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Launch Plan
Probation Period Management
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for taking the Probation Period Management automation from build kickoff to a live, fully operational system. It covers what is being built, how the four build stages work, what FullSpec needs from you before work begins, and what your team's ongoing role looks like once the automation is running. FullSpec handles every technical step from connection through to go-live. Your role is limited to providing tool access, confirming one configuration decision, and logging probation outcomes in Notion exactly as you do today.
01What you're launching
Today, every probation period is held together by calendar reminders, spreadsheet rows, and manual emails. When a reminder gets buried or a manager is slow to reply, the review slips, the outcome goes undocumented, and employment can be confirmed by default with no paper trail. This automation replaces the scheduling, chasing, letter generation, and HRIS update steps with three purpose-built agents that fire automatically from the moment a new hire's start date is logged in BambooHR to the moment the signed outcome letter is stored in Google Drive and BambooHR is updated. The HR Manager retains the outcome decision step throughout, as confirming or ending employment always requires human judgement.
Process
Probation Period Management
Trigger
A new employee record with a confirmed start date is created in BambooHR
Final output
A fully signed outcome letter filed in Google Drive and the BambooHR employee record updated with the confirmed probation status
Agents being built
3 agents: Probation Schedule Agent, Feedback Chase Agent, Outcome and Documentation Agent
Tools involved
BambooHR, Notion, Google Workspace, Slack, DocuSign
Volume
3 to 5 active probations per month, triggered on every new hire start date and milestone-driven throughout the probation period
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02How the build works
The build is split into four sequential stages: Connect, Build, Test, and Launch. FullSpec manages every technical step across all four stages. Your involvement is focused at the start, where you provide tool access and confirm one configuration decision, and at the end, where you run a brief pilot alongside your normal process before switching over. Each stage has a defined window in business days so you can plan your team's availability accordingly.
Complexity level: Moderate. This build connects five tools, runs three agents, and includes a conditional DocuSign signing sequence and BambooHR write-back. Estimated delivery is 15 to 20 business days end to end. The delivery clock starts at the close of Connect, not payment.
1Connect
Business days 1 to 3
FullSpec
Send you a credential checklist for BambooHR, Notion, Google Workspace, Slack, and DocuSign. Set up the automation platform environment. Confirm API permissions and verify that the BambooHR start date and probation end date fields are accessible via the API.
You
Share API credentials or admin access for each tool using the secure link FullSpec provides. Confirm the correct BambooHR fields for start date and probation end date. Respond to any access questions within one business day to keep the clock moving.
2Build
Business days 4 to 14
FullSpec
Build the Probation Schedule Agent (BambooHR trigger, Notion tracker creation, milestone date calculation). Build the Feedback Chase Agent (Gmail sends at each milestone, 48-hour response check, Slack reminder logic). Build the Outcome and Documentation Agent (Google Docs template merge, DocuSign envelope sequence, BambooHR write-back). Test each agent against historical hire records and sandbox accounts before advancing to the next.
You
Ensure your Google Docs outcome letter templates are finalised and version-locked before the Outcome and Documentation Agent build begins. Confirm the DocuSign signing order (manager first, then employee) or flag any cases where the order differs. No technical input is needed during this stage.
3Test
Business days 15 to 17
FullSpec
Run end-to-end tests covering all three outcome types: pass, extend, and exit. Test the 48-hour Slack chase trigger, the DocuSign completion webhook, and the BambooHR write-back. Share a test summary with you before moving to Launch.
You
Review the test summary and confirm the output letters, Notion tracker entries, and BambooHR records match your expectations. Flag any template wording or field discrepancies to FullSpec. Approval to proceed to Launch is required from you before go-live.
4Launch
Business days 18 to 20
FullSpec
Run a supervised pilot with the next two incoming hires under HR Manager observation. Hand over the SOP and Runbook. Confirm alert thresholds and monitoring setup. Switch off the manual tracking spreadsheet once the pilot completes without errors.
You
Observe the pilot hires moving through the automated flow. Log outcomes in Notion as normal. Confirm the signed letters, Notion records, and BambooHR updates are correct for both pilot hires. Give final sign-off to FullSpec so the manual process can be retired.
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required on your side. You will not need to configure any integrations or write any logic. The table below lists each tool, what access is needed, and when it must be in place. All credentials are shared via a secure link provided by FullSpec at the start of Connect.
BambooHR
API key with read access to employee records, start date, and probation end date fields. Write access is needed for the outcome update step.
Before Connect closes
Notion
Integration token with access to the probation tracker database. Edit permissions are required to create and update rows.
Before Connect closes
Google Workspace
OAuth access to Gmail (send on behalf of HR) and Google Drive (read and write access to the letter templates folder).
Before Connect closes
Slack
Bot token with permission to send direct messages to manager accounts. The HR workspace must allow bot installations.
Before Connect closes
DocuSign
Integration key and account credentials with permission to create and send envelopes. The account must support template-based sending.
Before Connect closes
Google Docs letter templates
Finalised, version-locked outcome letter templates for pass, extend, and exit outcomes stored in the agreed Drive folder.
Before Build begins
The one configuration decision you must confirm before Connect closes: what is the correct signing order for the DocuSign outcome letter? The standard build routes manager signature first, followed by the employee. If any outcome type or role in your business requires a different order, such as HR countersigning before the manager, this must be confirmed in writing before the Outcome and Documentation Agent is built. Changing the envelope sequence after build begins will require a rebuild of that agent step.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / HR team)
Log the probation outcome (pass, extend, or exit) in the Notion tracker after reviewing manager feedback. Review any escalation alerts that reach HR when a manager has not responded after two Slack reminders. Update Google Docs letter templates when wording changes are needed. Add new employees to BambooHR as normal.
Creating Notion tracker rows. Setting calendar reminders for review dates. Emailing managers for feedback. Chasing managers by Slack or email. Drafting outcome letters. Sending DocuSign envelopes manually. Forwarding signed letters to employees. Updating BambooHR after the outcome is confirmed. Filing documentation and closing tracker rows.
FullSpec
Monitor the automation for errors and failed runs. Respond to support queries at support@gofullspec.com. Apply updates if a connected tool changes its API or authentication requirements. Provide guidance if letter templates need to be updated in a way that affects the merge logic.
Not applicable. FullSpec manages the technical layer throughout.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first one or two live hires move through the automated flow. Notion tracker entries are created automatically on their start dates. Feedback requests land in managers' inboxes on the correct milestone dates. The HR team is observing rather than initiating.
No manual tracker entries are needed. At least one Slack chase fires correctly for a manager who did not respond within 48 hours. HR Administrator reports fewer reactive tasks in the first week.
Month 1
All active probations for the month are running through the automation. Outcome letters are being generated and sent via DocuSign without HR drafting anything manually. BambooHR records are updated the same day an outcome is logged in Notion.
Manager feedback completion rate visibly improves. No probation period closes without a documented outcome. HR Administrator time on probation admin drops by at least 60% compared to the month before go-live.
Month 3
The automation is fully embedded in the HR routine. The manual spreadsheet is retired. HR Manager is spending time on outcome decisions and people conversations, not administration. The process runs consistently regardless of hire volume.
On-time review completion reaches approximately 95%. Outcome letter turnaround is consistently under 4 hours from the HR Manager logging the decision. BambooHR HRIS update lag is eliminated. The estimated annual saving of $7,800 is on track based on time recovered.
Next step: share this Launch Plan with anyone in your team who will be involved in the Connect stage, then contact FullSpec at support@gofullspec.com to confirm your start date. Once the Connect window is booked, FullSpec will send the secure credential checklist and the build clock will begin.
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