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Launch Plan
Policy Acknowledgement Tracking
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This Launch Plan covers everything you need to know about how FullSpec will build, test, and hand over your Policy Acknowledgement Tracking automation. It explains what is being built, how the four-stage delivery works, what you need to provide, and what your role looks like once the system is live. FullSpec handles all technical setup, configuration, and testing. Your team provides tool access and makes a small number of configuration decisions described in this document.
01What you're launching
You are automating the end-to-end policy acknowledgement process: from the moment a policy is published or reaches its review date in BambooHR, through bulk DocuSign distribution, scheduled reminders, Slack escalations to line managers, and instant document archiving back into BambooHR. Three agents divide the work so that your HR team only needs to intervene when a genuine judgment call is required, such as an employee disputing a policy or being on extended leave. Everything else runs without manual input, and every action is timestamped and audit-ready.
Process
Policy Acknowledgement Tracking
Trigger
A policy document is marked as published, or reaches its scheduled review date in BambooHR
Final output
Signed PDFs attached to each employee record in BambooHR, tracking sheet fully updated, and a completion report delivered to the HR Manager
Agents being built
3 agents: Policy Distribution Agent, Reminder and Escalation Agent, Completion and Archiving Agent
Tools involved
BambooHR, DocuSign, Gmail, Slack, Google Sheets
Volume
3 to 6 policy cycles per year, 20 to 150 employees per cycle
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02How the build works
FullSpec delivers the automation across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions for the FullSpec team and a small set of actions for your team. The Build stage is split across three sub-builds, one per agent, so that each piece can be tested independently before the full end-to-end run in the Test stage. You do not need to be technically involved during the build; your primary role is providing access and confirming a small number of configuration decisions upfront.
Complexity level: Moderate (estimated 22 build hours across all three agents). Delivery window: 4 weeks from the close of Connect. The delivery clock starts at the close of Connect, not payment.
1Connect
Business days 1 to 3
FullSpec
Reviews your BambooHR structure, DocuSign template setup, Slack workspace, and reporting lines. Confirms the employee grouping logic and escalation routing. Sends you the credential checklist and configuration decision summary.
You
Provide API credentials and admin access for BambooHR, DocuSign, Gmail, and Slack. Confirm which employee groups are in scope and who each employee's line manager is. Approve the DocuSign envelope template to be used.
2Build
Business days 4 to 15
FullSpec
Builds the Policy Distribution Agent (BambooHR trigger, employee list fetch, Google Sheets seeding, DocuSign bulk send), then the Reminder and Escalation Agent (day-5 Gmail reminders, day-10 Slack escalations, manager notifications), then the Completion and Archiving Agent (DocuSign webhook, BambooHR document attachment, tracking sheet update, completion report). Each agent is tested against a pilot group of 5 to 10 employees before moving to the next.
You
Nominate a pilot group of 5 to 10 employees for test sends. Respond to any questions about edge cases, such as employees on leave or those with non-standard reporting lines. No technical action required.
3Test
Business days 16 to 18
FullSpec
Runs a full end-to-end test with a dummy policy across all three agents. Verifies that signed PDFs file correctly to BambooHR, the tracking sheet updates in real time, reminders fire on schedule, and the completion report generates accurately. Documents any issues and resolves them before go-live.
You
Review the test outputs: check that the tracking sheet looks correct, that the dummy completion report matches expectations, and that the BambooHR document folder for the test employee shows the signed PDF. Confirm you are happy to proceed to launch.
4Launch
Business day 19 to 20
FullSpec
Switches the automation to live with your first real policy cycle. Monitors the initial run to confirm all agents fire correctly. Delivers the runbook and hands over monitoring access. Remains available at support@gofullspec.com for post-launch questions.
You
Trigger the first live policy cycle by publishing or marking a policy as active in BambooHR. Review the live tracking sheet and confirm the first wave of DocuSign envelopes has been received by employees.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required on your part. The table below lists every credential needed and when to have it ready. All access should be provided before the Connect stage closes so that the build can start without delay.
BambooHR
API key with read access on employee records and write access on document folders. Admin login for initial configuration check.
Before Connect closes
DocuSign
Admin account credentials. The envelope template to be used must be pre-approved and version-locked by a DocuSign administrator before the build starts.
Before Connect closes
Gmail
A Gmail account (or Google Workspace account) that the reminder emails will be sent from. OAuth consent for the automation platform to send on behalf of that account.
Before Connect closes
Slack
Slack workspace admin approval to install the automation app. Channel or DM permissions so the system can message employees and line managers directly.
Before Connect closes
Google Sheets
Access to the Google account that will own the master acknowledgement tracking sheet. FullSpec will create the sheet structure; you just need to share access.
Before Connect closes
One configuration decision you must confirm before Connect closes: confirm which BambooHR field or employee attribute defines the reporting line for each employee (for example, the 'Manager' field). If reporting lines are inconsistent or missing for some employees, a one-time data cleanse of that field is needed before the Reminder and Escalation Agent can route Slack escalations correctly. This is the single most common cause of delay on this build.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / HR Manager)
Publish or approve policies in BambooHR to trigger a new cycle. Review and act on escalated non-responders flagged by Slack (genuine cases only, such as employees on leave or disputing a policy). Spot-check the tracking sheet after each cycle to confirm completion rates meet your compliance threshold.
Manual employee list building. Setting up DocuSign envelopes one by one. Updating the tracking spreadsheet row by row. Sending individual reminder emails or Slack messages. Downloading and uploading signed PDFs to BambooHR. Compiling completion reports by hand.
FullSpec
Monitors the automation for errors or unexpected failures. Maintains the integration connections and updates credential configurations if any tool changes its API. Available at support@gofullspec.com for questions, adjustments, or changes to reminder timing or escalation logic.
Not applicable. FullSpec does not touch your employee records or make compliance decisions. All judgment calls remain with your HR team.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first live policy cycle runs end to end. DocuSign envelopes land in employee inboxes within minutes of the policy being published. The tracking sheet populates automatically with each employee's pending status.
Every employee on the list receives an envelope. Zero manual steps required from HR to distribute or log the initial send.
Month 1
Day-5 Gmail reminders fire automatically for any unsigned employees. Day-10 Slack escalations reach the correct line managers. Signed PDFs appear in BambooHR records without HR downloading or uploading anything. The completion report is generated automatically at cycle close.
Acknowledgement completion rate reaches 95 percent or above by the cycle deadline, up from a typical 75 to 85 percent. HR time per cycle drops to under 20 minutes of oversight.
Month 3
The automation has run across multiple policy cycles with no manual intervention. The tracking sheet is the single source of truth for compliance status, in sync with BambooHR at all times. Any auditor request for signed documents can be satisfied instantly from BambooHR records.
150 hours of HR time saved annually is on track. The process is audit-ready at any point in the cycle, with no preparation needed when an external review is requested.
Next step: share tool access and confirm your BambooHR reporting line field with the FullSpec team to open the Connect stage. Reach out at support@gofullspec.com with any questions before or during the build. Once Connect closes, FullSpec will send a build start confirmation and the delivery timeline will be locked.
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