FS-DOC-01Operations
Launch Plan
Customer Feedback Loop
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what FullSpec is building, how the delivery is structured, what you need to provide, and what to expect once the automation is live. FullSpec handles every part of the build, testing, and go-live process end to end. Your role is to provide tool access upfront and review the live system once it is running. Nothing in this document requires technical knowledge on your part.
01What you're launching
You are automating your Customer Feedback Loop: the end-to-end process of capturing feedback from Typeform surveys and Gmail, scoring each response for sentiment, updating your HubSpot CRM, routing urgent complaints to Slack, sending acknowledgement emails to customers, and keeping your Notion themes dashboard continuously up to date. Currently this process consumes around 6 hours of staff time every week and relies on one person manually checking every channel, copying data by hand, and making subjective judgement calls on urgency. The automation replaces 7 of the 8 manual steps and leaves only the review of escalated negative feedback in human hands, where a personal decision is genuinely needed.
Process
Customer Feedback Loop
Trigger
A new Typeform survey response is submitted, or a feedback-tagged email arrives in the connected Gmail inbox
Final output
Sentiment-scored feedback logged in Google Sheets and HubSpot, an acknowledgement email sent to the customer, urgent complaints alerted in Slack, and the Notion themes dashboard updated automatically
Agents being built
3 agents: Feedback Intake Agent, Sentiment and Routing Agent, Response and Reporting Agent
Tools involved
Typeform, Gmail, Google Sheets, HubSpot, Slack, Notion
Volume
Approximately 120 feedback responses per month (continuous, triggered on each new response)
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02How the build works
FullSpec delivers this automation in four structured stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions split between the FullSpec team and you. The stages run in sequence so that nothing is built before the foundations are confirmed and nothing goes live before it has been fully tested against real feedback scenarios. The total estimated delivery window is 15 to 17 business days from the close of the Connect stage.
Complexity level: Moderate. Estimated delivery: 15 to 17 business days. The delivery clock starts at the close of Connect, not payment. Until tool access is confirmed and the sentiment thresholds are agreed, the build clock has not started.
1Connect
Estimated time: 2 to 3 business days
FullSpec
Sends a credential request checklist for all six tools, schedules a 30-minute kickoff call, reviews your active Typeform surveys for structured data quality, and documents the agreed sentiment score thresholds and routing rules before any build begins
You
Completes the credential checklist and grants API or admin access to Typeform, Gmail, Google Sheets, HubSpot, Slack, and Notion; confirms the sentiment score cutoff for urgent Slack alerts; attends the kickoff call
2Build
Estimated time: 7 to 9 business days
FullSpec
Builds the Feedback Intake Agent (Typeform and Gmail to Google Sheets), then the Sentiment and Routing Agent (scoring, HubSpot matching, Slack alerts), then the Response and Reporting Agent (Gmail acknowledgement templates and Notion dashboard updates); runs internal unit tests after each agent is completed
You
Remains available to answer questions about edge cases (for example, feedback sources added recently or alternate email addresses in HubSpot); no active build work is required from your side during this stage
3Test
Estimated time: 3 to 4 business days
FullSpec
Runs end-to-end tests across positive, neutral, and negative sentiment scenarios using live and dummy submissions; validates HubSpot contact matching, Slack alert delivery, Gmail acknowledgement content, and Notion dashboard updates; tunes sentiment score thresholds based on real response samples and shares a test summary report
You
Reviews a small set of test outputs (roughly 5 to 10 responses) and confirms whether the sentiment classifications and acknowledgement email tone match your expectations; flags any adjustments before go-live
4Launch
Estimated time: 1 to 2 business days
FullSpec
Switches the automation to live, monitors the first batch of real responses through all three agents, confirms Slack alerts are reaching the correct channel, and delivers the SOP and monitoring dashboard to your operations team
You
Confirms the automation is working as expected on real feedback; reads through the SOP handover document; knows where to go in Slack when an urgent alert arrives
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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. The table below lists exactly what is needed for each tool and when it must be provided. Having all access in place before Connect closes is the single most important thing you can do to keep the build on schedule.
