FS-DOC-03Operations
Process Runbook / SOP
Org Chart & Headcount Management
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This runbook is the operational reference for everyone involved in the Org Chart and Headcount Management process after automation goes live. It tells you exactly what the automation handles on its own, where your team still needs to act, how to respond when something goes wrong, and what routine maintenance keeps everything running cleanly. FullSpec builds, monitors, and supports the automation end to end. Your team's role is limited to the single human approval step described in Section 02 and the exception responses in Section 03.
01Process overview
Every hire, departure, or role change recorded in BambooHR now triggers a fully automated chain that syncs the change to Gusto, updates the headcount Google Sheet, refreshes the Lucidchart org chart, files any attached documentation to Google Drive, and notifies the relevant stakeholders via Slack. A weekly headcount report is also generated and emailed to leadership every Monday morning without any manual compilation. The only step that requires a human is reviewing and approving salary adjustments above the configured threshold before they are written to Gusto. The process runs approximately 12 times per month across all personnel change types.
Process name
Org Chart & Headcount Management
Trigger
A new hire, role change, or termination is saved in BambooHR
Final output
Updated records in Gusto and Google Sheets, a refreshed Lucidchart org chart, stakeholder Slack notifications, and a Monday morning headcount report delivered via Gmail
Agents running
Headcount Sync Agent, Org Chart Update Agent, Notification and Reporting Agent
Tools involved
BambooHR, Gusto, Google Sheets, Lucidchart, Slack, Gmail, Google Workspace
Weekly volume
Approximately 3 personnel changes per week (12/month)
Human checkpoint
HR Manager reviews and approves any salary adjustment above the configured threshold before it is written to Gusto
Process owner
Rachel Kim, HR Manager
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FS-DOC-03Operations
02Step-by-step: what happens and who acts
What you actually need to do: Your only required action in this process is to review and approve salary adjustments when the system flags them. When a personnel change includes a salary figure above the configured threshold, the automation pauses and sends you a Slack message asking for your approval before writing anything to Gusto. You click approve or reject directly from that message. Every other step runs automatically without any input from your team.
Step
What happens
Who acts
Type
1
BambooHR records a new hire, role change, or termination. The automation platform detects the event via webhook and immediately begins processing it.
System
Automated
2
The automation checks whether the change includes a salary adjustment above the configured threshold. If yes, the process pauses and routes to the human approval step. If no, it continues immediately to Step 4.
System
Automated
3
The HR Manager receives a Slack notification containing the change details and salary figure. They review the information and click approve or reject. If approved, the process continues. If rejected, the change is held and the HR Manager is notified to investigate.
HR Manager
Human
4
The Headcount Sync Agent updates the employee record in Gusto to reflect the new role, department, cost centre, employment status, or termination, mirroring exactly what was saved in BambooHR.
Headcount Sync Agent
Automated
5
The Headcount Sync Agent updates the relevant row in the master headcount Google Sheet, recording the new role, department, FTE status, and effective date of the change.
Headcount Sync Agent
Automated
6
Once the sync is confirmed, the Org Chart Update Agent reads the updated data from BambooHR and rewrites the relevant nodes in Lucidchart, adjusting reporting lines, job titles, and department placement to reflect the change.
Org Chart Update Agent
Automated
7
Any documentation attached to the BambooHR event, such as an offer letter, resignation letter, or approval email, is automatically saved to the correct employee folder in Google Drive.
System
Automated
8
The Notification and Reporting Agent sends a formatted Slack message to the relevant channels, which may include IT, finance, and the hiring manager, summarising the change type, affected employee, and effective date.
Notification and Reporting Agent
Automated
9
Every Monday morning, the Notification and Reporting Agent pulls live headcount totals from the Google Sheet, compiles a summary report, and delivers it to the leadership distribution list via Gmail without any manual input.
Notification and Reporting Agent
Automated
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03Handling exceptions
Situation
What the system does
What you do
A BambooHR event fires but one or more required fields are missing (for example, no department, no manager, or no effective date)
The automation halts before writing to any downstream system and sends a Slack alert to the process owner naming the missing field and the affected employee record.
Log into BambooHR and complete the missing field. The automation will retry automatically once the record is updated. No manual entry in Gusto or Google Sheets is needed.
A duplicate change event fires for the same employee within a short window (for example, a BambooHR field is saved twice in quick succession)
The automation checks for a matching employee ID that was processed in the last ten minutes. If a duplicate is detected, the second event is suppressed and logged without writing to downstream systems.
No action is required. If you believe a change was incorrectly suppressed, contact FullSpec support at support@gofullspec.com and provide the employee name and timestamp.
