FS-DOC-01Operations
Launch Plan
Shipping and Tracking Notification
[YourCompany.com] · Fulfilment Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference document for taking the Shipping and Tracking Notification automation from first conversation to live production. It explains exactly what is being built, how FullSpec structures the four build stages, what you need to provide and when, what your team does once the automation is live, and how to measure whether everything is working as expected. FullSpec handles all technical construction, testing, and deployment. Your role is to confirm access, review outputs, and approve the go-live.
01What you're launching
Right now, every time an order ships, someone on your fulfilment team manually checks ShipStation, exports the list of shipped orders, looks up each customer email in Shopify, constructs the tracking link by hand, drafts and sends individual emails through Gmail, then logs each send in a Google Sheet. At around 100 shipments per week, that process consumes six hours of coordinator time every week, generates a steady stream of copy-paste errors, and produces a backlog of WISMO support tickets from customers who never received their tracking link. The automation being built replaces all but two of those manual steps: the moment ShipStation marks an order as shipped, the system detects the event, pulls the full order from Shopify, builds the correct carrier tracking URL, fires a branded email through Klaviyo, logs the send in Google Sheets, and posts a batch summary to Slack, all without anyone on your team touching it.
Process
Shipping and Tracking Notification
Trigger
An order is marked as Shipped in ShipStation and a tracking number is written to the order record
Final output
A branded Klaviyo tracking email delivered to the customer, a logged row in Google Sheets, and a Slack dispatch summary posted to your fulfilment channel
Agents being built
2 agents: Shipment Event Listener and Notification Dispatch Agent
Tools involved
ShipStation, Shopify, Klaviyo, Google Sheets, Slack
Volume
Approximately 100 shipments per week (around 430 runs per month)
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02How the build works
FullSpec breaks every build into four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined owner for every action so nothing falls through the gaps. The stages run in order and the total delivery window is four weeks from the close of Connect. You do not need to manage any of the technical work; your involvement at each stage is clearly listed in the tables below.
Complexity level: Moderate. Estimated delivery window: 4 weeks (approximately 20 business days). The delivery clock starts at the close of Connect, not payment. If API credentials or Klaviyo template approvals are delayed, the clock pauses until those items are resolved.
1Connect
Business days 1 to 3
FullSpec
Run the Connect session to confirm process scope, volume, and carrier mix. Verify that ShipStation webhooks are available in your plan tier. Confirm API credential requirements for ShipStation, Shopify, and Klaviyo. Review your existing Klaviyo template status and confirm the Google Sheets log structure.
You
Attend the Connect session (typically 30 to 45 minutes). Provide API credentials or admin access for ShipStation, Shopify, and Klaviyo. Confirm which carriers are active and share any existing tracking email template you want to preserve. Confirm the Slack channel where dispatch summaries should be posted.
2Build
Business days 4 to 12
FullSpec
Build the Shipment Event Listener: configure the ShipStation webhook or polling trigger, connect to Shopify for order detail retrieval, and implement tracking URL construction logic covering all active carriers. Then build the Notification Dispatch Agent: connect the Klaviyo transactional flow, set up Google Sheets row appending, and configure the Slack digest message format. Validate both agents individually against real shipped order data.
You
Approve the Klaviyo email template before the Notification Dispatch Agent build begins. Respond to any questions from FullSpec about carrier URL formats or Slack channel preferences. No technical action is required during this stage.
3Test
Business days 13 to 17
FullSpec
Run a two-day parallel test where the automation fires alongside your existing manual process. Check email accuracy, tracking URL integrity across all carriers, Google Sheets log completeness, and Slack message formatting. Run edge-case tests for missing customer emails, unrecognised carrier codes, and Klaviyo send failures. Produce a sign-off summary for your review.
You
Review a sample of five to ten test notification emails to confirm branding, tracking links, and personalisation fields look correct. Check the Google Sheets log to confirm rows are appearing as expected. Confirm you are receiving Slack digest messages in the right channel. Provide approval to proceed to Launch.
4Launch
Business days 18 to 20
FullSpec
Cut over to the live automation, deactivating the parallel test mode. Monitor the first 48 hours of live sends, checking for delivery errors, missed triggers, and log gaps. Confirm the Slack digest is posting correctly. Hand over the full documentation suite including the SOP and Developer Handover Pack. Remain on support for 30 days post-launch via support@gofullspec.com.
