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 on WP Engine. Microsoft Dataverse is the master database. Power Automate is the middleware. WordPress is the frontend and the form intake. AUC/ADMINS, 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. AUC is master for units and owners of record; it feeds the hub by CSV into a watched SharePoint folder.

The work is the data

Phase 1 merges four conflicting contact sources into one verified directory: AUC, the directory spreadsheet, MaintainX, and the census. AUC is the spine. Every contact field carries a source stamp and a verified date. A live percent-verified number tracks progress. Electronic voting stays parked until that number is high. The phased plan and the budget live in the companion plan, hv-data-hub/PLAN.md. Last synced: 5 July 2026.

Three paid seats

One Power Apps Premium seat for Nate, the sole builder. Two Power Automate Premium seats: the sync service account and the security lead. Everyone else consumes emailed outputs on their existing M365 license.

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, 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), the security lead (standalone flows on his own Power Automate Premium seat).

File conventions

• 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.

Next steps

1. Start Phase 0 (hv-data-hub/PLAN.md §6): stand up Dataverse, assign the three premium seats, design the resident and household tables with the source, verified-date, and completeness fields built in.
2. Confirm the HOA-sites CSV export format with the current vendor.
3. Ask MaintainX one question: does the tier include webhooks? API access is confirmed in use; polling is the accepted fallback.
4. Pick the match key across the four contact sources: unit number, street address, or AUC account/parcel ID.
5. Review the open decisions and pre-migration items in Operations and lock each one.

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.
• Hosting contract execution. The budgeted working choice is WP Engine; see Operations. Re-verify the list price before signing.
• The phased plan and the budget. Both live in hv-data-hub/PLAN.md.