Kauri Bay CRM Replacement — live-hubspot-usage-audit-2026-08-06

Kauri Bay HubSpot live usage audit

Date inspected: 6 August 2026
Method: read-only inspection of the logged-in HubSpot account through the browser.
Account: Kauri Bay, portal 20958810.

This is an observed snapshot, not an export or a complete migration inventory. No HubSpot records, settings, workflows, forms, users, or permissions were changed.

Executive finding

The current CRM is a focused operational system for two business areas:

Weddings
Events

Each area has both an inbox and a deal pipeline. They are separate HubSpot objects and must not be treated as a single pipeline. The live account also relies on legacy website form capture, automated follow-up workflows, Outlook-connected inboxes, deal-stage automation, contact lifecycle automation, and saved reports.

A three-week replacement remains possible only as a tightly scoped operational CRM. The critical path is not recreating all of HubSpot. It is preserving inbound email and website intake, contact/deal associations, stage movement, follow-up tasks and notifications, reporting, and a safe migration/reconciliation process.

1. Inboxes

Inbox	Channel(s) observed	Access	Open items at inspection	Notes
Events	`events@kauribay.co.nz` through Office 365; Facebook Messenger page `Kauri Bay Auckland`	Available to everyone	2 email conversations	Current sample included a vendor/event conversation owned by Emily Brady
Weddings	`weddings@kauribay.co.nz` through Office 365	Available to everyone	1 email conversation	Current sample was an unassigned supplier/partner conversation from Floralessence Partnership

Both inboxes had fallback addresses configured but fallback disabled. The samples show that these inboxes are used for operational supplier and partner communication as well as customer enquiries. A replacement therefore needs an operational inbox model, not only a lead form.

2. Deal pipelines

HubSpot currently reports two deal pipelines in use, out of a possible fifteen:

Weddings

Twelve live stages were shown in the pipeline settings. The stage settings displayed the following labels, probabilities, and Used in counts:

Stage	Probability	Used in
Deal Created (site visit booked)	2%	9
Quote Created	5%	0
Initial Follow up email	10%	4
Phone Call	10%	4
Follow Up	10%	4
Final Follow up email	10%	11
Confirmation Deposit	50%	58
Second Deposit	70%	34
Final Payment 100%	90%	3
Bar Tab/Completed Booking	Won, 100%	200
Cancellation	Lost, 0%	18
Closed/Lost	Lost, 0%	not captured in the first settings read

The Used in values are pipeline-settings counts and must be reconciled against an actual deal export before being used as migration totals. They do not replace a record-level count.

Events

Nine live stages were shown:

Stage	Probability	Used in
Quote	10%	14
Phone Call	20%	41
Follow up	15%	12
Final Follow up	10%	4
Booking confirmed - deposit paid	Won, 100%	23
Confirmed Event - Invoice after event	Won, 100%	1
Cancellation	50%	8
Bar Tab/Closed Won	Won, 100%	370
Closed lost	Lost, 0%	1,056

Both pipelines had stage calculated properties enabled. No custom stage-triggered workflows were configured in the pipeline Automate tabs. The built-in rule to set close date when a deal is moved to a closed stage was on; the rule to clear the close date when reopened was off.

3. Contact lifecycle

The live contact lifecycle stages and displayed usage counts were:

Stage	Used in
Subscriber	1,032
Lead	16K, abbreviated in the UI
Enquiry	2,135
Booked	1,111
Customer	11
Lost	1,005
Sales Qualified Lead	566

Observed lifecycle automation:

Sync lifecycle stages with the primary company: on.
When a deal is created, associated contacts and companies are set to Enquiry: on.
When a deal is won, associated contacts and companies are set to Booked: on.
A lead-association rule targeting Sales Qualified Lead was present and requires one final checkbox-state verification before implementation.

This is different from the older local planning documents, which described some of these stages as retired. The live account is the source of truth for migration semantics.

4. Global workflows

HubSpot reported eight workflows, one unused. The following seven active workflows were visible, plus one inactive workflow:

Workflow	Object	Observed behaviour
Unnamed workflow - Sun Apr 26 2026 17:27:48 GMT+12:00	Contact	Off. Created from Forms and linked to the `Winter Romance Landing Page` form. The name indicates stale or incomplete administration.
Update Wedding enquiry sent date for outgoing wedding emails	Contact	On. Sets the Wedding enquiry sent date when an outgoing email subject contains `Wedding Enquiry \\| Kauri Bay Auckland`. Enrolled total shown: 335.
Wedding Enquiry Template followup workflow	Contact	On. Uses the wedding enquiry sent date, waits three days, checks whether a reply exists with the same subject, and creates a follow-up task when no reply is found. Enrolled total shown: 335.
7-Day No Response Follow-Up \|\| Event Pipeline	Deal	On. Events pipeline, Quote stage, deal created more than seven days ago. If inactive, creates an owner task, moves to Events Phone Call, and sends an internal notification. Enrolled total shown: 839.
Initial Follow Up Email \|\| Wedding Pipeline	Deal	On. Weddings Phone Call stage with more than fourteen days since activity, or no activity and more than fourteen days since creation. If inactive, moves to Weddings Initial Follow up email and sends an internal notification. Enrolled total shown: 802.
7-Day No Response Follow-Up \|\| Wedding Pipeline	Deal	On. Weddings Quote Created stage, more than seven days old. If inactive, creates an owner task, moves to Weddings Phone Call, and sends an internal notification. Enrolled total shown: 1,434.
Set Wedding Pack Follow Up Email Date	Contact	On. Waits three days, sets Wedding Pack Follow Up Date, and sets Lead Status to `UNQUALIFIED`. Its detailed trigger was still loading, and its form linkage needs reconciliation. Enrolled total shown: 2,703.
Final Email 14 days from Close Date \|\| Wedding Pipeline	Deal	On. The list description says it selects deals fourteen days from close date with no activity for twenty-eight days, sends an email, and updates the stage to Final Follow up email. The detailed action list needs one further verification. Enrolled total shown: 486.

Important discrepancies to resolve in the specification:

The Events workflow list description referred to the Wedding Pipeline, but its detailed trigger and actions were for the Events pipeline.
The Wedding Pack workflow name and action imply an information-pack journey, but its linked form was the Winter Romance Landing Page form. This may be a stale or reused workflow.
The local planning documents describe a different automation design from the one currently active.

5. Forms and website intake

The live Forms area reported 32 forms. The visible inventory included one current native HubSpot form:

Winter Romance Landing Page, published, 17 submissions, saved with unpublished changes.
Fields included names, email, phone, preferred and alternate wedding dates, guest count, free text, package interest, marketing consent, UTM fields, gclid, fbclid, and msclkid.

The remaining visible inventory contained turned-off Non-HubSpot forms, including multiple historical versions of:

Wedding Information Pack, including one record with approximately 3K submissions and other versions with 254, 26, 8, 3, 2, and 1 submissions.
Site visit forms, including records with 322 and 14 submissions.
Packages enquiry, with 193 submissions.
Contact-us forms.
Activities enquiry forms.
Boomrock information pack and elopement information pack forms.
Vehicle information pack and email-update signup forms.

The counts are displayed form-submission totals and need to be reconciled against contact and deal records. The replacement must preserve the website submission contract, field mapping, consent, deduplication, attribution fields, and automated follow-up behaviour. Recreating only the currently published native form would lose important historical and possibly still-integrated website pathways.

6. Users, teams, dashboards, and reports

Users and teams

Five active users were visible.
There were no pending or bounced invitations.
Two users were deactivated.
All five active users displayed Super Admin access in the inspected user table.
One team, Event Manager, was visible. Team membership was still loading and was not treated as verified.

The replacement needs a deliberate permission model. It should not copy the current all-Super-Admin state without an explicit access decision.

Dashboards and reports

Two dashboards were visible, both assigned to Everyone:

Website Visits & Engagements, owned by Stuart Gordon, updated today.
Contacts Dashboard, owner removed, last updated 7 May 2025.

The reports area showed 19 personal reports. Operational report names included:

Weddings Report
Events Report
Events Quotes With Stages
SG Deals Report - Won / Lost
Custom Conversations Report
Custom Deals Report

The current dashboard was mainly website analytics. At least one revenue-by-interaction report displayed an account-access or subscription limitation, so report parity must be based on the reports staff actually use, not on every report present in HubSpot.

7. Immediate migration implications

The minimum replacement scope now includes:

Two inboxes with Microsoft 365 connectivity, ownership, assignment, conversation history, and supplier/customer distinction.
Two deal pipelines with the observed live stages, probabilities, won/lost states, stage history, and stage-calculated dates.
Contact lifecycle stages and the three observed lifecycle automations.
Contact, deal, activity, task, note, email, and association migration.
Website intake endpoints for the legacy non-HubSpot forms, or a controlled redirect and deprecation plan for each form family.
The seven active follow-up workflows, including task creation, internal notifications, delays, and stage transitions.
Saved operational views and the small set of Weddings and Events reports that staff rely on.
An explicit access model for the five active users and Event Manager team.
Immutable raw HubSpot exports and reconciliation reports before any cutover.

8. Still required before build freeze

Record-level counts for contacts, companies, deals, activities, attachments, and associations.
Full property dictionary, including internal names and option values for Event Type and all fields used by the Events process.
Complete form export, including form IDs, field definitions, submission dates, source URLs, and current website references.
Complete workflow action details, especially outbound email templates and the final wedding close-date workflow.
Email templates, snippets, sequences, subscriptions, suppression lists, and sender authentication.
A sample-based staff observation of a real Weddings enquiry, Events enquiry, site visit, quote, follow-up, deposit, completion, cancellation, and lost outcome.
Export/reconciliation design for activities and property history. A record export alone is not sufficient if email, task, association, or history continuity is required.

Conclusion

The live review confirms that the replacement is a focused CRM migration, not a simple database copy. The three-week target can support a controlled first release if scope is frozen around the two inbox/pipeline journeys and the actual active automations, while legacy forms, unused reports, broad HubSpot marketing features, and general-purpose workflow-builder parity are deferred or archived.