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Launch Plan
Employee Onboarding Automation
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear, stage-by-stage picture of how your Employee Onboarding automation will be built, tested, and handed over. It covers what is being built, what FullSpec does at each stage, what your team needs to have ready, and what success looks like once the system is live. FullSpec manages the entire build end to end. Your role is limited to providing tool access, confirming one configuration decision before build begins, and reviewing test results before go-live.
01What you're launching
Today, every time a candidate accepts an offer, your HR team manually coordinates up to twelve steps across email, documents, accounts, and manager briefings, typically taking between 6 and 9 hours per hire with no single system keeping track. This automation replaces the majority of that manual work with three purpose-built agents that fire automatically from the moment an offer is accepted in BambooHR. The Document Agent handles offer letters and document collection, the Provisioning Agent creates all system accounts before day one, and the Onboarding Coordinator Agent builds the Notion onboarding page, briefs the hiring manager, and sends the welcome email. HR retains only the steps that genuinely require human judgment.
Process
Employee Onboarding: offer acceptance through to new hire day one
Trigger
Candidate status set to 'Offer Accepted' in BambooHR
Final output
Signed documents filed in BambooHR, all accounts provisioned, Notion onboarding page live, hiring manager briefed, and day-one welcome email delivered
Agents being built
3 agents: Document Agent, Provisioning Agent, Onboarding Coordinator Agent
Tools involved
BambooHR, DocuSign, Gmail, Google Workspace, Slack, Notion
Volume
Approximately 3 new hires per month, triggered on each offer acceptance
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02How the build works
FullSpec builds this automation across four sequential stages. The first stage, Connect, is a short working session where FullSpec maps your existing templates, confirms tool access, and locks in the configuration decisions needed before any code is written. Build follows immediately, with each of the three agents built and tested in turn. The Test stage runs two complete end-to-end hires through the full flow to confirm accuracy before anything touches a real candidate. Launch hands the live system over to your team with a plain-English runbook and a monitoring setup so you always know what the automation is doing.
This build is rated Advanced complexity, reflecting three separate API integrations, timing logic for pre-start-date provisioning, and a conditional path for new offer letter template types. The total delivery window is 15 business days. The delivery clock starts at the close of Connect, not payment.
1Connect
Estimated time: Days 1-2
FullSpec
Reviews your existing offer letter templates and document types by role. Maps BambooHR field names to automation variables. Confirms Slack channel taxonomy and Google Workspace organisational unit structure. Sends a credential checklist for each tool.
You
Joins a single Connect session (approximately 60 minutes). Provides admin access credentials for BambooHR, DocuSign, Google Workspace, Slack, and Notion. Confirms which offer letter templates are in use and flags any role types that need a separate DocuSign template.
2Build
Estimated time: Days 3-12
FullSpec
Builds the Document Agent first: DocuSign template population, Gmail information pack trigger, and the configurable document-chase reminder loop. Then builds the Provisioning Agent: Google Workspace account creation via Admin SDK, Slack channel assignment by department and role. Finally builds the Onboarding Coordinator Agent: Notion page duplication and personalisation, Slack manager briefing, and the timed day-one welcome email.
You
Remains available to answer questions about role-specific template variations or Slack channel naming conventions. No active build tasks are required from your team during this stage.
3Test
Estimated time: Days 13-14
FullSpec
Runs two complete test hires through the full automated flow using a test BambooHR record. Validates offer letter accuracy, document collection triggers, account provisioning timing, Notion page creation, manager Slack messages, and the day-one welcome email. Logs any discrepancies and resolves them before handover.
You
Reviews the test hire outputs: checks the offer letter populated correctly, confirms the Notion page matches expectations, and verifies the manager briefing message content. Signs off on the test results before Launch proceeds.
4Launch
Estimated time: Day 15
FullSpec
Switches the automation from test mode to live. Confirms the BambooHR webhook is pointing to the production environment. Delivers the SOP Runbook and monitoring setup. Remains available for the first live hire to observe and resolve any unexpected edge cases.
You
Notifies your HR Manager and IT Admin that the system is live. Processes the first real hire through the automated flow and confirms day-one readiness. Raises any issues via support@gofullspec.com.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your side. The table below lists every credential and access item needed, along with when to have it ready. Everything in this list should be in place before Connect closes so the build can start without delays.
BambooHR
Admin account access to configure and test the webhook on candidate status changes. API key for the BambooHR account.
Before Connect closes
DocuSign
Admin account access to view and manage envelope templates. Existing offer letter templates must be structured as fillable DocuSign templates with named fields before the build begins.
Before Connect closes
Gmail
A Google Workspace account with permission to send on behalf of the HR mailbox used for new hire communications.
Before Connect closes
Google Workspace
Super Admin credentials or a service account with domain-wide delegation enabled, and Google Workspace Admin SDK access granted. IT Admin must configure this before the Provisioning Agent build begins.
Before Connect closes
Slack
Workspace Admin access to install a custom app and grant the required API scopes for channel management and member provisioning.
Before Connect closes
Notion
Workspace Admin access to the Notion account, plus the onboarding page template already set up and ready to be duplicated by the automation.
Before Connect closes
There is one configuration decision you must confirm before Connect closes: whether your current DocuSign offer letter templates are already structured with named fillable fields, or whether they need to be rebuilt as proper DocuSign templates before the Document Agent can use them. If templates exist for multiple employment types (for example, full-time, part-time, and contractor), confirm which types are in scope. This decision determines the Document Agent build scope and affects the Day 3 build start. FullSpec cannot begin the Build stage until this is confirmed.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / HR Manager)
Approve the offer letter template mapping the first time a new role type is onboarded. Update BambooHR hire records with correct role and department fields. Run the day-one orientation session. Raise exceptions or edge cases via support@gofullspec.com.
Manually preparing and sending offer letters. Chasing documents by email. Creating Google Workspace or Slack accounts. Briefing the hiring manager. Building the Notion onboarding page. Sending the day-one welcome email.
FullSpec
Monitors the automation for errors and unexpected failures. Applies fixes and updates as tool APIs change. Provides a monthly summary of automation runs, document completion rates, and any exceptions logged. Responds to support queries at support@gofullspec.com.
Not applicable.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first live hire triggers the full automated flow. The offer letter is sent within minutes of the BambooHR status change. Document collection begins automatically. The Provisioning Agent fires 5 business days before the start date.
Offer letter sent same day with no manual input. HR time for the first hire is under 30 minutes, down from 6 to 9 hours.
Month 1
All hires in the month run through the automated flow. Google Workspace and Slack accounts are ready before day one for every hire. Hiring managers receive structured briefings automatically. No documents are chased by email.
100% of accounts provisioned before day one. Zero missed manager briefings. Document completion rate tracked and visible in BambooHR without HR intervention.
Month 3
Approximately 9 hires have been processed automatically. The automation has handled edge cases such as same-week start dates and new role types requiring template approval. HR is spending the recovered time on higher-value work rather than coordination tasks.
Approximately 45 to 60 hours of HR time recovered across the quarter. Payroll record entries consistent and timely. New hire feedback on day-one readiness improves noticeably. The system is running without FullSpec needing to intervene between hires.
Next step: confirm the DocuSign template decision and send your tool access credentials to support@gofullspec.com so FullSpec can schedule your Connect session and start the delivery clock. Once Connect closes, your automation will be live within 15 business days.
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