You
Inform your fulfilment coordinator that manual notification sending should stop from the agreed go-live time. Monitor your Slack digest each morning for the first week to confirm dispatch summaries are appearing. Contact FullSpec at support@gofullspec.com if any sends appear to be missing or delayed.
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from you or your team. All credential handling, API configuration, and connection testing is done by FullSpec. The table below lists exactly what is needed for each tool and when it must be ready.
ShipStation
API key and API secret from your ShipStation account (Settings > Account > API Settings). Confirmation that webhooks are enabled on your plan, or agreement to use polling mode as a fallback.
Before Connect closes
Shopify
A custom app API key with read access to Orders and Customers, or admin login so FullSpec can generate one during the Connect session.
Before Connect closes
Klaviyo
A private API key with permission to trigger transactional flows and read list/segment data. The tracking email template must be built and approved in Klaviyo before the Build stage begins.
API key before Connect closes; template approved before Build day 1
Google Sheets
A shared Google Sheet (or a blank one FullSpec can set up) where notification log rows will be appended. Viewer or editor access for the FullSpec service account.
Before Connect closes
Slack
The name of the Slack channel where dispatch summaries should be posted, and permission to add an incoming webhook integration to that channel.
Before Connect closes
The one configuration decision you must confirm before Connect closes: which Klaviyo transactional flow template will be used for shipping notifications. If a template does not yet exist in your Klaviyo account, your team must build and approve it before the Build stage can start. FullSpec triggers the send but does not design your email template. A missing or unapproved template is the single most common cause of build stage delays for this process.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner)
Review the daily Slack dispatch digest each morning to confirm sends are running. Handle any genuinely bounced emails flagged in the digest (these require a real customer contact decision). Update carrier tracking URL mappings in the automation if you add a new carrier (FullSpec guides you through this). Review the Google Sheets log periodically to audit notification history. Manage your Klaviyo template content and suppression lists.
Manually checking ShipStation for new shipments. Exporting shipped order lists. Looking up customer emails in Shopify. Building tracking links by hand. Drafting and sending individual notification emails. Logging sends in the tracker sheet one by one. Responding to WISMO tickets caused by missed sends.
FullSpec
Monitor automation health via error alerts for the first 30 days post-launch. Respond to support queries at support@gofullspec.com within one business day. Apply fixes for any broken triggers, failed sends, or log errors that arise. Assist with carrier mapping updates if a new carrier is added to your fulfilment stack.
Not applicable: FullSpec does not handle customer-facing communication or business decisions about individual orders.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The automation fires on every new shipment. Your Slack channel receives a daily dispatch digest. Your fulfilment coordinator is no longer manually assembling or sending tracking emails. A small number of orders with missing customer emails will be flagged for manual review, which is expected behaviour.
Every shipped order appears in the Google Sheets log within two minutes of being marked shipped in ShipStation. No tracking emails are being sent manually by your team.
Month 1
WISMO support tickets begin to decline as customers reliably receive tracking links at the point of dispatch. The fulfilment coordinator reclaims approximately 24 hours of time that was previously spent on manual notifications. Klaviyo send metrics show a high delivery rate for transactional emails.
WISMO ticket volume drops by at least 50% compared to the pre-automation baseline. Klaviyo reports a delivery rate above 97% for notification emails. No manual notification sends are occurring.
Month 3
The process is stable and fully embedded. Around 75 hours of coordinator time have been recovered over the quarter. Notification error rates are below 1%. The Google Sheets log provides a complete audit trail for every shipment notification sent. Your team has stopped treating tracking emails as a daily manual task.
Annualised time saving on track to reach 300 hours per year. WISMO tickets running at 2 to 4 per week compared to 12 to 20 before automation. Zero broken tracking links reported by customers. Team is using the Slack digest as their primary visibility tool for daily fulfilment activity.
Next step: to get the Connect session scheduled and the delivery clock started, contact the FullSpec team at support@gofullspec.com. Have your ShipStation and Shopify admin credentials ready and confirm whether a Klaviyo transactional email template is already built in your account. FullSpec will send a calendar invite and a short pre-Connect checklist within one business day of hearing from you.
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