Kauri Bay CRM Replacement — progress-register

Kauri Bay CRM replacement progress register

Last updated: 6 August 2026
Project entry point: project.html

This is the working task ledger. Every task must have one accountable owner, an explicit status, a dependency where relevant, and evidence or an acceptance result before it is marked complete.

Register rules

Status snapshot

Workstream Current position Immediate outcome needed
Project control In progress Complete the discovery evidence supporting the approved scope
Live discovery Partially complete Export and reconcile records, properties, activities, and associations
Product specification Not started Freeze day-one workflows and acceptance criteria
Architecture and security Not started Approve target model, roles, integration boundaries, and recovery design
Build Not started Establish testable application foundation
Migration Not started Produce import mapping and rehearsal evidence
QA and cutover Not started Complete UAT, training, cutover, and rollback approval

Master task register

Governance and project control

Done ID Task Priority Owner Depends on Evidence / exit criteria
[x] GOV-001 Create project entry point and progress register P0 Project lead None project.html and this register exist
[x] GOV-002 Record the live HubSpot high-level audit P0 Discovery lead Logged-in read-only access live audit
[x] GOV-003 Confirm project approver, product owner, technical owner, migration owner, and UAT users P0 Project lead None Named RACI and approval record recorded below on 2026-08-06; Oliver Ormond is the project approver for scope, UAT, and production cutover.
[x] GOV-004 Confirm three-week start date, cutover date, and review cadence P0 Project lead GOV-003 Complete 2026-08-06. Start date: 6 August 2026. Planned cutover: 31 August 2026. Latest acceptable/worst-case cutover: 7 September 2026. Review cadence: 9:00am every Wednesday on Teams, attended by Danica Griggs, Kerry Hand, and Stuart Gordon.
[x] GOV-005 Create decision and blocker log P0 Project lead GOV-001 Decision log contains the initial open decisions
[~] GOV-006 Freeze first-release scope and record explicit deferrals P0 Product owner DISC-001 through DISC-007 Scope approved 2026-08-06: Microsoft Graph sending is required day one; Facebook Messenger is deferred; useful email/attachment and form-submission history is wanted, while property history is lower priority; central operational reports/views are required; use a narrow small-business permission model. DISC-004 through DISC-007 evidence remains outstanding, so the task is not yet complete.

Live discovery and source inventory

Done ID Task Priority Owner Depends on Evidence / exit criteria
[x] DISC-001 Confirm Events and Weddings inboxes, channels, access, and operational use P0 Discovery lead HubSpot access Audit section 1
[x] DISC-002 Confirm Events and Weddings pipeline stages and live stage settings P0 Discovery lead HubSpot access Audit section 2
[x] DISC-003 Inspect contact lifecycle stages and lifecycle automation P0 Discovery lead HubSpot access Audit section 3
[~] DISC-004 Catalogue global workflows, triggers, actions, delays, and notifications P0 Discovery lead HubSpot access Partial live catalogue in workflow-catalogue.html: all eight workflow pages reviewed and action-editor details captured. A likely Final Email template and sender were found, but the workflow-to-template link is absent; internal property names and final timing/recipient mapping remain outstanding.
[~] DISC-005 Catalogue forms, legacy Non-HubSpot form families, fields, and displayed submissions P0 Discovery lead HubSpot access High-level catalogue in audit; form IDs, source URLs, and field export outstanding
[ ] DISC-006 Export object counts for contacts, companies, deals, activities, attachments, and associations P0 Migration lead Export authority and method Immutable raw inventory with timestamp
[ ] DISC-007 Export all relevant properties, internal names, options, and representative values P0 Migration lead DISC-006 Draft data dictionary with unknowns flagged
[ ] DISC-008 Capture email templates, snippets, sequences, subscriptions, suppression, and sender settings P0 CRM workstream HubSpot access Template and communication catalogue
[ ] DISC-009 Observe real Weddings and Events user journeys with staff P0 Product owner Users and sample records Journey notes and acceptance scenarios
[ ] DISC-010 Identify authoritative sources for booking dates, payment status, invoices, revenue, and waiver events P0 Product owner Existing reporting sources Approved integration/source map
[ ] DISC-011 Export and preserve raw HubSpot source archive with checksums and access control P0 Migration lead DISC-006, DISC-007 Read-only archive, manifest, checksum, retention decision

