Kauri Bay CRM Replacement — workflow-catalogue

Kauri Bay HubSpot workflow catalogue

Status: Partial live action capture
Captured: 6 August 2026; live recheck 7 August 2026
Source: logged-in HubSpot workflow pages, limited to the workflows already identified by the completed high-level audit

This is an evidence catalogue, not a replacement design. It records visible live triggers and actions without changing any HubSpot workflow. Exact action-detail panels, outbound email bodies/templates, sender settings, and workflow history remain outstanding.

Live workflows

Workflow	Status / object	Visible trigger	Visible actions	Gaps or discrepancy
Update Wedding enquiry sent date for outgoing wedding emails	On / Contact	Contact associated to any email where subject contains `Wedding Enquiry \| Kauri Bay Auckland`, direction is outgoing, activity is less than 1 day old, and subject is not `Re:` or `Fwd:`	Set `Wedding enquiry sent datetime` to action execution date	Exact property internal name and action detail still need export
Wedding Enquiry Template followup workflow	On / Contact	`Wedding enquiry sent datetime` is known; re-enrolment on	Branch `They Replied` when an incoming associated email has the exact subject within the last 3 days; otherwise delay 3 days, create task `Follow Up Wedding Enquiry Template Sent`, assign to Contact owner	Displayed task configuration captured; internal property name remains outstanding
7-Day No Response Follow-Up		Event Pipeline	On / Deal	Pipeline `Events`, stage `Quote (Events)`, create date more than 7 days ago
Initial Follow Up Email		Wedding Pipeline	On / Deal	Pipeline `Weddings`, stage `Phone Call (Weddings)`, and either last activity more than 14 days ago or no activity with create date more than 14 days ago
7-Day No Response Follow-Up		Wedding Pipeline	On / Deal	Pipeline `Weddings`, stage `Quote Created (Weddings)`, create date more than 7 days ago
Set Wedding Pack Follow Up Email Date	On / Contact	Form submission completed; contact has filled out `Wedding Information Pack` on any page, any number of times; re-enrolment off	Delay 3 days; set `Wedding Pack Follow Up Date` to execution date; set `Lead Status` to `Unqualified`	Live form linkage and displayed action details verified; exact property internal names remain outstanding
Final Email 14 days from Close Date		Wedding Pipeline	On / Deal	Deal stage `Final Follow up email (Weddings)`, close date less than 15 days from now, last activity more than 7 days ago (NZST)
Unnamed workflow - Sun Apr 26 2026 17:27:48 GMT+12:00	Off / Contact	Form submission has filled out `Winter Romance Landing Page` on any page, any number of times	No actions; workflow cannot be edited in the Workflows tool because it was created in Forms	Treat as inactive/stale unless form evidence proves otherwise

Immediate follow-up required for DISC-004

Capture the remaining internal property names, email/template IDs, and sender settings where HubSpot exposes them or through an approved export.
Recover the missing Final Email body, sender, recipient, template, and timing details; the replacement requirement to send the email is approved, but the live workflow does not expose the configuration.
Resolve whether the two internal notification workflows and the wedding enquiry task workflow are still required under the approved first-release scope.
Record test cases and manual override behaviour before replacing any workflow.

Live recheck recorded 7 August 2026

All eight workflow pages were reopened read-only in the live HubSpot portal. The following details were confirmed:

