are performed

    Section: Users, authentication and data separation

    Assumption: GI and IR user data must remain fully separate to avoid unintended coupling or side effects.

    Agreed item: Confirm that password resets and credential changes apply only to the site on which they are performed.

    • Agreed
    • Service providers are the main people across both brands A note RE CRM, as HubSpot likely to be procured later in the year. Workbooks to be retired.

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Updates to user profiles or preferences on GI do not propagate to IR, and vice versa

    Section: Users, authentication and data separation

    Assumption: GI and IR user data must remain fully separate to avoid unintended coupling or side effects.

    Agreed item: Confirm that updates to user profiles or preferences on GI do not propagate to IR, and vice versa.

    • Correct. Aim organisationally that GI and IR are completely separate entities
    • Have two separate databases – a GI and IR ones.
    • Deduping will be needed in some cases

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Accounts using the same email address on both sites are not linked in any way

    Section: Users, authentication and data separation

    Assumption: GI and IR user data must remain fully separate to avoid unintended coupling or side effects.

    Agreed item: Confirm that accounts using the same email address on both sites are not linked in any way.

    • Correct

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Usernames, passwords and login sessions are entirely independent between the two sites

    Section: Users, authentication and data separation

    Assumption: GI and IR user data must remain fully separate to avoid unintended coupling or side effects.

    Agreed item: Confirm that usernames, passwords and login sessions are entirely independent between the two sites.

    • Correct

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Users authenticate separately on GI and IR Impact

    Section: Users, authentication and data separation

    Assumption: GI and IR user data must remain fully separate to avoid unintended coupling or side effects.

    Agreed item: Confirm that users authenticate separately on GI and IR Impact.

    • There are users who login to both IR and GI
    • There are GI and IR preferences in Workbooks as it stands
    • If they are on both sites they are
      • flagged as ‘both’ in the brand in the CRM
    • Not an issue to show GI content within their IR profile
    • No known data protection issues to share between IR and GI, but Andy thinks this is an issue – you shouldn't be shown to be sharing their data across the sites
    • Consensus is that data is kept completely independent across each website

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    There are no planned future dependencies where functionality added to one site is expected to affect or surface on the other

    Section: Platform and technical architecture

    Assumption: Governance Intelligence will be built as a completely standalone WordPress site with no shared functionality or inherited logic from IR Impact. Any reuse will be limited to design patterns and intentionally selected approaches, not shared code, data, or behaviour.

    Agreed item: Confirm that there are no planned future dependencies where functionality added to one site is expected to affect or surface on the other.

    • For events, sometimes the webinars have the same audiences across both GI and IR. This is more about content not code/functionality.
    • Discussion re canonical – shared content. This is only really events, but only occasionally. Alice suggests articles should be edited to be different for both sites. If duplicates, we need canonical links and a user front end message to say there is a duplicate.

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    No application logic, automations, or functional code will be shared with, and continue to be shared with, the IR Impact site

    Section: Platform and technical architecture

    Assumption: Governance Intelligence will be built as a completely standalone WordPress site with no shared functionality or inherited logic from IR Impact. Any reuse will be limited to design patterns and intentionally selected approaches, not shared code, data, or behaviour.

    Agreed item: Confirm that no application logic, automations, or functional code will be shared with, and continue to be shared with, the IR Impact site.

    • Understood

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    The GI website will be a completely standalone WordPress install

    Section: Platform and technical architecture

    Assumption: Governance Intelligence will be built as a completely standalone WordPress site with no shared functionality or inherited logic from IR Impact. Any reuse will be limited to design patterns and intentionally selected approaches, not shared code, data, or behaviour.

    Agreed item: Confirm that the GI website will be a completely standalone WordPress install.

    • Correct

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    The sitemap and page plan will be finalised and signed off before the build begins, and treated as the baseline for development

    Section: Sitemap and pageplan

    Assumption: Governance Intelligence will define and supply the full sitemap and page plan for the website. This will provide the structural blueprint for the build, with all pages, sections and content types clearly identified prior to development commencing.

    Agreed item: Confirm that the sitemap and page plan will be finalised and signed off before the build begins, and treated as the baseline for development.

    • Correct

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Governance Intelligence will supply an agreed, complete sitemap covering all areas of the website

    Section: Sitemap and pageplan

    Assumption: Governance Intelligence will define and supply the full sitemap and page plan for the website. This will provide the structural blueprint for the build, with all pages, sections and content types clearly identified prior to development commencing.

    Agreed item: Confirm that Governance Intelligence will supply an agreed, complete sitemap covering all areas of the website.

    • Correct

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    No image sourcing, art direction, illustration development or stock procurement is assumed within the website build scope unless explicitly agreed

    Section: New visual assets

    Assumption: Governance Intelligence will be responsible for creating, supplying and uploading all visual assets required for the website, unless scoped to be provided by Ave. This includes all post hero imagery, feature images, and any bespoke visual content needed beyond the reuse or recolouring of existing assets from IR Impact.

    Agreed item: Confirm that no image sourcing, art direction, illustration development or stock procurement is assumed within the website build scope unless explicitly agreed.

