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Launch Plan
Training & Certification Tracking
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your end-to-end guide to getting the Training and Certification Tracking automation live. It covers exactly what is being built, how FullSpec runs the four-stage delivery process, what your team needs to provide, and what a successful go-live looks like in practice. FullSpec handles all configuration, testing, and deployment. Your role is to provide tool access, confirm one key decision before build begins, and stay informed at each stage.
01What you're launching
Your HR team currently tracks between 30 and 80 employee certifications at any time using a combination of spreadsheets, manual emails, and BambooHR. Renewals are missed because reminders depend on someone remembering to check the sheet, and every completed certificate requires manual filing and re-entry into the HRIS. This automation replaces that patchwork with a scheduled daily scan, tiered reminder emails, manager Slack alerts, and fully automated certificate intake and filing. The result is a system where your HR Coordinator only needs to act on genuine escalations, not routine admin.
Process
Training & Certification Tracking
Trigger
A certification expiry date is within 90 days or has already passed, detected by a daily automated scan
Final output
Certificate filed in Google Drive, BambooHR employee profile updated with new expiry date, and Google Sheets log marked complete — all without manual data entry
Agents being built
2 agents: Certification Monitor Agent and Renewal Intake and Filing Agent
Tools involved
BambooHR, Google Sheets, Gmail, Slack, Typeform, Google Drive
Volume
30 to 80 certifications tracked per company at any time; reminders fire at 90, 60, and 30 days before expiry
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02How the build works
FullSpec runs the build across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions for both the FullSpec team and your team. The total delivery window is four weeks from the close of the Connect stage. FullSpec manages all technical configuration, integration setup, agent logic, and quality assurance. Your input is needed only at specific, clearly flagged points.
Build complexity: Moderate. Estimated delivery window: 15 to 20 business days. The delivery clock starts at the close of Connect, not payment. Connect is the stage where access is confirmed and the build specification is locked.
1Connect
Business days 1 to 3
FullSpec
Review your existing Google Sheets certification structure and BambooHR field setup. Confirm the reminder tiers (90, 60, 30 days) and escalation rules. Document the build specification and send it to you for sign-off.
You
Provide access credentials for BambooHR, Google Sheets, Gmail, Slack, Typeform, and Google Drive. Confirm the reminder rules and escalation thresholds. Sign off on the build specification before the clock starts.
2Build
Business days 4 to 14
FullSpec
Build the Certification Monitor Agent: daily scan logic, tier classification, personalised Gmail reminder templates, Slack manager notifications, and Google Sheets log writes. Then build the Renewal Intake and Filing Agent: Typeform webhook, Google Drive folder routing, BambooHR write-back, and status update logic. Both agents are configured and connected to the automation platform.
You
Remain available to answer any clarifying questions about edge cases (e.g. certifications with variable renewal cycles or employees with multiple certs). No technical action is required during this stage unless FullSpec flags a question.
3Test
Business days 15 to 18
FullSpec
Run end-to-end tests using sample employee records across each reminder tier (90, 60, 30 days and overdue). Simulate a Typeform certificate submission and verify Google Drive filing, BambooHR record updates, Slack notifications, and Google Sheets log entries. Fix any issues before presenting results to you.
You
Review the test summary FullSpec provides. Confirm that the reminder email copy, Slack message format, and Drive folder structure match your expectations. Give written approval to proceed to Launch.
4Launch
Business days 19 to 20
FullSpec
Switch both agents to live production mode, confirm the daily scan is firing correctly, and monitor the first 48 hours of runs. Deliver the full documentation suite (SOP, Integration Spec, Test Plan, Developer Handover Pack). Handover call scheduled to walk your HR Coordinator through the live system.
You
Communicate the new Typeform submission process to your employees so they know where to upload renewal certificates. Confirm with your HR Coordinator that escalation notifications are landing in the right inbox. No technical action required.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your team. All integration configuration, API setup, and connection testing is handled by FullSpec. The table below lists exactly what access is needed for each tool and when it must be provided so the delivery timeline is not delayed.
BambooHR
Admin-level API key with read and write access to employee records and custom certification fields
Before Connect closes
Google Sheets
Editor access to the master certification tracking spreadsheet shared with the FullSpec service account
Before Connect closes
Gmail
OAuth authorisation for a shared HR inbox (or a dedicated sending address) to allow automated email dispatch
Before Connect closes
Slack
Bot token or Slack app install permission to send direct messages to manager accounts in your workspace
Before Connect closes
Typeform
Admin access to create and configure the certificate submission form, plus webhook credentials
Before Connect closes
Google Drive
Editor access to the HR certificates folder and permission to create subfolders via the service account
Before Connect closes
One decision your team must confirm before Connect closes: BambooHR custom fields. The automation reads and writes certification type, completion date, and next expiry date directly to BambooHR employee profiles. If these fields do not already exist in your BambooHR account, they must be created and named before the build begins. FullSpec will guide you through this during Connect, but the field names and formats must be agreed and locked before build starts. Any change to field naming after the build begins will require rework.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / HR team)
Review escalation notifications when an employee remains non-compliant after the full 90-60-30 day reminder sequence. Approve the compliance status report before it goes to leadership. Add new certification types to the tracking sheet when roles change. Communicate any changes to renewal rules or escalation contacts to FullSpec.
Manual spreadsheet filtering to find upcoming expiries. Writing and sending individual reminder emails. Chasing non-responders via email or Slack. Downloading and filing certificates from email. Re-entering completion dates into BambooHR. Compiling compliance reports by hand before audits.
FullSpec
Monitor automation run logs and alert you to any failures or errors. Apply updates if a connected tool changes its API or authentication requirements. Provide support via support@gofullspec.com for any issues or configuration change requests post-launch.
N/A
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The daily scan fires each morning and the Google Sheets log shows timestamped entries for every certification record in scope. Employees within the 90-day window receive their first automated reminder email. Managers receive a corresponding Slack notification. Your HR Coordinator has not sent a single manual reminder.
Zero manual reminder emails sent by the HR team. Google Sheets log populated with entries for every active certification record. No errors reported in the run log.
Month 1
The first Typeform certificate submissions arrive and are automatically filed to Google Drive and written back to BambooHR without any manual intervention. The HR Coordinator's weekly time on this process drops from approximately 5 hours to under 30 minutes of oversight. Escalations, if any, surface only for genuinely non-compliant employees.
At least one full end-to-end cycle completed: reminder sent, certificate submitted via Typeform, Drive filed, BambooHR updated. HR Coordinator confirms time savings are materialising. No certifications lapsed that were within the automation's scope.
Month 3
The compliance status report can be pulled directly from Google Sheets at any time without preparation. Leadership and audit requests are answered in under 2 minutes. The HR team has recovered approximately 60 hours of staff time and the process runs without being tied to any individual's memory or availability. Payback on the build cost is on track for month 4.
Compliance report generated in under 2 minutes on demand. Zero certifications lapsed unnoticed within the tracked cohort. HR Coordinator time on this process confirmed at under 30 minutes per week. Annual run rate on track to deliver $10,400 in recovered staff cost.
Next step: The FullSpec team will send you a Connect session invite within one business day. Before that session, gather your BambooHR API credentials and confirm who in your team has admin access to Google Workspace and Slack. If you have any questions before Connect, reach out at support@gofullspec.com.
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