The Gusto sync fails because the employee record cannot be found in Gusto (for example, a new hire has not yet been created there)
The automation retries the Gusto sync three times at five-minute intervals. After three failures, it sends a Slack alert to the process owner and logs the failure with the employee details.
Create the employee record in Gusto manually if it does not yet exist, then trigger a re-run by notifying FullSpec support. The Headcount Sync Agent will complete the rest of the chain once Gusto is ready.
The HR Manager does not respond to a salary approval request within the configured window (default 24 hours)
The automation sends a reminder Slack message after 12 hours. If no response is received by the 24-hour mark, the change is held in a pending state and a second Slack alert is sent to the process owner and the Operations Lead.
Review the pending approval in Slack and either approve or reject it. If you need to update the approval window, contact FullSpec support to adjust the threshold.
Lucidchart is unavailable or the API returns an error during an org chart update
The automation retries the Lucidchart update up to three times with a two-minute gap between attempts. If all retries fail, the rest of the chain (filing, Slack notification, weekly report) continues as normal and a Slack error alert is sent to the process owner.
The Lucidchart update will be queued and retried automatically when the service recovers. If the org chart has not updated within one hour of the original event, contact FullSpec support. Do not manually edit Lucidchart in the interim, as this may cause a conflict when the automated update eventually applies.
The Google Sheet is locked, deleted, or its column structure has been changed manually
The automation detects that it cannot write to the expected cell range and sends a Slack error alert identifying the sheet and the row it was attempting to update. The Gusto sync and Lucidchart update are not affected and continue.
Restore the sheet to its standard column structure or contact FullSpec support to remap the fields if the structure has intentionally changed. Do not enter headcount data manually until the automation confirms it is writing correctly again, to avoid duplicate entries.
04Who to contact and when
Fill in the rows below once your team is confirmed. Keep this table updated whenever roles or contact details change. FullSpec support is available for any build, integration, or automation question at any time.
Role
Name
How to reach them
Process owner (HR Manager)
Rachel Kim
[Rep email]
Operations Lead
Tom Ashby
[Rep email]
HR Coordinator
Priya Shah
[Rep email]
Escalation contact (executive or department head)
[Your name]
[Rep email]
FullSpec builder
FullSpec team
support@gofullspec.com
FullSpec support
FullSpec support desk
support@gofullspec.com
For anything urgent, such as a failed sync on a termination event or a Gusto write error on a payday, email support@gofullspec.com and include the employee name, the event type, and the Slack alert timestamp. FullSpec will triage the issue and respond within one business day.
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05Ongoing maintenance
The automation is designed to run without routine intervention. The tasks below keep it accurate as your team and systems evolve. Most are quick checks rather than active work.
Any time a new field is added or renamed in BambooHR
Notify FullSpec support so the field mapping in the automation can be updated before the next change event fires. If the field is used in the Gusto sync or Google Sheet, an untested mapping will cause a write error.
HR Manager, then FullSpec
Any time the headcount Google Sheet column structure changes
Contact FullSpec support before making changes to column order, names, or new additions. The automation writes to named column references. An unannounced structural change will break the sheet update step.
HR Manager, then FullSpec
Any time the Lucidchart org chart template is redesigned or layer names are changed
Notify FullSpec before the change is published. The Org Chart Update Agent relies on consistent shape and layer naming. A restructured template requires a mapping update before the agent can correctly reposition nodes.
HR Manager, then FullSpec
Monthly spot-check (first Monday of each month)
Compare one recent BambooHR change event against Gusto, the Google Sheet, and Lucidchart to confirm all four match. This takes under five minutes and catches any silent drift that error alerts may have missed.
HR Manager
Monthly error-log review
Review the Slack error channel or automation log (FullSpec will share the log location at handover) for any suppressed duplicates, retry events, or unresolved alerts from the past 30 days. Escalate anything unresolved to FullSpec support.
HR Manager or HR Coordinator
When a team member who owns a tool account leaves (for example, the person who holds the Gusto or BambooHR API credentials)
Update the API credentials immediately and notify FullSpec support to confirm the new credentials are valid in the automation. A stale credential will silently fail on the next sync event.
HR Manager, then FullSpec
Quarterly volume review
If monthly change volume grows significantly above 12 events per month, confirm with FullSpec that the current automation tier and API rate limits are sufficient. Review whether the approval threshold for salary changes still reflects your policy.
Operations Lead with FullSpec
The single most common maintenance issue for this process is an unannounced change to the Lucidchart org chart template. When someone manually redesigns the diagram structure or renames layers outside of the automated flow, the Org Chart Update Agent cannot reliably locate the nodes it needs to update and will begin placing changes incorrectly or failing silently. Always contact FullSpec before making structural changes to the Lucidchart template.
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