Kauri Bay CRM Replacement — current-state-hubspot-usage-map

Kauri Bay CRM replacement

Current-state HubSpot usage map — baseline plus live audit

Status: live audit started. The detailed read-only findings are in live-hubspot-usage-audit-2026-08-06.html. Older planning documents remain useful for hypotheses, but live HubSpot settings and exports take precedence.

1. Confirmed top-level scope

Kauri Bay has two operational business areas, each represented by a separate HubSpot inbox and a separate deal pipeline:

Weddings
Events

Both are in scope for the replacement. The live audit confirms that Events is not merely a planned or historical area. It has its own inbox, pipeline, active follow-up workflow, forms/history, and reports.

2. What the CRM appears to support

The documented operational journey is wedding sales, and the live account confirms that the CRM also supports an Events sales and operations journey:

A prospective couple downloads the wedding information pack.
The couple makes an enquiry or contacts the venue directly.
Staff arrange and record a site visit.
Staff create or update a wedding deal and issue a quote.
Staff follow up by email and phone.
The deal progresses through deposits and final payment.
The deal is completed, cancelled, or closed/lost.
Reports use CRM deal data to support forward-booking and revenue views.

The prior HubSpot plan focused on the Weddings pipeline and treated Events as out of scope. That boundary is superseded by the confirmed project scope and the live audit: both pipelines and both inboxes must be assessed and included in the replacement plan.

3. Evidence status

Area	Current evidence	Status for replacement planning
Weddings inbox and pipeline	Live inbox, Office 365 email channel, 12 stages, and active follow-up workflows verified	Live structure verified; record-level export and staff observation still required
Events inbox and pipeline	Live inbox, Office 365 email plus Facebook Messenger, 9 stages, active follow-up workflow, and reports verified	Live structure verified; record-level export and staff observation still required
Contact lifecycle	Seven current stages and lifecycle automations verified, including Enquiry and Booked transitions	Live structure verified; field history and semantic decisions still required
Forms	32 forms reported; one current native form and many turned-off Non-HubSpot website captures observed	Complete form and website dependency inventory required
Workflows	Eight workflows reported, seven active; triggers and several actions inspected	Complete action/template export and test cases required
Email templates and sequences	Not yet fully inventoried	Live verification required before scope freeze
Reporting	Two dashboards, 19 personal reports, and Weddings/Events operational report names observed	Reproduce only reports confirmed in staff use
Users and access	Five active users, two deactivated, all active rows showing Super Admin	Define replacement roles rather than copying current access blindly
Server hosting	Apps1 server profile and existing `/srv/apps` deployment convention inspected	Confirm final deployment, backup, monitoring, and recovery design

The distinction between documented, planned, and live is important. The old HubSpot documents are partly an implementation plan, not proof that every form, sequence, workflow, or email automation is currently active.

4. Core data model to verify

People and organisations

Contacts: name, email, phone, partner name, couple names, preferred and alternative wedding dates, guest count, enquiry message, marketing/source information, lifecycle stage.
Internal staff, suppliers, partners, and other business contacts: identify separately from wedding prospects so they are not incorrectly placed in the wedding lifecycle.
Companies or organisations: verify whether they are used as first-class records or only represented through contact fields.
Owners/users: identify who owns records, sends messages, creates tasks, and changes stages.

Pipeline deals

The documented Weddings pipeline has these business stages:

Deal Created / site visit booked
Quote Created
Initial Follow up Email
Phone Call
Follow Up
Final Follow up Email
Confirmation Deposit
Second Deposit
Final Payment 100%
Bar Tab / Completed Booking
Cancellation
Closed / Lost

The local reporting code also indicates deal fields including event_date, event_type, venue, number_of_guests, site_visit_date, site_visit_arranged, tentative_holds, and confirmation_form_received. These names and meanings must be confirmed from the live property definitions rather than copied blindly.

For the Events pipeline, capture the equivalent details without assuming that Weddings fields or stages apply:

pipeline stages and probability/won-lost meaning;
event type, date, venue, guest numbers, booking status, and value fields;
enquiry, quote, follow-up, deposit, completion, cancellation, and lost processes;
forms, inbox routing, owners, tasks, templates, workflows, and reports;
whether one event can have multiple contacts, organisations, quotes, or invoices.

Relationships

At minimum, verify:

contact-to-deal associations;
whether both members of a couple are associated with one deal;
which contact is the primary or deal-named contact;
owner-to-record assignments;
activities associated with contacts and deals;
quote, invoice, booking schedule, or external-record links.

