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Launch Plan
Workplace Incident Reporting Automation
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for everything that happens between now and go-live. It covers what is being built, how the FullSpec team runs the build, what you need to provide, and what your role looks like once the automation is live. You do not need any technical knowledge to follow this plan. FullSpec handles the entire build, configuration, testing, and launch process end to end.
01What you're launching
Right now, every workplace incident at your business moves through a fully manual chain: an HR coordinator receives a report, re-enters it into a spreadsheet, decides on severity, emails the relevant manager, creates a Notion task, and then manually chases investigation updates and corrective action sign-offs. This takes around 160 minutes per incident and produces an incomplete audit trail. The automation being built replaces the intake, classification, routing, reminder, and record-update steps with three connected agents, leaving your HR team responsible only for reviewing serious incidents and formally closing each record. Nothing falls through, investigation deadlines are tracked automatically, and the incident register stays current without anyone chasing.
Process
Workplace Incident Reporting: full lifecycle from employee submission through corrective action closure and BambooHR record update.
Trigger
An employee submits the Google Form incident report. The automation starts immediately on form submission.
Final output
A closed, fully evidenced incident record in Google Sheets, a completed investigation in Notion, BambooHR updated for injury incidents, and a closure confirmation email sent to the reporting employee.
Agents being built
3 agents: Incident Intake Agent, Notification and Escalation Agent, Investigation and Corrective Action Agent.
Tools involved
Google Forms, Google Sheets, Gmail, Slack, Notion, BambooHR.
Volume
Approximately 12 incidents per month, triggered on each new form submission.
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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 the FullSpec team and a small number of things your team needs to confirm or provide. The stages move in order and each one unlocks the next. You will receive a progress update at the close of each stage so you always know where things stand.
Complexity: Moderate. Estimated delivery: 15 business days total. The delivery clock starts at the close of Connect, not payment. Until Connect is complete and credentials are confirmed, the build has not officially started.
1Connect
Business days 1 to 3
FullSpec
Send the credential request checklist. Review your existing Google Form and Sheets register structure. Confirm BambooHR API access tier and document the severity classification rules to be programmed into the intake agent. Map Slack channel routing and identify the operations director escalation path.
You
Provide login credentials or API keys for each tool (see Section 03). Confirm the three severity levels and the criteria used to assign them. Confirm which Slack channels managers use and who the escalation contact is for serious incidents.
2Build
Business days 4 to 10
FullSpec
Build and configure the Incident Intake Agent to read form responses, apply severity classification, assign reference numbers, and write to Google Sheets. Build the Notification and Escalation Agent with Slack routing logic for department and severity. Build the Investigation and Corrective Action Agent covering Notion task creation, Gmail reminder sequences, BambooHR update steps, and closure confirmation. Wire all three agents together into a single end-to-end workflow.
You
Remain available to answer any clarifying questions about edge cases, for example unusual incident types or non-standard employee records in BambooHR. No active build work is required from your side during this stage.
3Test
Business days 11 to 13
FullSpec
Run end-to-end tests using sample incidents of each severity type: minor, moderate, and serious. Confirm Slack notifications route to the correct channels and that the operations director escalation fires for serious incidents only. Verify Notion tasks are created with correct deadlines and that Gmail reminders fire on schedule. Confirm BambooHR updates land on the correct employee record for injury-type incidents. Deliver a test summary report.
You
Review the test summary report and confirm the outputs match your expectations. Check that the Slack notifications appear in the correct channels and that the Notion task format suits your team. Flag any adjustments before Launch begins.
4Launch
Business days 14 to 15
FullSpec
Switch the automation to live on your production Google Form. Monitor the first real submissions to confirm all agents fire correctly. Deliver the full documentation suite including the SOP, runbook, and integration reference. Hand over monitoring access and confirm support channels are active.
You
Notify your team that the new Google Form is the only way to submit incident reports going forward. Brief your HR coordinator on the two steps that remain manual: reviewing the serious incident flag and formally closing the record in Notion. Begin using the live system from day one of launch.
