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Launch Plan
Job Posting & Applicant Tracking
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for how the Job Posting and Applicant Tracking automation goes from confirmed scope to live in your business. It covers what is being built, how the four build stages unfold, what FullSpec needs from you to get started, what your day-to-day role looks like once the system is live, and what good results look like at each milestone. FullSpec handles the entire build, connection, testing, and deployment. Your team's job is to supply access credentials, confirm the job ad template, and review the parallel-run results before go-live.
01What you're launching
You are launching a three-agent automation that takes over the most time-consuming parts of your hiring workflow. From the moment a vacancy is approved in Greenhouse, the system drafts a job advertisement, routes it for a single hiring manager approval, posts the role, logs every incoming application, sends instant acknowledgement emails, screens each resume against your defined criteria, and notifies the hiring manager of the ranked shortlist via Slack. The four steps that genuinely require human judgement remain with your team. Everything else runs automatically.
Process
Job Posting & Applicant Tracking
Trigger
A new vacancy is marked as approved in Greenhouse
Final output
A scored and tagged candidate shortlist in Greenhouse with a Slack notification sent to the hiring manager
Agents being built
3 agents: Job Ad Drafting Agent, Application Intake Agent, Resume Screening Agent
Tools involved
Greenhouse, LinkedIn, Gmail, Google Sheets, Slack
Volume
6 to 10 active roles per month, triggered on every approved vacancy
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02How the build works
The build follows four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions for FullSpec and a small number of decisions or approvals for your team. The total delivery window is three to four business weeks from the close of the Connect stage. FullSpec manages all technical work within that window, including agent configuration, API connections, prompt calibration, and parallel-run monitoring. Your team's input is concentrated at the start and end of the process, not spread across every stage.
Complexity level: Moderate. Estimated delivery: 3 to 4 business weeks. The delivery clock starts at the close of Connect, not payment. FullSpec cannot begin the Build stage until Greenhouse API access is confirmed and the screening criteria document is received.
1Connect
Business days 1 to 3
FullSpec
Confirms Greenhouse API configuration and job board integration credentials. Reviews Gmail sending permissions and Slack workspace connection. Documents the screening criteria format required for each active role type. Provides a credential checklist and a simple screening criteria template for your team to complete.
You
Supply Greenhouse API key and admin login. Confirm Gmail account and Slack channel for hiring manager notifications. Complete the screening criteria template for at least two active role types before Connect closes.
2Build
Business days 4 to 14
FullSpec
Builds and connects the Job Ad Drafting Agent to Greenhouse and Gmail. Iterates the prompt template against three sample vacancies until output quality is confirmed. Builds the Application Intake Agent to capture, structure, and log applications to Greenhouse and Google Sheets, and sends acknowledgement emails. Builds the Resume Screening Agent, calibrates scoring logic against historical applications, and wires the Slack shortlist notification.
You
Review two to three sample job ad drafts produced by the Drafting Agent and provide one round of feedback on tone or format. Confirm the hiring manager approval email workflow is reachable. No technical action is required during the Build stage.
3Test
Business days 15 to 18
FullSpec
Runs the full automated flow in parallel with one live hire. Validates job ad quality, application logging accuracy, acknowledgement email delivery timing, resume scoring consistency, and Slack notification formatting. Logs all test results and resolves any issues before sign-off.
You
Nominate one active live role for the parallel run. The hiring manager reviews the Slack shortlist notification and confirms it matches their expectations. Your HR coordinator compares the automated Greenhouse records against what the manual process would have produced and flags any discrepancies to FullSpec.
4Launch
Business days 19 to 20
FullSpec
Switches the automation to live for all new vacancies. Delivers the SOP Runbook to your HR coordinator. Confirms monitoring is active and the support handoff is in place. Provides a go-live summary with the key escalation steps for any exception scenarios.
You
HR coordinator confirms receipt of the SOP Runbook and completes a brief walkthrough with FullSpec. Hiring manager is notified that Slack shortlist notifications are now active for all new roles. No manual posting or application logging is required from this point.