Typeform
Admin access or an API token for the workspace containing your feedback forms
Before Connect closes
Gmail
A connected Google account with permission to read the feedback-tagged inbox and send from it via OAuth; confirm which Gmail address receives feedback emails
Before Connect closes
Google Sheets
Edit access to the sheet that will serve as the central feedback log, or confirmation that a new sheet should be created
Before Connect closes
HubSpot
A private app token or API key with contact read and write permissions; confirm which HubSpot portal ID is in use
Before Connect closes
Slack
Permission to install an app in your Slack workspace and the name of the channel where urgent negative feedback alerts should be posted
Before Connect closes
Notion
An integration token with edit access to the Notion page or database that will serve as the themes dashboard
Before Connect closes
One decision must be confirmed before Connect closes: the sentiment score threshold for urgent Slack alerts. The system scores each response from 1 to 10. You need to confirm the cutoff score at or below which a Slack alert is triggered. The agreed starting point is a score of 4 or below, but this must be confirmed by you at the kickoff call. Everything else can be tuned after go-live. This single number determines which complaints get escalated and which follow the standard acknowledgement path.
04Your role once live
Once the automation is live, day-to-day feedback processing runs without anyone needing to touch it. The table below sets out what each party is responsible for on an ongoing basis and what is no longer required.
Role
Ongoing responsibilities
What you no longer touch
You (business owner)
Review Slack alerts for escalated negative feedback and decide on personal follow-up where needed; check the Notion themes dashboard periodically for emerging patterns; contact FullSpec at support@gofullspec.com if something looks wrong
Manually checking feedback channels, copying responses into spreadsheets, reading and scoring sentiment by hand, updating HubSpot contact records, drafting acknowledgement emails, writing the weekly Notion summary, sharing feedback themes in Slack
FullSpec
Monitors the automation for errors or missed triggers; applies threshold adjustments if requested; supports any new feedback channel additions or tool changes; provides ongoing maintenance as agreed in your plan
N/A
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05What success looks like
The table below describes what you should see at each stage after go-live, what a healthy sign of success looks like, and what to watch for. If anything falls outside these expectations at any point, contact FullSpec at support@gofullspec.com and the team will investigate the same day.
Timeframe
What to expect
Sign of success
Week 1
The automation processes your first real feedback responses end to end. Slack alerts appear for any responses scoring 4 or below. Acknowledgement emails land in customer inboxes within 5 minutes of submission. A small number of HubSpot mismatches may surface where customer email addresses differ from CRM records.
Every submitted response appears in the Google Sheet within minutes, at least one test Slack alert fires correctly, and at least one acknowledgement email is confirmed received by a real customer.
Month 1
Approximately 120 responses processed automatically with no manual copying. Sentiment thresholds may be fine-tuned once based on your review of real outputs. The Notion dashboard is updating continuously and the weekly theme view is being built automatically. Around 6 hours of staff time is freed up compared with the previous month.
Your operations manager has not manually copied a single feedback response into a spreadsheet. The Notion dashboard reflects the month's feedback without anyone writing it up. No urgent complaint has gone unalerted for more than 5 minutes.
Month 3
The automation is fully stable and running across all connected channels without intervention. Approximately 300 hours of cumulative staff time has been saved (equivalent to around $9,000 in recovered Operations Manager capacity at $30/hour). HubSpot records are consistently updated for all matched contacts. The business has a clear, real-time view of feedback themes for the first time.
The payback period on the $3,200 build cost is on track to close at 4 months. The team is acting on feedback faster and churn-risk signals are being spotted weeks earlier than before.
Next step: forward your completed credential checklist to support@gofullspec.com to open the Connect stage. FullSpec will confirm receipt, schedule your kickoff call within one business day, and the delivery clock will start the moment Connect closes with all access confirmed and thresholds agreed.
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