Final Email 14 days from Close Date || Wedding Pipeline is ON. Its live enrollment trigger is Deal stage Final Follow up email (Weddings), Close date less than 15 days from now (NZST), and Last activity date more than 7 days ago (NZST). Its only visible action is to set Deal pipeline and stage to Final Follow up email (Weddings). No outbound email action is present in the live action graph. The list description still says that it sends an email and updates the stage, so the description and live actions conflict. Business direction confirmed 7 August 2026 is that the replacement must send the outbound email; recover the missing body, sender, recipient, template, and timing details before implementation.
HubSpot global search found a strong candidate for the missing email: published automated marketing email Final Email Follow up | Kauri Bay Boomrock (email ID 133908258823), subject Final Email Follow Up, preview text Final Email Follow up | Kauri Bay Boomrock, from name Danica Griggs, and from address events@kauribayboomrock.co.nz. The body says: Hi Friend, followed by a friendly follow-up explaining that Kauri Bay would be delighted to host the wedding, the quote expires in a couple of days, pricing may change, and inviting questions; it closes with Danica Griggs’ signature and Kauri Bay contact details. HubSpot currently shows Simple workflows (0), so the template is not presently linked to a simple workflow. Treat it as the likely template, pending confirmation that it belongs to the Final Email workflow.
7-Day No Response Follow-Up || Event Pipeline is ON and is tied to Pipeline Events, Deal stage Quote (Events), and Create date more than 7 days ago (NZST). Its inactivity branch is Last activity date more than 7 days ago or unknown. It creates Follow Up Stage 1 on inactive deal for Deal owner, moves the deal to Phone Call (Events), and sends the internal email titled Events Deal Enrolled to Stage 1 - Task Assigned to Call to Stuart Gordon.
Initial Follow Up Email || Wedding Pipeline is ON and is tied to Pipeline Weddings, Deal stage Phone Call (Weddings), and inactivity of more than 14 days or no activity with a create date more than 14 days ago. Its activity branch uses more than 14 days (UTC), or no activity with create date more than 21 days (NZST). It moves the deal to Initial Follow up email (Weddings) and sends KBB Deal to Stage 2 to Stuart Gordon.
7-Day No Response Follow-Up || Wedding Pipeline is ON and is tied to Pipeline Weddings, Deal stage Quote Created (Weddings), and Create date more than 7 days ago (NZST). Its inactivity branch is Last activity date more than 7 days ago or unknown. It creates Follow Up Stage 1 on inactive deal for Deal owner, moves the deal to Phone Call (Weddings), and sends Deal Enrolled to Stage 1 to Stuart Gordon.
Set Wedding Pack Follow Up Email Date is ON, enrolls on the Wedding Information Pack form submission, waits 3 days, sets Wedding Pack Follow Up Date to the action date, and sets Lead Status to Unqualified.
Update Wedding enquiry sent date for outgoing wedding emails is ON, matches associated outgoing emails whose subject contains Wedding Enquiry | Kauri Bay Auckland, excludes Re: and Fwd:, and sets Wedding enquiry sent datetime to the action date.
Wedding Enquiry Template followup workflow is ON, enrolls when Wedding enquiry sent datetime is known, branches on an incoming associated email with exact subject Wedding Enquiry | Kauri Bay Auckland in the last 3 days, and otherwise delays 3 days before creating Follow Up Wedding Enquiry Template Sent for Contact owner.
The unnamed Winter Romance workflow is OFF, cannot be edited in Workflows because it was created in Forms, and has no visible actions.

Action editor details captured 7 August 2026:

Follow Up Wedding Enquiry Template Sent: To-do; due 3 days after creation at 8:00 AM in UTC+12:00; business days only; no email reminder; notes blank; associated with the enrolled contact; priority Medium; assigned to the Contact owner.
Follow Up Stage 1 on inactive deal in the Events workflow: Call; due 1 day after creation at 8:00 AM in UTC+12:00; business days only; no email reminder; notes Follow-up on Events Deal that has had no activity in the last 7 days and has Status set to Quote Created; associated with the enrolled deal and all associated companies; shared task queue Wedding Quotes Follow-Up; priority High; assigned to the existing Deal owner.
Follow Up Stage 1 on inactive deal in the Weddings workflow: Call; due 1 day after creation at 8:00 AM in UTC+12:00; business days only; no email reminder; notes Follow-up on Wedding Deal that has had no activity in the last 7 days and has Status set to Quote Created; associated with the enrolled deal and all associated companies; shared task queue displayed as 5247579; priority High; assigned to the existing Deal owner.
Events internal notification Events Deal Enrolled to Stage 1 - Task Assigned to Call: recipient Stuart Gordon; body Check KB Deals [Deal Name] has moved to stage 1.
Weddings initial-stage internal notification KBB Deal to Stage 2: recipient Stuart Gordon; body A deal has been moved to stage 2, Initial Follow-Up Email. followed by Deal Name is [Deal Name].
Weddings stage-one internal notification Deal Enrolled to Stage 1: recipient Stuart Gordon; body Check KBB Deals [Deal Name] has moved to stage 1.

The action editor now provides the task and internal-notification details above. A likely email template and sender have also been found, but the workflow-to-template link is not currently present. DISC-004 remains in progress for internal property names, confirmation of the candidate template mapping, and the final timing/recipient rule.