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03What FullSpec needs from you
Getting the automation connected requires only access to your existing tools. No technical knowledge is needed. FullSpec will guide you through any step that is not straightforward. All credentials should be provided before or during the Connect stage so the build can start without delay.
Google Forms
Owner-level access to the Google account hosting the form, or sharing rights to the specific form being used for incident intake.
Before Connect closes
Google Sheets
Editor access to the incident register spreadsheet. If one does not exist yet, FullSpec will create it once access to the Google account is confirmed.
Before Connect closes
Gmail
An authorised Gmail account for sending deadline reminders and closure confirmations. This can be a shared HR inbox or a dedicated automation address.
Before Connect closes
Slack
Workspace admin access or permission to add an app integration. The names of the manager channels and the operations director's Slack handle must also be provided.
Before Connect closes
Notion
Admin access to the Notion workspace where investigation tasks will be created. The relevant database or page must be shared with the integration.
Before Connect closes
BambooHR
API access credentials. This typically requires a BambooHR admin to generate an API key. Confirm your BambooHR plan includes API access before the build starts.
Before Connect closes
One decision to confirm before Connect closes: the severity classification rules. The Incident Intake Agent applies a fixed set of criteria to classify every report as minor, moderate, or serious. These rules must reflect your business's own risk categories, not a generic template. Before the Connect stage ends, confirm in writing the exact conditions that place an incident in each severity band. If this is not agreed before build begins, the classification logic cannot be programmed and the build will pause.
04Your role once live
Once the automation is live, the day-to-day workload on your HR team drops significantly. The table below shows what each party is responsible for on an ongoing basis and, importantly, what your team no longer needs to touch.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / HR team)
Review the serious incident flag in Notion when it appears. Formally close the incident record in Notion once all corrective actions are confirmed. Brief new staff on using the Google Form for submissions. Periodically review the incident register in Google Sheets to monitor trends.
Manual data entry into the incident register. Emailing managers with notifications. Chasing investigation updates and corrective action deadlines. Updating BambooHR employee records for injury incidents. Sending closure confirmation emails to reporters.
FullSpec
Monitor the automation for errors or unexpected behaviour. Respond to any support queries at support@gofullspec.com. Apply updates if a connected tool changes its API or authentication method. Advise on configuration changes if your severity rules or escalation paths change.
No ongoing manual process steps. FullSpec's role is monitoring, maintenance, and support, not daily operation.
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05What success looks like
The measures below set realistic expectations for what you should see at each stage after go-live. They are based on the confirmed process volume of approximately 12 incidents per month and the current baseline of 5 HR admin hours per week on this process.
Timeframe
What to expect
Sign of success
Week 1
The first real incidents submit through the Google Form and route correctly through all three agents. Slack notifications arrive in the right channels. Notion tasks are created with accurate deadlines. Your HR coordinator reviews the output of each submission to build confidence in the system.
Zero missed manager notifications. Every submitted form produces a Google Sheets row, a Slack alert, and a Notion investigation task with no manual input from HR.
Month 1
The automation handles a full month of incident volume (approximately 12 incidents). Gmail deadline reminders fire on schedule for any investigation not updated. BambooHR records update automatically for injury incidents. HR admin time on this process drops noticeably from the baseline of 5 hours per week.
Investigation deadline breach rate falls from roughly 40% toward the target of under 5%. HR admin time on incidents is tracking toward 30 minutes per week. No incident is logged without a reference number, severity, and Notion task.
Month 3
The full saving of approximately 4.5 hours per week in HR admin time is realised. The incident register is current, complete, and auditable. Corrective action closure rates are tracking at 95% or above within agreed deadlines. The business can produce a clean incident log on request for insurers or an audit without any manual compilation.
Annual admin cost on this process is on track to land at approximately $1,040, down from $10,400 before automation. The $2,600 build cost is recovered within the first 3 months of live operation. Staff are consistently using the Google Form as the single intake channel.
Next step: the FullSpec team will send your credential request checklist within one business day. Complete it and return it to start the Connect stage. If you have any questions before then, contact the team directly at support@gofullspec.com.
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