Specification and target design

Done ID Task Priority Owner Depends on Evidence / exit criteria
[ ] SPEC-001 Define target users, roles, ownership, teams, and audit permissions P0 Product owner / security lead DISC-001, DISC-003 Approved permission matrix
[ ] SPEC-002 Define target contact, organisation, deal, activity, task, message, form, and audit data model P0 Technical lead DISC-006, DISC-007 docs/data-dictionary.html and schema review
[ ] SPEC-003 Define Weddings and Events stage transitions, validation, close rules, and history P0 Product owner DISC-002, DISC-009 State-transition specification and tests
[ ] SPEC-004 Define website intake contract, deduplication, consent, attribution, routing, and failure handling P0 Web/integration lead DISC-005, DISC-009 Integration contract and sample payload fixtures
[ ] SPEC-005 Define workflow replacement behaviours and manual override rules P0 Product owner DISC-004, DISC-009 docs/workflow-catalogue.html and scenario matrix
[ ] SPEC-006 Define reports, saved views, filters, and export formats required on day one P1 Reporting owner DISC-010 Report acceptance list
[ ] SPEC-007 Define migration mapping, transforms, validation, duplicate policy, and exception handling P0 Migration lead DISC-006, DISC-007 docs/migration-mapping.csv and mapping review
[ ] SPEC-008 Define non-functional requirements for security, performance, backups, monitoring, recovery, and privacy P0 Technical/security lead SPEC-001, hosting review Approved NFR checklist
[ ] SPEC-009 Approve day-one scope and defer non-essential HubSpot features P0 Project approver SPEC-001 through SPEC-008 Signed scope freeze
[~] SPEC-010 Specify template creation, amendment, preview, testing, approval, publishing, versioning, audit, disablement, rollback, and workflow linkage P0 Product owner / technical lead DISC-004, SPEC-005, ARCH-003 Template management specification is implementation-ready and includes acceptance tests; approve the role matrix, sender boundaries, and acceptance-test agreement before marking complete

Architecture, security, and operations

Done ID Task Priority Owner Depends on Evidence / exit criteria
[ ] ARCH-001 Confirm application, database, file storage, background jobs, and deployment architecture for apps1 P0 Technical lead SPEC-002, SPEC-008 Architecture decision record
[ ] ARCH-002 Define authentication, session security, password/MFA policy, roles, and administrative access P0 Security lead SPEC-001, ARCH-001 Security design and test cases
[ ] ARCH-003 Define Microsoft 365 mailbox integration and sender/permission boundaries P0 Integration lead DISC-001, SPEC-004 Approved integration design or deferment decision
[ ] ARCH-004 Define website form ingress, secret validation, rate limiting, replay protection, and dead-letter handling P0 Security/integration lead SPEC-004 Threat model and integration test plan
[ ] ARCH-005 Configure database backups, encrypted secrets, monitoring, logs, alerts, and restore procedure P0 Operations lead ARCH-001, SPEC-008 Backup/restore evidence and alert test
[ ] ARCH-006 Define deployment, migration, rollback, and data-retention runbooks P0 Operations lead MIG-003, ARCH-005 docs/cutover-runbook.html reviewed

Product build

Done ID Task Priority Owner Depends on Evidence / exit criteria
[ ] BUILD-001 Create application skeleton, environments, database migrations, health checks, and audit logging P0 Engineering lead ARCH-001, ARCH-002 Test deployment and health check
[ ] BUILD-002 Build staff login, roles, navigation, contact search, contact record, and deduplication controls P0 Engineering lead SPEC-001, SPEC-002 Contact acceptance tests pass
[ ] BUILD-003 Build Weddings and Events deal views, stage transitions, validation, ownership, and stage history P0 CRM engineering SPEC-003 Pipeline acceptance tests pass
[ ] BUILD-004 Build activities, tasks, notes, email links/messages, reminders, and chronological timeline P0 CRM engineering SPEC-002, SPEC-005 Activity and task scenarios pass
[ ] BUILD-005 Build website form intake, contact upsert, deal creation/routing, consent, attribution, and error handling P0 Web/integration lead SPEC-004, ARCH-004 Sample payloads create correct records
[ ] BUILD-006 Implement required follow-up workflows, notifications, delays, and manual override controls P0 CRM engineering SPEC-005 Workflow scenario matrix passes
[ ] BUILD-007 Build day-one saved views, CSV export, and agreed Weddings/Events reports P1 Reporting owner SPEC-006, BUILD-003 Report acceptance list passes
[ ] BUILD-008 Add admin tools for import runs, validation errors, reconciliation, and safe reprocessing P0 Migration/engineering SPEC-007 Import run is idempotent and auditable