5. User journeys and actions to observe

The usage map should record the user’s actual steps, not just the fields stored:

Journey	Actions to observe	Replacement capability likely required
New info-pack lead	Form submission, consent, delivery, follow-up	Public form endpoint, validation, contact upsert, consent record, delivery event
New enquiry	Form or direct email, personal first reply, task creation	Intake, deduplication, owner assignment, task queue, email link
Site visit	Arrange date/time, confirmation, notes, contact/deal update	Activity or appointment record, reminders, audit history
Quote and follow-up	Attach/send quote, record contact, wait, email, call task	Deal stage transition, communication log, scheduled task
Booking	Deposit and payment milestones, event date, completed booking	Stage controls, amount/date fields, audit trail, reporting
Cancellation/lost	Reason, stage change, suppression from nurture	Closed-lost state, reason, consent/suppression handling
Reporting	Forward bookings, actuals, pipeline, stale leads	Saved queries/exports and a stable internal reporting API

The same journey table must be completed separately for Events. We should not infer the Events process from the Weddings process.

6. Integrations and external dependencies

These need to be mapped as data flows:

Kauri Bay website forms into HubSpot.
Microsoft 365 / Outlook mailbox for inbound and outbound wedding email.
Existing reporting code, which combines HubSpot with Xero, booking schedules, and Outlook response analysis.
Booking schedule workbook, particularly tentative holds that the reporting process treats separately from confirmed CRM deals.
Quotes and any invoice/payment source, including whether HubSpot stores only a link or the authoritative amount/status.
Existing waiver platform CRM events, if the new CRM is intended to receive signed-waiver or customer-lifecycle events.
DNS, TLS, backups, monitoring, and authentication on the in-house server.

7. Features likely needed in the first replacement release

Must have for operational continuity

Secure staff login and role-based access.
Contact search, create, edit, merge/deduplicate, and full record view.
Event and wedding deal creation, contact association, pipeline board/list, stage changes, amount/date fields, and stage history.
Notes, calls, meetings, tasks, and a chronological activity timeline.
Contact lifecycle states and marketing suppression/consent status.
Reusable email templates and a safe link to Outlook for sending, or a deliberately scoped Microsoft Graph integration.
Website intake API/webhooks for the information-pack and enquiry forms.
Search, filters, saved views, CSV export, and the reports Kauri Bay actually uses.
Import tooling with dry-run, validation errors, idempotency, reconciliation, and rollback evidence.
Audit log, database backups, restore test, health checks, and production monitoring.

Defer unless live usage proves they are essential

A general-purpose workflow builder.
A general-purpose sequence editor.
Marketing email analytics and pixel-level tracking.
HubSpot-style landing-page/form builders.
Tickets, service hub, commerce, payments, subscriptions, custom objects, and broad app-marketplace parity.
Full historical property versioning if it is not needed for operational decisions; retain the raw export archive separately if required.

8. Live discovery checklist

The next evidence pass must obtain or verify:

All object types and record counts: contacts, companies, deals, tickets, custom objects, products, quotes, line items, payments, subscriptions, and marketing events.
All properties, internal names, types, options, required rules, and representative values.
All pipelines and stage definitions, including probability and won/lost semantics.
All record associations and association labels.
Activities: emails, calls, meetings, notes, tasks, attachments, and engagement bodies.
Current and historical property values required for audit or reporting.
Forms, lists, workflows, sequences, templates, snippets, subscriptions, and suppression rules.
Users, teams, owners, seats, permissions, and sender mailboxes.
Reports, dashboards, saved views, filters, and exports used by staff.
Website, Outlook, Xero, booking schedule, quote, payment, and waiver data flows.
Consent, unsubscribe, retention, privacy, and access-review requirements.
A short observation session with each CRM user covering a real enquiry, site visit, quote, follow-up, and booking.
The website form source contract, including legacy Non-HubSpot forms, source URLs, field names, consent, attribution fields, and deprecation/redirect decisions.

9. Required discovery outputs

The completed mapping phase should produce:

hubspot-inventory.json: immutable raw metadata and counts;
hubspot-data-dictionary.html: field-by-field meaning and migration decision;
hubspot-workflow-catalogue.html: trigger, conditions, actions, delays, owner, and outcome;
hubspot-integration-map.html: source, destination, direction, frequency, and failure handling;
hubspot-user-journeys.html: observed staff steps and acceptance criteria;
migration-mapping.csv: source object/property to target table/field, transform, validation, and exception policy;
a signed scope decision identifying what is recreated, archived, or deliberately retired.

No implementation should be called migration-ready until the source counts, target counts, association counts, and exception lists reconcile in a rehearsal import.

10. Current conclusion

The replacement is feasible only as a focused Kauri Bay CRM for both Weddings and Events, not as a three-week clone of HubSpot. The live audit has now mapped the high-level Events structure and corrected several stale assumptions in the old planning documents. The immediate priority is record-level export/reconciliation and a complete website/workflow dependency map, followed by a frozen must-have scope.