SDC Trustees
YFPCloud Cutover Plan — summary for Trustees
This page summarises, for Trustees and the SDC formation committee, the plan to move SDC's shared workspace (YFPCloud) onto its permanent home and bring Trustee access under proper governance. It leaves out internal engineering detail — infrastructure configuration, credentials handling and incident logs — which the development team keeps in its own internal records. For the full working document, ask a member of the development team for access.
Related: the SDC Trustee Appointment Minutes Template, used to minute and reference every Trustee appointment or removal.
Phase 0Complete — 31 Oct 2026
Phase 1Complete — 31 Oct 2026
Phases 2–5Not yet started
Target Outcome
Where this is heading.
When this plan is complete, every YFPCloud user signs in through SDC's single shared identity system, at its permanent address, and the old legacy environment is retired. YFPCloud becomes a shared governance space for Groove Inc, SDC, YFP UK, YFP Uganda and other organisations — Trustees use it to oversee SDC's delivery of services to farmers registered on YFP.
01The old legacy environment is decommissioned.
02The current staging environment is promoted to permanent, production use.
03All logins go through the shared identity system. One recovery-only administrator account is kept for emergencies.
04The identity system holds a Trustees group and organisation groups (Groove Inc, SDC, YFP UK, YFP Uganda), used to control who can see what.
05Trustee registration is a separate, invite-only path, distinct from ordinary user signup.
Governance Decisions
Nine decisions, recorded 31 Oct 2026.
Final unless changed in so many words.
D1Where Trustee membership is recorded: in the shared identity system directly, as part of a Trustee's account.
D2How someone becomes a Trustee: invite-only, from a single-use link.
D3Local logins: all users log in through the shared identity system. One recovery-only administrator account is kept.
D4What a Trustee is: the governance layer of SDC, a charitable incorporated organisation that uses YFPCloud to deliver services to farmers registered on YFP. SDC is outside the governance and control of Your Footprint Ltd and Staalbaek Ltd.
D5The development backlog: YFPCloud is a shared governance space. The Groove Inc development backlog is being migrated into it.
Q1Who issues Trustee invites: Benjamin Williamson-Westerman, after the SDC formation committee has agreed and confirmed. The committee is Staalbaek Ltd advisory board members plus external advisors. No separate SDC admin role is needed.
Q2Organisation groups: added alongside Trustees: Groove Inc, SDC, YFP UK, YFP Uganda.
Q3YFP holding SDC Trustee identities: a data processing agreement between SDC and YFP must be in place before any Trustee is onboarded. It blocks onboarding, not the build.
Q4Invite link validity: invite links expire after 14 days.
Phases
Six phases, run in order.
Each needs explicit sign-off before it begins.
Phase 0 — Inventory the legacy environment
Complete · 31 Oct 2026
List users, files, boards and shares. Decide what migrates and what is archived.
Phase 1 — Groups in the identity system
Complete · 31 Oct 2026
Add Trustees and the organisation groups (Groove Inc, SDC, YFP UK, YFP Uganda) so access can be controlled by group membership.
Phase 2 — Trustee invite and signup path
Not started
Build invite issuance, the invite-only Trustee signup page and the appointment audit trail described below.
Phase 3 — Domain cutover
Not started
Point the platform's permanent address to the new environment and update internal configuration accordingly.
Phase 4 — Login and group mapping
Not started
Enforce sign-in through the shared identity system, with one recovery-only administrator account. Restrict the development backlog to the Groove Inc group.
Phase 5 — Migrate, parallel-run, decommission
Not started
Migrate data and the backlog, run both environments side by side for an agreed window, then decommission the old environment.
Trustee onboarding (actually sending invites) waits for the SDC–YFP data processing agreement, whatever phase the build has reached.
Trustee Invite Audit Trail
Every route in leaves a record.
This is the governance design; the engineering build is tracked separately.
01Committee approval is mandatory. An invite cannot be issued without a reference to the SDC formation committee's approval (decision date and minute reference) — see the Appointment Minutes Template.
02The data processing agreement blocks issuance. Invites are refused until an SDC–YFP agreement reference is recorded, enforcing Q3 above in the system itself, not just by procedure.
03Records are append-only. Each invite gets one record. Every change of state (issued, redeemed, expired, revoked) adds a new entry with who made it and when. Nothing is edited or deleted.
04Invite links are single-use and time-limited, and the system never stores the raw link — only enough to verify it once, when used.
05Redemption is the only route into Trustees. Using an invite records the resulting account and grants the group. Revoking an invite or a membership removes the group and writes its own record.
06Every change is logged a second time, independently of the record above, so the trail exists in two places.
Decided 1 Nov 2026: invites are issued only by a system administrator, through a restricted internal tool. The link is shown once on screen and sent by the issuer. A Trustee account's email must match the invited address exactly (ignoring case), for new and existing accounts alike.
Open Questions
What's still being decided.
Unanswered, and need a decision before the phase that depends on them.
01How long is the parallel-run window in Phase 5?
02Are more organisation groups needed now (other YFP regional subsidiaries), or only the four named?
Revision History
Kept here, never silently overwritten.
Published3 Nov 2026
This summary page published for Trustees.
Decision1 Nov 2026
Invites to be issued only by a system administrator, through a restricted internal tool, link shown once; Trustee account email must match the invited address.
Decision1 Nov 2026
Invite link validity set at 14 days; committee approval reference format set out in the Appointment Minutes Template; that template to live in an SDC area of YFPCloud.
Milestone1 Nov 2026
Phase 1 completed and verified.
Milestone31 Oct 2026
Phase 0 signed off.
First version31 Oct 2026
Target outcome, decisions, dependencies, phases, Trustee invite audit trail design and open questions.
This is a summary maintained for Trustees. The complete working document, including engineering detail, is kept by the development team.