Migration and reconciliation

Done ID Task Priority Owner Depends on Evidence / exit criteria
[ ] MIG-001 Create source-to-target mapping for contacts, deals, properties, activities, tasks, messages, forms, and associations P0 Migration lead SPEC-007 Mapping reviewed and versioned
[ ] MIG-002 Implement transforms, normalisation, deduplication, lookup resolution, and exception output P0 Migration engineer MIG-001, BUILD-008 Transform tests and exception report
[ ] MIG-003 Run a controlled dry-run import into a disposable/test environment P0 Migration lead MIG-002, BUILD-001 Import manifest and error report
[ ] MIG-004 Reconcile source and target counts, associations, stage values, owners, and representative records P0 Migration lead / QA MIG-003 Reconciliation report within approved tolerances
[ ] MIG-005 Run a second import rehearsal from a fresh raw archive and prove repeatability P0 Migration lead MIG-004 Idempotency and repeatability evidence
[ ] MIG-006 Prepare final delta export, cutover import, and rollback dataset P0 Migration lead MIG-005, ARCH-006 Signed cutover package

QA, user acceptance, and cutover

Done ID Task Priority Owner Depends on Evidence / exit criteria
[ ] QA-001 Write traceable acceptance tests for core records, pipelines, inboxes, forms, workflows, permissions, reports, and migration P0 QA lead SPEC-001 through SPEC-006 docs/acceptance-tests.html approved
[ ] QA-002 Run security, access-control, validation, abuse, backup, restore, and audit-log tests P0 QA/security lead ARCH-002, ARCH-004, ARCH-005 Critical/high findings closed or accepted
[ ] QA-003 Run end-to-end Weddings and Events journey tests with representative fixtures P0 QA lead BUILD-002 through BUILD-007 All critical journeys pass
[ ] QA-004 Run business UAT with named users and capture defects/decisions P0 Product owner QA-003, MIG-004 UAT sign-off or explicitly accepted exceptions
[ ] QA-005 Prepare training notes, quick reference, support contacts, and incident process P1 Project lead QA-004 Handover pack reviewed
[ ] CUT-001 Run cutover rehearsal, final backup, final export, migration, smoke tests, and rollback decision P0 Operations/migration lead MIG-006, QA-004, ARCH-006 Cutover checklist completed
[ ] CUT-002 Perform production cutover with controlled HubSpot read-only fallback window P0 Project approver / operations CUT-001 Production smoke test and approval record
[ ] CUT-003 Verify live inboxes, website forms, workflows, reports, backups, logs, and user access after cutover P0 QA/operations CUT-002 Post-cutover verification report
[ ] CUT-004 Close or extend hypercare, preserve evidence, and record deferred work P1 Project lead CUT-003 Handover accepted and register baselined

Blockers and decisions

ID Type Affected tasks Question or blocker Owner Due Status
DEC-001 Decision GOV-003, GOV-004 Who approves scope, UAT, and production cutover? Project lead Day 1 Approved
DEC-002 Decision ARCH-003, SPEC-004 Is Microsoft Graph sending required on day one, or is Outlook-linked activity acceptable? Product owner Day 2 Open
DEC-003 Decision ARCH-003, BUILD-005 Is Facebook Messenger for Events a day-one requirement? Product owner Day 2 Open
DEC-004 Decision SPEC-002, SPEC-007 How much historical activity, attachment, form, and property history must be retained? Project approver Day 2 Open
DEC-005 Decision SPEC-001, ARCH-002 What roles should replace the current all-Super-Admin access model? Security lead Day 2 Open
BLK-001 Dependency DISC-006 through DISC-011 Full HubSpot export and activity/association extraction method still needs to be confirmed. Migration lead Day 2 Open

