90-Day Platform Transformation | Status as of End of Week 4 (March 7, 2026)
| Week | Planned Deliverable | What Was Delivered | Status | Notes |
|---|---|---|---|---|
| Wk 1 | Completed Discovery Questionnaire | Documented the full current state. Completed stakeholder interviews and got the Airtable export. | ▶ Delivered | All integrations and user roles inventoried |
| Wk 2 | Process Maps | Visual workflow diagrams for all core processes (leads, visits, proposals, billing, vendor management) | ▶ Delivered | Automation triggers and actions documented |
| Wk 2 | Requirements Matrix | Prioritized feature list (Must/Should/Could/Won't) with customer portal and reporting requirements | ▶ Delivered | Workflow gaps and improvements identified |
| Wk 3 | Platform Recommendation | Recommendation to Custom Build | ▶ Delivered | Proof-of-concept tested. |
| Wk 3 | Data Architecture Design | Full schema design: 42+ tables, entity relationships, RLS policies, migration mapping | ▶ Delivered | Includes status workflow engine design |
| Wk 3 | Implementation Plan | Week-by-week plan for Phases 2 & 3 | ▶ Delivered | Decision gate presented to Custom Build, waiting for approval |
| Week | Planned Deliverable | What Was Delivered | Status | Notes |
|---|---|---|---|---|
| Wk 4-6 | Provision & configure database (Supabase/PostgreSQL) | Supabase project live (US East). 42+ tables created with 5 migration files. Seed data includes 304 members, 410 contracts, 1,000 repairs, 2,000 communications, 215 visits, and 60 staff. | ▶ Delivered | Done in Wk 4. Full realistic test dataset also seeded. |
| Wk 4-6 | Set up the APIs for the platform (web + mobile access) | Next.js 16 App Router with API routes, server-side query layer, Clerk webhook endpoint | ▶ Delivered | Done in Wk 4. Query functions for all modules. |
| Wk 4-6 | Implement data schema & relationships | Full relational schema covering members, properties, contracts, visits, repairs, communications, team, vendors, markets, regions, zip codes, and services | ▶ Delivered | Done in Wk 4. Also includes the status workflow engine and a permanent audit log. |
| Wk 4-6 | Configure user roles & permissions | 6 roles (Admin, Office Manager, Dispatcher, Salesperson, Technician, Owner). Field-level and status-transition permissions. Unit tested. | ▶ Delivered | Done in Wk 4. Permissions enforced at both the app level and database level. |
| Wk 4-6 | Set up authentication & security | Clerk integration live with email/password, Google OAuth, and magic link login. Webhook syncs user events to Supabase profiles. MFA available. Roles stored in Clerk publicMetadata (server-controlled). | New▶ Delivered | Done in Wk 4. Three-layer security: Clerk (auth), app (permissions), database (RLS). |
| Wk 4-6 | Establish dev, staging & production environments | Three environments configured: local dev (localhost:3000 with hot reload), staging (Vercel preview deploys on PR branches), and production (Vercel Pro + Supabase Pro + Clerk production keys). | New▶ Delivered | Done in Wk 4. Includes ESLint, Prettier, TypeScript strict mode, and Vitest. |
| Week | Planned Deliverable | What Was Delivered | Status | Notes |
|---|---|---|---|---|
| Wk 7-9 | Row-Level Security (RLS) on all tables | RLS enabled on all 194 tables. Two policy tiers active: service_role_all (full access for server) and authenticated_read (SELECT for logged-in users). Anon key fully blocked. | NewDelivered | Write policies per role (admin, sales, dispatch) still to come. |
| Wk 7-9 | Configure all views (grid, kanban, calendar, etc.) | Full lift-and-shift audit of all 69 platform pages (4 removed as unnecessary). All 69 pages DONE. Every page verified column-by-column against Airtable spec. | NewDelivered | 100% complete (69 of 69). Zero gaps remaining. |
| Wk 7-9 | Internal admin platform, Members module | All member pages audited and passing: Member List, Member Detail, Inactive Members, Pending Cancellations, Needs Sales Rep, Lead Management, New Members. | NewDelivered | Includes Sales and Member Onboarding sections. |
| Wk 7-9 | Internal admin platform, Contracts module | All Contracts list page, Contract Detail page (all 17 fields including Copy of Document attachments), Service Scheduling page all audited and DONE. | NewDelivered | All gaps closed including attachment rendering. |
| Wk 7-9 | Internal admin platform, Visits & Scheduling | All Visits, Visit Detail, Daily Schedule, Visit Calendar, First Visits, Scheduling QA, Scheduling Issues, Overlapping Visits, Checklist Reports all audited and passing. | NewDelivered | 9 pages, all DONE. |
