--- title: Website, E-commerce & Email Migration — 2026-04-05 type: article created: '2026-04-05' updated: '2026-04-05' source_docs: - raw/2025-12-11-wi-masonic-website-call-108177736.md tags: - client/wi-masons - ecommerce - woocommerce - stripe - payments - ach - email-migration - office365 - dns - webhooks - grant-management - support-retainer layer: 2 client_source: Wisconsin Masonic Foundation industry_context: nonprofit transferable: false --- # Website, E-commerce & Email Migration — 2026-04-05 ## Overview Working session with Peter Tourville (WI Masonic Foundation) and Adam Rigden (WI Masons) to finalize three workstreams: migrating `wimasons.foundation` email from Google to the Grand Lodge's Office 365, adding a WooCommerce store for grant item purchases, and establishing an ongoing support retainer. All three were agreed upon by end of call. **Attendees:** - Peter Tourville — WI Masonic Foundation (external) - Adam Rigden — WI Masons (external) - Mark Hope — Asymmetric - Karly Oykhman — Asymmetric --- ## Key Decisions ### Support Agreement Pricing - **One-time setup fee:** $2,000 for WooCommerce store build and Stripe integration - **Monthly retainer:** $500/month for ongoing updates, events, and support - **Retainer start date:** January 1, 2025 - **Authorized contacts:** Peter Tourville and Adam Rigden only (no other staff to submit requests) ### E-commerce: WooCommerce + Stripe - Replace Square with Stripe to enable ACH payments for grant purchases - Add a WooCommerce store to the existing site (fewer than 10 products initially: AEDs, FSTs, jump bags) - Adam's existing Stripe account will be connected via Stripe Connect; payment links and product details will be used to populate product pages ### Two-Step Capture Flow for Grant Purchases Agreed to use Stripe's payment capture feature to enforce grant rules without over-automating: 1. Lodge submits grant form and provides payment info 2. Stripe **captures** (reserves) funds — charge is not completed 3. Staff reviews the grant form for eligibility, budget limits, and lodge maximums 4. Staff manually **completes** the charge in Stripe upon approval 5. Webhook fires: notifies FSS for fulfillment, sends confirmation emails to all parties **Rationale:** Grant rules are complex and frequently changing ($3,000 max for medical, $1,000 for other categories; per-lodge annual maximums). Full automation would require constant maintenance. The two-step process preserves manual oversight while eliminating the current check-and-photo workflow. ### Email Migration: Google → Office 365 - Migrate `wimasons.foundation` email from Google (currently forwarded, causing quarantine issues) to the Grand Lodge's Office 365 tenant - **Rationale:** Consolidate under one platform, resolve quarantine issues caused by Google forwarding, and maintain IRS-clean separation between fraternity and foundation domains - **Interim fix:** Peter to whitelist the website's sending address (`peter@wi-masons.com`) in Office 365 Security settings to stop immediate quarantining --- ## Action Items - [ ] **Peter** — Confirm whether Mike Burnham or Tom Stevens is the Office 365 admin; coordinate MX record handoff with Mark - [ ] **Peter** — Whitelist website sending address in Office 365 to stop quarantine in the interim - [ ] **Mark** — Send proposal to Peter: $2,000 store setup + $500/month retainer - [ ] **Mark** — Send Adam the meeting link to schedule Stripe Connect + webhook configuration call - [ ] **Adam** — Send Mark Stripe payment links (AED, FST, Jump Bag) and product details/descriptions - [ ] **Karly** — Email Peter and Adam the assigned developer contact for ongoing update requests --- ## Technical Notes ### DNS / Email Migration Process Two changes required in sequence: 1. Grand Lodge O365 admin (Burnham or Stevens) adds the `wimasons.foundation` domain to the Office 365 tenant and provides the target MX record value 2. Mark updates the DNS MX record for `wimasons.foundation` to point to the new Office 365 mail exchange Current state: domain DNS is managed by Asymmetric; MX currently points to Google. Forwarding from Google to Office 365 is causing all inbound website form emails to land in Microsoft quarantine. ### Stripe Connect Adam has an existing Stripe account with pre-built payment links for AED, FST, and jump bag products. Connection to the website will be done via Stripe Connect (requires a live call for two-factor authentication). Once connected, product pages can be built using embed codes or standard WooCommerce product + Stripe gateway. ### Webhooks Webhook endpoint URL (to be generated on the Asymmetric/WooCommerce side) will be registered in Adam's Stripe account. On payment completion, the webhook will distribute notification emails to relevant parties (Adam, Erica, Rick at FSS, etc.) to trigger fulfillment. --- ## Context The WI Masonic Foundation operates with approximately 1.5 FTE staff. The current grant fulfillment process requires lodges to photograph checks, mail them in, and wait for manual bank deposits — a significant bottleneck. The store + ACH solution eliminates the check handling entirely for pre-approved grant items (AEDs, FSTs, jump bags). Other grant types (scholarships, veterans donations) still require check verification because they involve one-to-one matching with external organizations. The foundation intentionally uses a separate domain (`wimasons.foundation` vs. `wimasons.org`) to maintain IRS-required separation between the fraternal organization and the charitable foundation. --- ## Related - [[wiki/clients/current/wi-masons/_index]]