Kauri Bay CRM Replacement — decision-log

Kauri Bay CRM replacement decision log

Project entry point: project.html
Task register: progress-register.html

Record a decision before changing scope, architecture, migration treatment, or cutover status. Open questions belong here until an owner and due date are assigned.

Decisions

ID	Decision required	Why it matters	Owner	Due	Status
DEC-001	Who approves scope, UAT, and production cutover?	Prevents late approval ambiguity during a three-week delivery	Project lead / Kauri Bay product owner	Day 1	Approved
DEC-002	Is Facebook Messenger for Events required on day one?	Determines whether the first release needs Messenger integration or a documented bridge	Kauri Bay product owner	Day 2	Deferred
DEC-003	Is Microsoft Graph sending required, or is Outlook-linked activity acceptable for release one?	Determines mailbox permissions, implementation effort, and audit expectations	Kauri Bay product owner / integration lead	Day 2	Approved
DEC-004	How much historical activity, attachment, form, and property history must be migrated?	Directly affects export feasibility, storage, migration duration, and privacy risk	Kauri Bay product owner / migration lead	Day 2	Approved
DEC-005	What permission model replaces the current all-Super-Admin state?	Controls privacy, operational safety, and auditability	Security lead / Kauri Bay product owner	Day 2	Approved
DEC-006	Which reports and saved views are mandatory at launch?	Prevents time being spent reproducing unused or inaccessible HubSpot reports	Kauri Bay product owner / reporting owner	Day 3	Approved
DEC-007	What are the authoritative sources for booking dates, payment status, invoices, revenue, and waiver events?	Prevents conflicting data from being imported as if it were authoritative	Kauri Bay product owner	Day 3	Proposed
DEC-008	What is the final HubSpot freeze time and post-cutover fallback period?	Defines the final delta export, coexistence, and rollback window	Project lead / operations lead	Week 3	Open
DEC-009	What RPO and RTO are acceptable for the replacement CRM?	Sets backup, restore, monitoring, and incident-response requirements	Kauri Bay product owner / operations lead	Day 3	Open
DEC-010	Should the Final Email workflow send an outbound email in the replacement CRM?	Determines whether the stage-only live action is incomplete and whether email content/sender configuration must be recovered	Kauri Bay product owner	2026-08-07	Approved

DEC-001: Project approval and delivery roles

Status: Approved
Date: 2026-08-06
Owner: Project lead / Kauri Bay product owner
Approver: Oliver Ormond
Affected tasks: GOV-003, GOV-004

Question:

Who approves first-release scope, UAT completion, and production cutover, and who owns the delivery work needed to reach those approvals?

Decision:

Oliver Ormond is the project approver and product owner. Stuart Gordon is the technical owner and migration owner. Emily Brady is the Weddings UAT user, Danica Griggs is the Events UAT user, and Kerry Hand is the additional UAT reviewer.

Consequences and follow-up tasks:

GOV-003 is complete. GOV-004 is unblocked and is now the next incomplete P0; it must establish the three-week start date, cutover date, and daily review cadence.

Evidence:

Named RACI and approval record in the progress register.

Scope direction captured: first-release treatment

Date: 2026-08-06
Status: Approved
Approver: Oliver Ormond
Affected task: GOV-006

Microsoft Graph sending is required on day one.
Facebook Messenger is deferred from day one.
Useful historical emails, attachments, and form submissions should be preserved where available; property history is lower priority and may be deferred.
Only central operational reports and views are required at launch.
The replacement should use a narrow, role-based small-business permission model rather than copying HubSpot’s broad access.

Approval record: The project approver approved this scope direction on 6 August 2026. Detailed implementation and export evidence remain follow-up work under GOV-006 and DISC-004 through DISC-007.

Evidence: First-release scope direction captured.

DEC-007: Authoritative operational sources

Status: Proposed
Date: 2026-08-06
Owner: Kauri Bay product owner
Affected tasks: DISC-010, SPEC-004, SPEC-007

Proposed source treatment:

Booking dates: Google Sheets is the current source; Outlook calendar is the proposed target source for this iteration.
Payment status: Xero.
Invoices: Xero.
Revenue: Xero for legacy revenue; HubSpot for forward bookings until cutover; the replacement CRM as the proposed forward-booking target.
Waiver events: WAVE remains separate and authoritative; the CRM stores a contact-level link/reference to WAVE.

Follow-up: confirm the Outlook calendar target and approve the source map before implementing integrations or migration transforms. WAVE’s repository contract supports the contact link/event boundary, but its connector hardening remains outstanding.

Evidence: WAVE README and WAVE CRM integration guide.

DEC-010: Final Email workflow behaviour

Status: Approved
Date: 2026-08-07
Owner: Kauri Bay product owner
Approver: Stuart Gordon recorded the business direction supplied in this project thread
Affected tasks: DISC-004, SPEC-005, BUILD-006

Question:

Should the replacement CRM send an outbound email for the Final Email 14 days from Close Date || Wedding Pipeline workflow?

Decision:

Yes. The replacement must send an outbound email. The current live HubSpot workflow is therefore incomplete or misconfigured relative to the required business behaviour: its visible action graph only updates the deal stage.

Consequences and follow-up tasks:

Recover or confirm the email body, sender, recipient, template, and exact timing rule before implementation.
Preserve the live stage update as part of the replacement behaviour.
Do not infer the missing email content from the workflow name or list description.

Evidence:

Live workflow page rechecked 2026-08-07 and recorded in the workflow catalogue; business direction confirmed in the project thread on 2026-08-07.

Decision record template

Copy this template for each resolved decision:

### DEC-XXX: Short decision title

Status: Proposed | Approved | Rejected | Deferred  
Date: YYYY-MM-DD  
Owner:  
Approver:  
Affected tasks:  

Question:

Options considered:

Decision:

Reason:

Consequences and follow-up tasks:

Evidence: