About
1) Project Overview & Current Setup
Goal: Build a professional website for passport & visa administrative support services.
Current Setup: I have already purchased the domain and secured professional hosting via SiteGround. WordPress is installed.
Access: I will grant temporary administrative access during development, but all core accounts must remain under my direct ownership and control.
2) Non-Negotiable Ownership & Access Requirements
Account Ownership: All accounts (Domain/DNS, hosting, Stripe, FedEx, email, analytics) must be created under my email and owned by me.
Access Control: Admin access must be role-based (Owner/Admin + optional Staff roles with limited permissions).
Developer Exit Protocol: After launch, I must be able to remove all developer access and rotate passwords/keys, so the developer has zero residual access.
Handoff: Full admin credentials, technical documentation, a handoff checklist, and a recorded training session are required.
Data Portability: Ability to export customers/orders/cases to CSV at any time.
3) Platform Preference
Preferred Architecture: WordPress using well-documented, standard plugins (avoid proprietary lock-in).
Page Builder: Elementor is preferred, but an equivalent modern builder is acceptable if it results in better speed/maintainability.
Requirement: Use standard, well-supported plugins and solutions that allow me to manage the site independently.
4) Core Features (Phase 1 — Must Have)
A) Public Website Pages
Home, Services (Passport/Visa), Destinations (Country list + country detail pages), Pricing, Corporate/B2B, FAQ, About, Contact, and Legal pages (Privacy Policy, Terms, Refund Policy, Disclaimers).
B) Mandatory Online Intake Forms (No uploads required in Phase 1)
To prevent delays caused by illegible handwriting, the system must not allow users to download blank forms. Users must complete all required fields online first.
Each submission must create a Case/Order with a unique Case ID / Confirmation Code.
C) Printable PDF Package Generation
After submission, the system must generate a PDF package including client details, a clear document checklist, signature lines, mailing instructions, and a unique Case ID + scannable QR code (preferred) to identify the case.
D) Secure Online Payments
Stripe integration is required. The payment receipt/invoice should clearly show a line-item breakdown (service fees vs. government fees if applicable).
Admin must be able to set pricing, create coupon codes, and issue refunds via Stripe.
E) Client Tracking Portal
Clients must be able to look up status using Confirmation Code + Email/Phone.
Display a clear status timeline:
Form Submitted → Payment Received → Waiting for Client Package → Package Received → In Review → Submitted → Completed.
Optional but preferred: automated email notifications when status changes.
F) Shipping / Carrier Integration (FedEx Only)
Integration with FedEx to:
Generate prepaid shipping labels
Capture and store FedEx tracking numbers in the case
Display tracking info to the client in the portal
Optional but preferred: support for requesting/scheduling FedEx package pickup (if feasible).
G) Owner-Friendly Admin Panel
Admin must be able to manage cases/orders, search/filter by Case ID/customer name, update statuses, edit pricing and destinations, manage email templates/notifications, and manage staff roles/permissions.
5) Security, Compliance, SEO & Performance
Data Protection & Security
HTTPS everywhere
Strong access controls + mandatory 2FA for admin
Data minimization (collect/store only what's necessary)
Sensitive fields encryption: encrypt storage for specific fields such as Passport Number and Social Security Number (SSN) using a clearly defined approach (plugin or method) that the developer will specify.
Data Retention / Auto-Purge
Implement a configurable retention policy (e.g., 30/60/90 days) to securely delete sensitive client data after case completion, subject to any legal/accounting requirements.
Compliance Disclaimers
Include clear disclaimers such as:
No guarantee of passport/visa approval
Administrative support only (not legal advice)
SEO
Technical SEO basics: clean URLs, editable titles/meta descriptions, schema (Local Business where appropriate), and , and local SEO optimization for my area.
Performance
Image compression/optimization, caching best practices, and fast page load times.
6) Phase 2 (Future Scalability — Design for Expansion)
The system must be designed to later support:
e-Visa / digital uploads: secure document upload with expiring links and virus scanning
Secure messaging: two-way messaging or a ticket system inside the portal
B2B accounts: company accounts for multiple travelers
7) Deliverables & Mandatory Questions for the Developer
Deliverables
Working site + admin panel, online forms, PDF generation, Stripe payments, FedEx integration, documentation, recorded training video, and a handoff checklist.
Mandatory Questions to Answer
Which specific architecture and plugins do you recommend for Forms, PDF generation, and FedEx integration?
How will you implement encryption for Passport Number and SSN and the retention/auto-purge feature?
What is the estimated timeline and your flat-fee quote for Phase 1?
What are the estimated monthly operating costs (hosting, plugins, APIs)?
How will you ensure I can remove your access completely after launch?
Note: I'm open to a long-term maintenance relationship, but I must have the ability to manage the site independently from day one.
I look forward to your detailed proposal.
Contract duration of 1 to 3 months. with 30 hours per week.
Mandatory skills: Web Development, WordPress, Web Design
Languages
- English
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