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Launch Plan
Performance Review Cycle
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for everything that happens between now and the first live automated review cycle. It covers what is being built, how the build stages are structured, what FullSpec needs from you to get started, and what your ongoing role looks like once the automation is running. FullSpec handles all configuration, testing, and deployment end to end. Your job is to provide access to your existing tools and confirm one key decision before build begins.
01What you're launching
Every review season, your HR team spends days sending individual kick-off emails, manually tracking who has or has not submitted their self-assessment, chasing late respondents one by one, and writing manager summary documents from scratch under deadline pressure. Calibration meetings slip because collation takes longer than expected and nobody has full visibility of outstanding submissions. This automation replaces the bulk of that administrative work by deploying three coordinated agents: one that launches the cycle and notifies everyone instantly, one that monitors submissions and fires reminders automatically, and one that drafts structured manager summaries the moment both forms are received. The two steps that stay human are the calibration meeting itself and the final rating sign-off before records are updated in BambooHR.
Process
Performance Review Cycle
Trigger
HR marks the review cycle as open in BambooHR
Final output
Final ratings written back to BambooHR following HR-approved calibration
Agents being built
3 agents: Cycle Launch Agent, Submission Tracker and Chaser Agent, Summary Drafting Agent
Tools involved
BambooHR, Google Forms, Google Sheets, Google Docs, Gmail, Slack
Volume
80 to 150 review submissions per cycle, 2 cycles per year, with daily coordination tasks across each 4-week window
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02How the build works
FullSpec structures every build across four stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions for the FullSpec team and a small number of inputs or decisions needed from you. The stages run sequentially so that nothing is built on unconfirmed access and nothing is launched on untested logic. The total delivery window for this build is 3 to 4 weeks from the close of Connect.
Complexity level: Moderate. This build involves three agents, a BambooHR API integration, Google Workspace connections across four products, an AI drafting step, and a write-back to BambooHR after calibration. Total estimated build effort is 38 hours. Delivery window is 3 to 4 weeks in business days. The delivery clock starts at the close of Connect, not payment.
1Connect
Estimated time: Days 1 to 3
FullSpec
Send the credential and access checklist. Schedule the Connect call to walk through your BambooHR plan tier, confirm your Google Forms structure, and map the employee-manager relationships the agents will use to route notifications and pair submissions.
You
Join the Connect call (30 to 45 minutes). Confirm your BambooHR API access level, share your existing Google Forms links, and provide or confirm the employee-manager mapping. Make the one configuration decision described in Section 03.
2Build
Estimated time: Days 4 to 15
FullSpec
Build the Cycle Launch Agent (BambooHR employee list pull, personalised Gmail dispatch, Slack notifications). Build the Submission Tracker and Chaser Agent (Google Forms polling, Google Sheets live tracker, automated Gmail and Slack reminders on a daily schedule). Build the Summary Drafting Agent (matched-pair logic, AI drafting step, Google Docs template population, manager Gmail notification). Configure BambooHR write-back for final ratings.
You
Be available for one short check-in during the build week (15 to 20 minutes) if a question arises about your form structure or employee data. No technical input is needed unless FullSpec flags a specific query.
3Test
Estimated time: Days 16 to 18
FullSpec
Run an end-to-end dry run using a 10-person pilot cohort. Validate kick-off email content and delivery, confirm the submission tracker updates correctly, test reminder triggers at the configured threshold, review summary document quality, and validate BambooHR write-back for final ratings. Produce the test report and flag any issues before sign-off.
You
Nominate 10 employees for the pilot cohort. Review two or three sample summary documents and confirm the output quality meets your expectations. Confirm that the reminder timing and tone match your HR communication standards. Provide a go or no-go response within one business day of receiving the test report.
4Launch
Estimated time: Days 19 to 20
FullSpec
Activate all three agents in the live environment. Confirm the BambooHR trigger is live and listening. Deliver the SOP runbook and handover documentation. Monitor the first 48 hours of the live cycle and confirm all kick-off dispatches land correctly.
You
Open the review cycle in BambooHR to trigger the automation. Check that kick-off emails arrive in your own inbox as expected. Review the live Google Sheets tracker after the first day to confirm submissions are being recorded. Contact support@gofullspec.com if anything looks unexpected.
