Kauri Bay CRM Replacement — Project Controls

Kauri Bay CRM replacement

Project control

Status: discovery underway; build not started
Target: focused in-house CRM replacement hosted on Kauri Bay’s servers
Timebox: three weeks from approved scope freeze
Current source of truth: progress register and the linked evidence documents

This project will replace the parts of HubSpot that Kauri Bay actually uses for Weddings and Events. It is not intended to reproduce the whole HubSpot product.

Objective

Deliver a secure, supportable first-release CRM that preserves operational continuity for:

Weddings and Events contact and deal management.
The two current operational inboxes and their Microsoft 365 email paths.
Website form intake, including the legacy non-HubSpot form families that have historically submitted into HubSpot.
Pipeline stages, contact lifecycle, owners, tasks, notes, emails, activities, and associations.
The active follow-up automations that create tasks, send internal notifications, and move deals between stages.
The small set of reports and exports staff actually use.
A dry-run import, reconciliation evidence, backup, rollback, and handover process.

Current verified baseline

The read-only HubSpot audit found:

Two separate inboxes: Events and Weddings.
Two separate deal pipelines: Events has 9 stages; Weddings has 12.
Eight workflows reported, with seven active or operationally relevant.
Thirty-two forms reported, including legacy Non-HubSpot forms and a Wedding Information Pack form with approximately 3K displayed submissions.
Five active HubSpot users, all displayed as Super Admins, plus two deactivated users.
Two dashboards and 19 personal reports, including Weddings and Events operational reports.
Current live settings that differ from older implementation plans.

Evidence: live HubSpot usage audit and current-state usage map.

Delivery principles

Live HubSpot configuration and exports override old planning documents.
Every requirement must have a source, an owner, an acceptance test, and evidence.
No build scope is considered complete until the migration path and rollback path are defined.
Preserve raw source exports separately from transformed/import-ready data.
Prefer a small explicit operational workflow over a general-purpose HubSpot clone.
Do not change HubSpot during discovery unless separately approved and recorded.
No production cutover without reconciliation, user acceptance, backup, and rollback approval.

Owner roles

Role	Responsibility
Project lead	Scope, register, decisions, risks, approvals, and delivery cadence
CRM analyst	HubSpot discovery, process mapping, data dictionary, and migration mapping
Kauri Bay product owner	Confirms current business process, priorities, and acceptance
Backend/integration lead	API, data model, imports, automations, forms, and mailbox integration
Frontend lead	CRM interface, inbox and pipeline workflows, forms, and user experience
Infrastructure/security lead	Apps1 hosting, identity, deployment, backups, monitoring, privacy, and security
QA/migration lead	Test plan, import rehearsal, reconciliation, UAT, and cutover verification

Named people should replace these roles when the project approvers confirm the delivery team.

Three-week delivery frame

Window	Focus	Exit gate
Days 1-3	Complete live inventory, source exports, scope freeze, target architecture	Signed must-have scope and data dictionary baseline
Days 4-7	Build foundation, authentication, data model, import tooling, inbox/form integration skeleton	Staff can log in and core records can be created in a test environment
Days 8-12	Build contacts, pipelines, activities, tasks, workflows, forms, reports, and migration transforms	End-to-end Weddings and Events journeys pass developer tests
Days 13-16	Import rehearsal, reconcile records/associations, fix defects, complete security and operational controls	Rehearsal import passes agreed tolerances and critical defects are closed
Days 17-19	User acceptance, training, runbook, cutover rehearsal, final export	Business approval to cut over
Days 20-21	Production cutover, verification, monitoring, and hypercare	Live CRM verified and rollback window closed by approval

Scope guardrails

In scope for first release

Contacts, organisations where actually used, deals, pipelines, lifecycle stages, owners, associations, notes, calls, meetings, tasks, and email activity links.
Events and Weddings inbox routing and conversation visibility, subject to Microsoft 365 integration feasibility.
Website intake endpoints and field mapping for active or still-relevant legacy form families.
Active workflow behaviours that affect follow-up, stage changes, owner tasks, and internal notifications.
Search, filters, saved views, CSV export, and confirmed operational reports.
Authentication, roles, audit history, backups, monitoring, deployment, and rollback.

Defer unless discovery proves essential

Full HubSpot marketing automation parity.
A general-purpose workflow and sequence builder.
HubSpot landing-page authoring.
Tickets, commerce, payments, subscriptions, custom objects, and broad marketplace integrations.
Pixel-level marketing analytics and report parity for inaccessible or unused reports.

Decisions required

Confirm the planned cutover date (31 August 2026), latest acceptable date (7 September 2026), and who can approve scope, UAT, and production cutover.
Confirm that the first release must send email through Microsoft Graph.
Confirm Facebook Messenger for Events is deferred from day one.
Confirm the historical treatment: preserve useful emails, attachments, and form submissions where available; property history is lower priority and may be deferred.
Confirm the target permission direction: a narrow, role-based small-business model rather than HubSpot’s current all-Super-Admin state; detailed roles remain a specification task.
Confirm the authoritative source for booking dates, payments, invoices, and revenue reporting.

Working documents

Progress register: task ledger, status, dependencies, evidence, and acceptance criteria.
Decision log: decisions and approvals that change scope, design, or cutover authority.
Live HubSpot usage audit: verified read-only snapshot.
Current-state usage map: evolving source and replacement model.
docs/data-dictionary.html: to be created after property and sample-value export.
docs/migration-mapping.csv: to be created after source inventory and target schema approval.
Partial workflow catalogue: live triggers/actions captured; complete after full action-detail and template capture.
Template management specification: implementation-ready first-release requirements for adding, amending, testing, publishing, versioning, audit, and rolling back operational email templates; ready for approval.
Consolidated project specification: standalone HTML view of the whole CRM replacement project, current evidence, approved scope, target design, delivery gates, and open decisions.
docs/integration-map.html: to be created after website, Microsoft 365, Xero, booking schedule, and waiver dependencies are confirmed.
docs/acceptance-tests.html: to be created before build is called ready for UAT.
docs/cutover-runbook.html: to be created before production migration.

Status language

Not started: no work evidence yet.
In progress: work has started, but exit criteria are incomplete.
Blocked: a named dependency prevents progress and has been recorded in the decision/blocker log.
Ready for review: deliverable exists and awaits an identified reviewer.
Complete: exit criteria and evidence are present.
Deferred: deliberately outside the first-release scope, with an explicit reason.

Update the register first. Then update this file only when a milestone, scope decision, or delivery assumption changes.