FS-DOC-03Operations
Process Runbook / SOP
Social & Digital Promotion
01Process overview
Trigger
A post is approved in the content calendar.
Output
Channel-ready posts published on schedule and a weekly performance report shared with the team.
Agents
Channel Formatting Agent, Scheduling Agent, Reporting Agent
Tools
FullSpec Automation, Buffer, Google Analytics, Slack
Volume
~60 posts/month (approx. 372 automation runs/month)
Human checkpoint
If a publishing failure is detected, the Marketing Coordinator reviews and reschedules the affected post.
Process owner
[YourCompany.com] Marketing Coordinator
This automation covers the full lifecycle from content approval to post-performance reporting. Once content is approved, three agents handle reformatting, scheduling, metric collection, and report compilation. The only point where a person acts is when a publishing check flags a failure. Everything else runs without intervention.
Process Runbook / SOPPage 1 of 4
FS-DOC-03Operations
02Step-by-step: what happens and who acts
Step
Name
Type
Actor
Tool
Detail
1
Content approved
Automated
System
Content calendar
Approval in the content calendar triggers the automation.
2
Format per channel
Automated
Channel Formatting Agent
Canva, FullSpec Automation
Adapts each post to the correct format, length, and tags for every channel.
3
Schedule posts
Automated
Scheduling Agent
Buffer, FullSpec Automation
Schedules each channel-ready post at the optimal time and confirms placement.
4
Publish and check
Automated
Scheduling Agent
Buffer
Monitors publishing confirmation. Flags any failure for human review.
5
Fix and reschedule (if needed)
Human
Marketing Coordinator
Buffer
Reviews the flagged failure, corrects the issue, and reschedules the post.
6
Collect metrics
Automated
Reporting Agent
Google Analytics
Pulls performance data from every channel at the close of each reporting window.
7
Compile weekly report
Automated
Reporting Agent
FullSpec Automation
Compiles all channel metrics into one formatted weekly report.
8
Share report with team
Automated
Reporting Agent
Slack
Sends the completed report to the team channel automatically.
The only human action in this process is Step 5: a Marketing Coordinator fixes and reschedules a post only when the system detects a publishing failure. All other steps are fully automated.
Process Runbook / SOPPage 2 of 4
FS-DOC-03Operations
03Handling exceptions
Situation
What the system does
What you do
A post fails to publish on one channel
Flags the failure and halts further scheduling of that post. Other posts continue unaffected.
Open Buffer, review the flagged post, correct the format or timing issue, and reschedule.
Content is approved but has no channel tags
Channel Formatting Agent cannot determine target channels and raises an alert.
Return to the content calendar, add the missing channel tags, and re-approve the post.
Google Analytics data is unavailable at reporting time
Reporting Agent logs the gap, notes the missing channel in the report, and sends the partial report.
Check Google Analytics access credentials. Re-run the report manually once data is restored.
Buffer scheduling limit is reached
Scheduling Agent queues excess posts and alerts the team via Slack.
Review the Buffer plan limit, clear the queue or upgrade the plan, then allow the queue to drain.
A post is approved outside business hours
Automation runs as normal. Posts are scheduled to the next optimal window.
No action needed unless the post requires same-day publishing, in which case manually override timing in Buffer.
Slack message fails to send the weekly report
Reporting Agent logs the delivery failure and retries once.
Check the Slack integration token in FullSpec Automation. Re-send the report manually if the retry also fails.
04If something stops working
Posts not formatting after approval
Check the Channel Formatting Agent status in FullSpec Automation. Verify the Canva integration token has not expired.
No posts appearing in Buffer queue
Confirm the Scheduling Agent is active in FullSpec Automation. Re-authenticate the Buffer connection if the queue is empty.
Publishing confirmations not arriving
Log into Buffer directly and check post status. If Buffer is up, restart the Scheduling Agent in FullSpec Automation.
Weekly report not received in Slack
Check the Reporting Agent run log in FullSpec Automation. Confirm the Slack webhook URL is valid and the channel still exists.
Google Analytics metrics showing as zero or blank
Verify the Google Analytics account connection in FullSpec Automation. Confirm the property ID and date range settings are correct.
Automation not triggering on content approval
Confirm the trigger condition in FullSpec Automation is set to the correct calendar event. Check that the content calendar integration is authenticated.
Duplicate posts appearing on a channel
Pause the Scheduling Agent immediately. Review the Buffer queue for duplicates and delete extras before resuming.
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FS-DOC-03Operations
05Who to contact and when
Situation
Contact
Role
How to reach
Response target
Publishing failure not resolved within 2 hours
Marketing Coordinator
Process owner
Slack direct message
Same business day
Automation tool outage or FullSpec Automation errors
[FullSpec Automation support]
Platform support
Support portal or in-app chat
Within 4 business hours
Buffer account issue or billing block
[Buffer account admin at YourCompany.com]
Tool admin
Email or Slack
Same business day
Google Analytics access revoked or data missing
[Analytics admin at YourCompany.com]
Data/IT contact
Email
Next business day
Report not received and Slack webhook broken
[Slack workspace admin at YourCompany.com]
Workspace admin
Email or IT helpdesk
Next business day
Strategic change to posting frequency or channels
Campaign Manager
Process decision-maker
Slack or calendar invite
Within 1 week
06Ongoing maintenance
Weekly
Review the Reporting Agent output for data gaps or zero-metric channels
Marketing Coordinator
Takes under 5 minutes. Flag any blank rows to the analytics admin.
Weekly
Confirm all scheduled posts published successfully in Buffer
Marketing Coordinator
Check the Buffer activity log every Monday morning.
Monthly
Review automation run logs in FullSpec Automation for errors or retries
Marketing Coordinator
Look for recurring failure patterns and escalate if the same error appears more than twice.
Monthly
Check that channel format rules are still accurate for each platform
Marketing Coordinator
Platform character limits and image specs change. Update the Channel Formatting Agent config if needed.
Quarterly
Re-authenticate all tool connections (Buffer, Google Analytics, Slack, Canva)
Marketing Coordinator or IT admin
Token expiry is a common cause of silent failures. Rotate credentials proactively.
Quarterly
Review posting volume and scheduling windows against actual engagement data
Campaign Manager
Use the weekly reports to assess whether optimal posting times still hold. Adjust thresholds in the Scheduling Agent as needed.
Quarterly
Confirm FullSpec Automation subscription and Buffer plan still match volume
Marketing Coordinator or finance contact
Current volume is ~60 posts/month and ~372 runs/month. Upgrade ahead of campaigns that push above these levels.
Annually
Full process review: reassess steps, agent logic, and tooling
Campaign Manager and process owner
Check against updated team workflows. Confirm the automation still reflects how the business actually runs.
Tone, timing windows, and channel thresholds are all configurable inside FullSpec Automation. No developer is required to adjust these settings. Changes to agent logic or tool integrations should be tested in a staging environment before going live.
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