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03What FullSpec needs from you
Getting the automation live requires only access to your existing tools. No technical knowledge is needed on your side. FullSpec will guide you through each access step during the Connect stage. The table below lists every credential or permission needed and when to have it ready.
BambooHR
API key from an admin account with read access to employee records and write access to review fields. Confirm your plan tier supports third-party API calls.
Before Connect closes
Gmail
A Google Workspace account with permission to send on behalf of your HR team address. OAuth consent for the automation platform to send via Gmail.
Before Connect closes
Google Forms
Sharing access (editor or owner level) to the self-assessment and manager assessment forms so FullSpec can review question structure and configure response routing.
Before Connect closes
Google Sheets
Editor access to the submission tracker spreadsheet, or confirmation that FullSpec should create a new one in your shared drive.
Before Connect closes
Google Docs
Editor access to the manager summary folder in Google Drive where completed summary documents will be saved.
Before Connect closes
Slack
A Slack workspace admin to authorise the integration and confirm which channels or users should receive cycle notifications and reminder nudges.
Before Connect closes
Configuration decision required before Connect closes: You must confirm whether peer review feedback is included in this cycle. If peer feedback is part of your process, the Submission Tracker and Chaser Agent needs extended matching logic to handle multiple reviewers per employee, which adds build time and must be scoped before work begins. If peer review is not part of the current cycle, the build proceeds as scoped. This is the one decision that cannot be made mid-build without affecting your delivery date.
04Your role once live
Once the automation is running, the day-to-day administrative burden of the review cycle shifts away from your HR team. The table below sets out what each party is responsible for on an ongoing basis.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / HR team)
Open each review cycle in BambooHR to trigger the automation. Nominate the pilot cohort for each new cycle if changes to headcount require re-testing. Review AI-drafted manager summaries and edit as needed before calibration. Conduct the calibration meeting and approve final ratings. Enter approved ratings in BambooHR to trigger the write-back step.
Drafting and sending kick-off emails. Manually updating the submission tracker. Chasing individual non-submitters by email or Slack. Collating raw form responses by department. Writing manager summary documents from scratch.
FullSpec
Monitor automation health and alert you to any errors or failed steps. Apply updates if a connected tool changes its API or authentication requirements. Adjust reminder thresholds, email copy, or summary templates on request. Provide support via support@gofullspec.com within one business day.
Not applicable. FullSpec operates in the background and only surfaces to your team when action is needed or a change is requested.
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05What success looks like
The table below sets realistic expectations for each phase after go-live, so you know what to watch for and what it means.
Timeframe
What to expect
Sign of success
Week 1
The automation triggers from BambooHR and sends kick-off emails to all employees and managers without any manual drafting. The Google Sheets tracker populates in real time as forms are submitted. Slack notifications land in the configured channels. A small number of edge cases (for example, a new employee not yet in BambooHR, or a manager with no direct reports assigned) may surface and will be resolved by FullSpec within one business day.
All kick-off emails delivered, tracker live, zero manual outreach needed from HR on day one.
Month 1
The first full review cycle runs end to end. Reminders fire automatically to non-submitters on schedule without HR intervention. Manager summary documents are generated within two hours of matched form pairs being received. Submission completion rates climb toward the 96% benchmark. HR time during the cycle shifts to reviewing summaries and facilitating calibration rather than chasing and collating.
Submission rate above 90%, summary turnaround under 2 hours, HR reports fewer than 5 manual interventions across the whole cycle.
Month 3
The second review cycle (or the first repeat cycle) runs with minimal setup time. Your team opens BambooHR, the automation handles the rest, and HR's cycle workload has dropped from roughly 88 hours to around 14 hours per cycle. The annual HR staff cost on reviews is tracking toward $480 versus $11,400 before automation. Any template or threshold adjustments requested after cycle one are in place for cycle two.
Full 525 annual hours saved on track, payback period met within 4 months of go-live, HR team confirms the cycle no longer requires dedicated coordination overhead.
Next step: FullSpec will send you the credential checklist and a calendar invite for the Connect call within one business day. To get started or if you have a question before that arrives, contact the FullSpec team at support@gofullspec.com.
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