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03What FullSpec needs from you
Getting started requires only access to your existing tools. No technical knowledge is needed from your team. FullSpec handles all configuration, connection, and testing. The items below are the credentials and decisions that must be in place before the Connect stage can close and the build clock can start.
Greenhouse
API key with admin-level access; confirmation that job board integrations (LinkedIn) are already enabled in your Greenhouse account
Before Connect closes
LinkedIn
Confirmation that the LinkedIn job posting integration is active in Greenhouse, or LinkedIn Recruiter credentials if posting is handled separately
Before Connect closes
Gmail
The Gmail address to use as the sending account for applicant acknowledgement emails; Gmail API access enabled or app password provided
Before Connect closes
Google Sheets
Edit access (shared link or service account invitation) to the existing hiring tracker spreadsheet, or confirmation to create a new one
Before Connect closes
Slack
The Slack channel name or ID where hiring manager shortlist notifications should be posted; a Slack admin to approve the bot connection
Before Connect closes
The one configuration decision you must confirm before Connect closes: the screening criteria for each active role type. The Resume Screening Agent's scoring accuracy depends entirely on how clearly the criteria are defined. Vague or missing criteria will produce unreliable fit scores and will require a calibration round after the first two or three hires, adding time. FullSpec will provide a simple criteria template. Your HR coordinator needs to complete it for at least two role types before the Build stage begins.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / HR team)
Confirm the hiring manager approval on each job ad before it posts. Manage interview scheduling and candidate communications after the shortlist is confirmed. Update role screening criteria in Greenhouse when a new role type is opened. Review the Google Sheets hiring tracker as the live status dashboard. Handle any exception cases flagged by the screening agent (for example, borderline candidates or roles with unusual requirements).
Drafting job ads from scratch. Logging into multiple job boards to post roles. Copying application details into a spreadsheet. Sending individual acknowledgement emails. Manually screening resumes against criteria. Emailing the hiring manager with a shortlist document.
FullSpec
Monitors automation health and is available at support@gofullspec.com for any issues. Responds to exception alerts and resolves failed workflow runs. Advises on screening criteria updates when role requirements change significantly. Provides guidance on expanding the automation to additional role types or departments on request.
Not applicable. FullSpec does not participate in hiring decisions, candidate communications, or day-to-day HR operations.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first live vacancy runs through the full automated flow. The job ad is drafted and routed for approval within minutes of the Greenhouse trigger. Incoming applications are logged automatically and acknowledgement emails are delivered within five minutes of submission. The hiring manager receives a Slack shortlist notification rather than an email attachment.
Zero manual application logging. Acknowledgement emails sent within five minutes. Hiring manager confirms the Slack shortlist notification is clear and actionable.
Month 1
All active roles are running through the automation. Admin time per hire has dropped from seven to ten hours to roughly two to three hours. The HR coordinator is spending the recovered time on interview coordination and candidate relationship tasks rather than data entry. The hiring tracker in Google Sheets is populated automatically without manual input.
Admin hours per hire consistently at or below three hours. No manual spreadsheet entry required. Hiring manager approval turnaround is faster because the ad arrives formatted and ready rather than as a rough draft.
Month 3
The process is running at full volume across six to ten roles per month. Approximately 56 hours of coordinator time have been recovered in the first 90 days, equivalent to around $2,925 in overhead saved. Screening quality is consistent and the fit score criteria have been refined based on the first cohort of hires. Any exception scenarios are handled comfortably using the SOP Runbook.
56 hours recovered in 90 days. Screening criteria refined and stable. Candidate drop-off due to slow response has measurably reduced. HR coordinator is confident managing exceptions independently.
Next step: FullSpec will send you a short Connect session invite within one business day. That session takes 30 to 45 minutes and covers credential handover, screening criteria review, and confirmation of the hiring manager approval workflow. Once Connect closes, the build begins immediately. Reach out to support@gofullspec.com at any point before the session if you have questions.
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