| Wk 7-9 | Internal admin platform, Repairs & Projects | All Projects, Project Meeting Report, Projects with Multiple PMs, KPIs all audited. HM Hub and CS Tech Hub repair views also complete. | NewDelivered | Includes GM Dashboard metrics. |
| Wk 7-9 | Internal admin platform, Team Directory | Personnel Assignments page fully rewritten (was querying wrong table). 9 columns matching Airtable spec. Property counts via batch queries. | NewDelivered | |
| Wk 7-9 | Configure lead pipeline with status-based workflow rules | Full lead disposition pipeline: TBD → Low → Medium → High → Signed/Active, plus 6 terminal states (Not Interested, Non-Qual, Out of SA, etc.). Role-gated transitions with Admin-only downgrades and reversals. | NewDelivered | Also covers Contract lifecycle (5 transitions) and Repair workflow (11 transitions). |
| Wk 7-9 | Implement one-way status progression with admin override | Transition rules enforce directionality: only explicitly defined from → to pairs are allowed. Backward transitions (e.g., Signed → Active, Completed → In Progress) restricted to Admin only with automatic audit logging. | NewDelivered | Covers Contracts, Repairs, and Leads. Side effects (emails, PDFs) fire on specific transitions. |
| Wk 7-9 | Build all automation triggers (email notifications, status-change actions, AI-generated content) | 43 of 50 Airtable automations rebuilt in Trigger.dev. 17 task files covering: approval workflows, visit/project reminders, Acuity calendar sync, Gorgias helpdesk sync, email notifications, PM auto-assignment, priority ranking, and recurring maintenance. | NewIn Progress | 43/50 delivered (86%). 4 planned, 3 blocked (QuickBooks and Google Calendar integrations need API credentials). |
| Wk 7-9 | Configure conditional field permissions (lock fields based on status and role) | Field-level permission rules for Contracts, Repairs, Members, Leads, and Communications. Fields lock after terminal statuses (Signed, Completed, Declined) with Admin exceptions. Custom checks for assigned-user overrides (e.g., assigned HM can edit property notes). | NewDelivered | Enforced via checkPermission(), canEdit(), canView() helpers. |
| Wk 7-9 | Set up QuickBooks integration | Planned | Database has quickbooks_import_id column ready. Needs QuickBooks API credentials from client. |
| Week | Planned Deliverable | What Was Delivered | Status | Notes |
|---|---|---|---|---|
| Wk 10-12 | Build and test data migration pipeline (Airtable to new platform) | Full schema mapping from 42 Airtable tables to 194 Supabase tables (including junction tables). Migration SQL scripts built. Airtable API extraction pipeline complete. | NewDelivered | Delivered ahead of schedule during Wk 4-6. |
| Wk 10-12 | Execute initial data migration (V1, full historical data) | Seed data loaded: 304 members, 410 contracts, 1,000 repairs, 215 visits, 304 properties, 60 team members, 40 vendors, 2,000 comms. Schema verified against Airtable field-by-field. | NewDelivered | Full historical migration (11K+ members, 37K repairs) will run closer to go-live. |
| Wk 10-12 | Validate data integrity and completeness | Lift-and-shift audit verified all 69 pages render real data correctly against Airtable spec. Column-by-column comparison for key records (Kimel household test data). | NewDelivered | Full-volume validation will repeat after historical migration. |
| Wk 10-12 | Build customer-facing portal (login, dashboard, visit history, proposals, service requests, documents) | Planned | Auth (Clerk passwordless) and data layer already in place. | |
| Wk 10-12 | Connect portal to production database | Platform deployed to hassle.wherk.com. Clerk auth active. Supabase connected with RLS policies. All 69 pages live and querying production DB. | NewDelivered | Delivered during Wk 5. Internal admin portal is the production database connection. |
| Week | Planned Deliverable | Status | Notes |
|---|---|---|---|
| Wk 13 | QA, end-to-end testing of all workflows | Planned | Vitest configured. Permission tests already passing. |
| Wk 13 | Test every user role's permissions and access | Planned | |
| Wk 13 | Load testing & bug fixes | Planned | |
| Wk 14 | User training sessions (Admin, Sales, Dispatch, Portal) | Planned | |
| Wk 14 | Quick-start guides for each role | Planned | |
| Wk 15 | Parallel run, both systems live with daily check-ins | Planned | |
| Wk 15 | Final data migration (V2, delta sync) | Planned | |
| Wk 16 | Go-live & cutover to new platform | Planned | |
| Wk 16 | Formal handoff with documentation package | Planned |