FS-DOC-01Operations
Launch Plan
Compliance Deadline Tracking
[YourCompany.com] · Legal Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your guide to going live with the Compliance Deadline Tracking automation. It covers exactly what is being built, how the build phases work, what FullSpec needs from you to get started, what your day-to-day role looks like once the system is live, and how to know the automation is working as intended. FullSpec handles every technical step from connection through to launch. Your job is to provide access to your existing tools, confirm a small number of configuration decisions, and stay in the loop as a reviewer, not a builder.
01What you're launching
You are launching an automated compliance deadline tracking system that replaces the current manual cycle of spreadsheet reviews, hand-crafted reminder emails, and ad hoc chasing. Today, your legal or operations manager spends roughly six hours every week collecting new obligations, entering them into a register, setting calendar reminders, scanning for upcoming deadlines, sending individual reminders, chasing non-responses, confirming completion, filing documents, and producing a weekly report. After this automation goes live, new obligations enter a structured intake form, reminders are dispatched automatically at 30, 14, and 3 days before each deadline, unacknowledged items escalate to Slack without any manual chasing, and a weekly digest lands in the legal manager's inbox every Monday morning. The legal manager retains oversight of high-risk overdue items before the register is marked complete, keeping human judgment in the loop for the decisions that matter most.
Process
Compliance Deadline Tracking
Trigger
A new obligation is submitted via the intake form, or a deadline in the compliance register falls within a defined reminder window (30, 14, or 3 days)
Final output
A completed and timestamped register row in Google Sheets, a Notion evidence log entry, and a Monday morning digest email summarising the compliance position across all open items
Agents being built
3 agents: Deadline Monitor Agent, Escalation Agent, Completion and Reporting Agent
Tools involved
Google Sheets, Gmail, Google Calendar, Slack, Notion
Volume
30 to 60 compliance items tracked per month, with daily monitoring and event-driven reminders
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02How the build works
The build follows four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions split between what FullSpec completes and what you need to do. The stages run across a four-week delivery window. FullSpec manages all technical configuration, agent logic, API connections, and quality checks. You are responsible for providing tool access, reviewing outputs at key checkpoints, and confirming configuration decisions within agreed timeframes.
Complexity level: Moderate. Estimated delivery window: 20 business days (4 weeks). The delivery clock starts at the close of Connect, not payment. Until Connect is complete and all tool access has been confirmed, the build timeline has not begun.
1Connect
Business days 1 to 3
FullSpec
Audit your existing compliance register structure, document the current column layout and obligation categories, confirm escalation thresholds and reminder windows with you, and prepare the standardised Google Sheets schema and intake form template ready for the build.
You
Share view access to your current compliance register in Google Sheets, confirm the names and email addresses of responsible owners and the legal manager, and approve the agreed column structure and reminder window settings before Connect closes.
2Build
Business days 4 to 15
FullSpec
Build the intake form and connect it to Google Sheets and Google Calendar. Configure the Deadline Monitor Agent to validate entries, calculate tiered reminder dates, and queue Gmail notifications. Configure the acknowledgement link endpoint, build the Escalation Agent to detect unacknowledged reminders and post Slack alerts to owners and the compliance channel. Build the completion confirmation flow, connect Notion for evidence logging, and configure the weekly Monday digest via the Completion and Reporting Agent.
You
Grant API-level access to Google Sheets, Gmail, Google Calendar, Slack, and Notion as requested by the FullSpec team. Respond to any clarification questions within one business day. No technical configuration is required from you during this stage.
3Test
Business days 16 to 18
FullSpec
Run end-to-end test scenarios covering new intake, 30-day and 3-day reminder triggers, 48-hour escalation, completion confirmation, Notion evidence logging, and the weekly digest. Log and resolve any failures before sign-off.
You
Review a sample of test outputs (reminder emails, Slack alerts, and digest format) and confirm they match your expectations. Flag any wording or formatting changes needed before launch.
4Launch
Business days 19 to 20
FullSpec
Migrate any active obligations from the existing register into the new standardised structure, switch the automation live, confirm all triggers and notifications are firing correctly, and hand over the SOP and runbook to the legal manager.
You
Notify responsible owners that the new system is live and that reminder emails will now come from the automated system. Complete the legal manager walkthrough with FullSpec. Begin using the intake form for all new compliance obligations from day one.
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from you or your team at any point in this build. The table below lists each tool, what access is needed, and when it must be in place. All access should be confirmed before Connect closes so the delivery clock can start.
Google Sheets
Editor access to the compliance register spreadsheet, plus permission to create new sheets within the same Google Workspace account
Before Connect closes
Gmail
Authorisation to send emails from the designated compliance notifications address (OAuth consent from the account owner)
Before Connect closes
Google Calendar
Permission to create and edit calendar events within the relevant Google Workspace calendar
Before Connect closes
Slack
Ability to install a bot app into your Slack workspace and permission to post in the compliance channel and send direct messages
Before Connect closes
Notion
Editor access to the workspace where the evidence log will be created, or permission to create a new database within an agreed section
Before Connect closes
The one configuration decision you must confirm before Connect closes: the escalation threshold and reminder window settings. Specifically, you need to confirm whether the 30-day, 14-day, and 3-day reminder schedule suits your obligations, and whether 48 hours is the correct non-response window before Slack escalation fires. These values are locked into the agent logic at build time. FullSpec recommends starting with conservative windows and tightening them after a few weeks of live data, but the starting values must be agreed and signed off before the Build stage begins.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / legal manager)
Submit new obligations via the intake form. Review the Monday morning digest email. Approve resolution of high-risk overdue items when escalated. Update owner contact details if the team changes.
Manual spreadsheet scanning for upcoming deadlines. Writing and sending individual reminder emails. Chasing non-responses by email or message. Filing documents to Notion manually. Producing the weekly status report.
FullSpec
Monitor automation health, resolve any failures or missed triggers, update agent logic if reminder windows or escalation rules change, and provide ongoing support via support@gofullspec.com.
N/A — FullSpec manages everything on the build and operations side of the automation.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
All active compliance obligations are migrated into the standardised register. The first automated reminders fire for any items entering a reminder window. The intake form is in use for new obligations. Responsible owners receive their first automated reminder emails.
No manual reminder emails sent by the legal manager. At least one automated reminder or escalation fires and lands correctly.
Month 1
The full reminder and escalation cycle has run at least once for multiple items. The Monday digest is landing weekly. Any escalations that fired have been reviewed by the legal manager. The Notion evidence log has entries for completed items.
Zero missed deadlines due to a reminder not being sent. Legal manager time on compliance admin drops noticeably. Digest email reflects an accurate real-time position.
Month 3
The automation is running the full cycle with minimal intervention. The compliance register is accurate and up to date. The audit trail in Notion is complete. Time saved is tracking toward the projected 6 hours per week recovered across the team.
Compliance position visible at a glance every Monday. Escalation rate falling as owners build the habit of acknowledging reminders. Payback period on track for the projected 3-month recovery of the $3,800 build cost.
Next step: the FullSpec team will reach out to schedule your Connect session. This is a short working call, typically 45 to 60 minutes, where we review your existing register, agree on the column structure and reminder windows, and collect the tool access needed to start the build. Come prepared with your current compliance spreadsheet and the names of the responsible owners for your active obligations. Any questions before then can be sent to support@gofullspec.com.
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