Evidence register

Evidence ID Artifact Status
E-001 Live HubSpot usage audit Complete high-level snapshot
E-002 Current-state usage map Baseline updated with live findings
E-003 Raw HubSpot export archive and manifest Not started
E-004 Data dictionary Not started
E-005 Migration mapping Not started
E-006 Workflow catalogue Partial live capture; Final Email candidate template found; management method specified separately
E-010 Template management specification Implementation-ready; ready for approval before build
E-011 Consolidated project specification HTML artifact created; ready for review; not a cutover approval
E-007 Integration map Not started
E-008 Acceptance tests Not started
E-009 Cutover runbook Not started

Named delivery RACI and approval record

Responsibility Named person(s) Record
Project approver Oliver Ormond Approves first-release scope, UAT completion, and production cutover
Product owner Oliver Ormond Confirms business process, priorities, and acceptance
Technical owner Stuart Gordon Owns target technical design, implementation, hosting, and technical decisions
Migration owner Stuart Gordon Owns source extraction, mapping, rehearsal, reconciliation, and cutover data
UAT - Weddings Emily Brady Represents Weddings operational use and acceptance
UAT - Events Danica Griggs Represents Events operational use and acceptance
Other UAT reviewer Kerry Hand Additional cross-functional UAT review

Approval record: On 6 August 2026, the project direction recorded the named delivery roles above and identified Oliver Ormond as the approver for scope, UAT, and production cutover.

First-release scope direction captured

Area Direction Current treatment
Microsoft 365 email Microsoft Graph sending required on day one Proposed must-have; requires integration design and permission approval
Facebook Messenger Not required on day one Explicitly deferred
Historical emails and attachments Useful and should be preserved where available through Microsoft 365 Include where technically and legally available; confirm extraction/retention method
Form submissions Useful and likely relevant Include retained submissions subject to export and retention evidence
Property history Lower priority than current values and operational history Defer unless discovery proves it necessary
Reports and views Central operations only Include only mandatory operational reports/views; exact list remains to be confirmed
Permissions Narrow, role-based small-business model Include least-privilege roles; detailed matrix remains a specification task

