Overview.

One brain, many hands

Heritage Village runs 2,580 dwellings and 3,600 residents. The site moves off hoa-sites.com to a custom WordPress theme. Microsoft Dataverse is the master database. Power Automate is the middleware. WordPress is the frontend and the form intake. MaintainX, WebTrac, Constant Contact, and libib stay where they are. Staff live in Microsoft 365.

Hub and spoke

The shape is hub-and-spoke. Dataverse is the hub. Every other system is a spoke. Power Automate moves data between them on strict lanes. Upstream lane: WordPress captures, Dataverse stores. Downstream lane: Dataverse is master, WordPress mirrors. MaintainX is master for trade data; WordPress reads through a server-side proxy.

Authentication at two speeds

Residents log in with magic links. Staff log in with Entra ID. Approvals run through Teams Adaptive Cards for tier-2 staff and Power Apps for tier-1 builders. Tier-3 staff read Excel files on SharePoint.

Chapter	Tab	Covers
01	Stack	Every component, purpose, cost, and owner.
02	Data	Dataverse tables, WordPress CPTs, ACF field groups, source-of-truth lanes, entity relationships.
03	Flows	Power Automate flows, Request Pattern, webhook vs nightly sync, Teams cards, Excel tier, loop prevention.
04	Auth	Magic-link plugin, HOA-sites import, unit binding, multi-unit owners, staff SSO, license tiers.
05	Operations	Hosting, backup, monitoring, Gemini corrections, open decisions.
06	Diagrams	Every Mermaid diagram, rendered as a PNG gallery with source underneath.

Surfaces and hubs

• Public surfaces: / and /buyers/. Everything else is gated.
• Five hubs: Residents, Living Here, Governance, Buyers, Contact.
• Staff named in the flows: Nate (data manager, EV requests), Carol (variance approvals), Sarah (newsletter opt-ins).

File conventions

• Every file reads end-to-end in Hemingway style.
• No em dashes.
• No file exceeds 400 lines.
• Every Dataverse table name starts with hv_.
• Every Power Automate flow name follows HV-<source>-<verb>-<target>.
• Every WordPress CPT maps to a hub in the sitemap.

Gemini corrections

1. Use Passwordless Login or Magic Login for magic links, not Solid Security.
2. Use a WordPress REST proxy to MaintainX, not an iframe.
3. Server-side API calls only. No browser-side MaintainX keys.
4. Pay for ACF Pro. The Repeater field is worth $49 a year.
5. Teams Adaptive Cards are safe for occasional approvals. Watch daily volume.
6. Confirm the HOA-sites CSV export format before the migration.
7. WordPress and local MySQL is the right pairing here; the rule is not universal.

Next steps

1. Confirm the HOA-sites CSV export format with the current vendor.
2. Confirm MaintainX API license level.
3. Confirm the Constant Contact export format.
4. Review the ten open decisions in Operations and lock each one.
5. Approve this architecture set.
6. Schedule the build phase.

Out of scope

• Implementation code. No PHP, no ACF JSON, no functions.php.
• Design decisions. Typography and palette are locked in the design-system folder.
• Content migration execution. The migration matrix lives in the sitemap file.
• Vendor contracts.
• Final hosting selection. The recommendation is Azure App Service; the call stays with the user.