    • Art direction as per the above – Ave to concept. Re stock assets for icons to be used across podcasts/videos/events – Ave to make spreadsheet for the ones being proposed, inc links to each and licence info. Free to use ones only.

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    All alt text will be the responsibility of Governance Intelligence

    Section: New visual assets

    Assumption: Governance Intelligence will be responsible for creating, supplying and uploading all visual assets required for the website, unless scoped to be provided by Ave. This includes all post hero imagery, feature images, and any bespoke visual content needed beyond the reuse or recolouring of existing assets from IR Impact.

    Agreed item: Confirm that all alt text will be the responsibility of Governance Intelligence.

    • Correct. Look at some plugin options for AI Alt Text

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • Out of scope
    High

    Confirm if any new icons or illustrations are needed, and if so, who will be responsible for designing, supplying and uploading them

    Section: New visual assets

    Assumption: Governance Intelligence will be responsible for creating, supplying and uploading all visual assets required for the website, unless scoped to be provided by Ave. This includes all post hero imagery, feature images, and any bespoke visual content needed beyond the reuse or recolouring of existing assets from IR Impact.

    Agreed item: Confirm if any new icons or illustrations are needed, and if so, who will be responsible for designing, supplying and uploading them.

    • N/a

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • Out of scope
    High

    Decision: any new icons or illustrations are required beyond the recolouring or minor adaptation of the existing IR Impact asset set

    Section: New visual assets

    Assumption: Governance Intelligence will be responsible for creating, supplying and uploading all visual assets required for the website, unless scoped to be provided by Ave. This includes all post hero imagery, feature images, and any bespoke visual content needed beyond the reuse or recolouring of existing assets from IR Impact.

    Agreed item: Confirm whether any new icons or illustrations are required beyond the recolouring or minor adaptation of the existing IR Impact asset set.

    • No new ones

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    Confirm who will be responsible for uploading visual assets into the CMS

    Section: New visual assets

    Assumption: Governance Intelligence will be responsible for creating, supplying and uploading all visual assets required for the website, unless scoped to be provided by Ave. This includes all post hero imagery, feature images, and any bespoke visual content needed beyond the reuse or recolouring of existing assets from IR Impact.

    Agreed item: Confirm who will be responsible for uploading visual assets into the CMS.

    • Ave to do illustrations and icons, as per notes on previous pages
    • IR to author a spreadsheet for automated migration of approx 100 assets – this will migrate the image and the associated alt text
    • IR to upload the rest as and when needed
    • A note from Ave that any mass migrated content won't come over with images or any other rich media assets. These all need to be added in manually.

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • In scope
    High

    All post hero images and feature imagery will be created and supplied by Governance Intelligence

    Section: New visual assets

    Assumption: Governance Intelligence will be responsible for creating, supplying and uploading all visual assets required for the website, unless scoped to be provided by Ave. This includes all post hero imagery, feature images, and any bespoke visual content needed beyond the reuse or recolouring of existing assets from IR Impact.

    Agreed item: Confirm that all post hero images and feature imagery will be created and supplied by Governance Intelligence.

    • Agreed

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • Open
    Low

    Decision: there are any changes to existing functionality that must be factored into scope, including but not limited to:

    Section: UI design

    Assumption: The Governance Intelligence website will adopt the same core UI design system as the IR Impact website, with limited, intentional variation. Any divergence will be clearly defined and confined to agreed visual elements or functionality.

    Agreed item: Confirm whether there are any changes to existing functionality that must be factored into scope, including but not limited to:

    • New or adapted event templates or layouts
      • Just events posts having a new layout(s). Priscilla to say what modules she wants from IR vs new stuff for GI
      • Perhaps this section is relooked at to make some sub pages, so it isn't all on one page as the length of the page is overwhelming
      • Tom from IR wil go through list of sponsors and bios etc to remove duplicates. He can manually add everything in. Ave do not need to action anything in this regard.
    • Geolocation-based behaviour or content surfacing
      • User feedback is that everything is so USA focussed due to dollars and content priorities. This is from UK and Asia
      • For GI, for 18 months, this will be a US focussed website. To that end, this functionality is to be paused
    • Currency toggles or localisation requirements
      • Not for GI for the initial phase of work
    • Any other feature not currently supported on the IR Impact site
      • See notes below.

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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  • Open
    Low

    Decision: any new UI components, modules, or content types need to be designed beyond those already in use on the IR Impact site

    Section: UI design

    Assumption: The Governance Intelligence website will adopt the same core UI design system as the IR Impact website, with limited, intentional variation. Any divergence will be clearly defined and confined to agreed visual elements or functionality.

    Agreed item: Confirm whether any new UI components, modules, or content types need to be designed beyond those already in use on the IR Impact site.

    • Content types – there will not be new ones.
    • Modules: Andy will share a list of all of them for IR to audit. Not expecting any additional ones. This will happen post quote approval.

    Source: GI website scoping workshop notes (12 Jan, 10–12pm)

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Andy White, Freelance WordPress Developer London