Latest activity

Date Task Activity Result / next action
2026-08-07 DISC-004 Reopened all eight live workflow pages read-only and opened the action editor for the affected tasks and internal notifications. Captured task timing, business-day rules, notes, queues, priorities, assignees, recipients, and notification bodies. The Final Email workflow is ON but its live action graph only changes the deal stage and contains no outbound email action, despite its list description. DISC-004 remains in progress for internal property names, any email/template IDs or sender settings not exposed by the editor, and recovery of the approved-but-missing Final Email action configuration.
2026-08-07 DEC-010 / DISC-004 Confirmed that the replacement must send an outbound email for the Final Email workflow. Record the requirement, preserve the live stage update, and recover the missing email body, sender, recipient, template, and timing details before implementation.
2026-08-07 DISC-004 HubSpot global search found published automated email Final Email Follow up | Kauri Bay Boomrock, subject Final Email Follow Up, from Danica Griggs at events@kauribayboomrock.co.nz, with quote-expiry follow-up content. HubSpot shows it is attached to zero simple workflows. Treat it as the likely missing template, pending confirmation of its mapping to the Final Email workflow and confirmation of the recipient/timing rule.
2026-08-07 SPEC-010 Expanded the template management specification into an implementation-ready contract covering scope, permissions, lifecycle, merge fields, preview/test send, Microsoft Graph sending, data model, workflow binding, audit, security, migration, rollback, and acceptance tests. Synchronized the standalone HTML artifact. SPEC-010 is ready for review. Obtain approval from Oliver Ormond and confirm Microsoft Graph sender identities and acceptance-test agreement before marking complete.
2026-08-07 Project specification Created a consolidated HTML specification covering the whole CRM replacement project, including current HubSpot evidence, scope, workflows, integrations, target capabilities, migration, security, delivery gates, governance, and open decisions. HTML artifact is ready for review. It does not replace the register, decision log, raw evidence, or approval gates.
2026-08-06 DISC-004 Reviewed the eight live workflow pages identified by the high-level audit without repeating the completed inventory. Captured visible enrollment criteria, branches, delays, task creation, stage changes, and internal notifications. DISC-004 remains in progress. Capture action-detail panels/templates and reconcile the Final Email workflow discrepancy before completion.
2026-08-06 DEC-007 Reviewed the KBA Waiver/WAVE repository. Its documented contract gives WAVE ownership of contacts, submissions, signed evidence, and waiver.signed events; it exposes crm_contact_id, a pollable events feed, and an optional CRM webhook. Repository evidence supports WAVE as the waiver authority and a CRM contact link/timeline event as the integration boundary. The connector still needs signing, retries, idempotency, replay/dead-letter handling, and contact conflict rules before implementation approval. Evidence: WAVE README.html and docs/crm-integration.html.
2026-08-06 DEC-007 Recorded WAVE as the separate authoritative waiver system. The CRM should store a contact-level link/reference to WAVE rather than own waiver evidence or waiver events. Proposed source map is now complete; obtain approval of the booking-date target and WAVE link treatment before closing DEC-007.
2026-08-06 DEC-007 Recorded revenue treatment: Xero remains authoritative for legacy revenue; HubSpot is the current forward-booking source until cutover; the replacement CRM is the proposed forward-booking target. Revenue source treatment captured; confirm waiver-event treatment before closing the source map.
2026-08-06 DEC-007 Recorded Xero as the authoritative source for invoices. Invoice source captured; revenue and waiver-event sources remain to be confirmed.
2026-08-06 DEC-007 Recorded Xero as the authoritative source for payment status. Payment-status source captured; invoice, revenue, and waiver-event sources remain to be confirmed.
2026-08-06 DEC-007 Recorded booking dates as currently authoritative in Google Sheets, with Outlook calendar proposed as the target source for this iteration. Source mapping remains open pending confirmation of the target and the remaining payment, invoice, revenue, and waiver-event sources.
2026-08-06 GOV-006 Recorded Oliver Ormond’s approval of the proposed first-release scope and explicit deferrals. Scope direction approved. GOV-006 remains in progress while DISC-004 through DISC-007 evidence is completed.
2026-08-06 GOV-006 Closed active work for now with the captured scope direction prepared for Oliver Ormond’s review. GOV-006 is ready for review, not complete. Resume when Oliver’s approval is recorded or when discovery evidence work is authorised to continue.
2026-08-06 GOV-006 Captured scope direction: Graph sending yes; Messenger no; preserve useful email/attachment and form-submission history; property history lower priority; central operational reports only; narrow role-based access. GOV-006 in progress. Obtain Oliver Ormond’s formal scope approval and complete DISC-004 through DISC-007 before marking the scope freeze complete.
2026-08-06 GOV-004 Confirmed that the review cadence is weekly at 9:00am every Wednesday on Teams, attended by Danica Griggs, Kerry Hand, and Stuart Gordon. GOV-004 complete. Project control now moves to GOV-006: freeze first-release scope and record explicit deferrals.
2026-08-06 GOV-004 Recorded a 9:00am Wednesday weekly review cadence. GOV-004 remains in progress because the register specifies a daily cadence. Confirm whether the weekly review replaces the daily requirement, and provide attendees and channel/location.
2026-08-06 GOV-004 Recorded 31 August 2026 as the planned cutover date and 7 September 2026 as the latest acceptable/worst-case cutover date. GOV-004 remains in progress. Supply the daily review time, attendees, and channel to complete the delivery calendar.
2026-08-06 GOV-004 Recorded today, 6 August 2026, as Day 1 of the three-week delivery window. GOV-004 in progress. Supply the target cutover date and daily review time, attendees, and channel to complete the approved delivery calendar.
2026-08-06 GOV-003 Recorded the named project approver, delivery owners, and UAT users supplied for the CRM replacement. GOV-003 complete. DEC-001 resolved. GOV-004 is now the next incomplete P0 and requires the approved start date, cutover date, and daily review cadence.
2026-08-06 GOV-003 Re-read the three project control documents from the current workspace and resumed at the first incomplete P0; no HubSpot audit work was repeated. No authoritative named owners, UAT users, or approval record has been added. GOV-003 remains blocked by open DEC-001; do not advance to GOV-004 until the named delivery team and approval authority are recorded.
2026-08-06 GOV-003 Reviewed project.html, this register, and docs/decision-log.html; checked the repository for an authoritative named delivery-team roster without revisiting the completed HubSpot audit. Role placeholders and open DEC-001 confirmed. Obtain the named approver, product owner, technical owner, migration owner, and UAT users, then attach the RACI and approval record before marking GOV-003 complete.

Milestone checklist