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Launch Plan
Exit Interview & Knowledge Capture
[YourCompany.com] · Management Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for how the Exit Interview & Knowledge Capture automation goes from confirmed build to live production. It covers what is being built, how the four-stage delivery works, what your team needs to provide, and what the automation looks like once it is running. FullSpec handles all technical construction, testing, and deployment. Your role is limited to granting tool access, confirming one configuration decision before build starts, and reviewing the live system in the first two weeks.
01What you're launching
Right now, every employee departure triggers a sequence of manual steps that depends on an HR manager finding time in a busy final week: scheduling the exit interview, preparing questions, running the conversation, writing up notes, chasing the knowledge transfer document, filing a summary in BambooHR, and notifying the manager of any gaps. Most of those steps are skipped or rushed. The automation replaces eight of those nine steps with a structured, automatic sequence that fires the moment a departure is confirmed in BambooHR. The departing employee receives a personalised Typeform questionnaire and a pre-built Notion knowledge transfer page. Once submitted, an AI agent synthesises the responses, stores everything in Google Drive and BambooHR, and alerts the line manager to any flagged knowledge gaps. The one step left with a human is reviewing the AI summary and deciding whether a live conversation adds value.
Process
Exit Interview & Knowledge Capture
Trigger
A departure date is confirmed or an employee status changes to 'Leaving' in BambooHR
Final output
A structured exit summary stored in Google Drive and BambooHR, a completed Notion knowledge page, and a Slack alert to the line manager listing any critical knowledge gaps
Agents being built
2 agents: Exit Intake Agent and Knowledge Synthesis Agent
Tools involved
BambooHR, Typeform, Notion, Google Drive, Slack
Volume
Approximately 2 exits per month (roughly 24 exit events per year)
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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 FullSpec and your team. FullSpec completes all technical configuration, agent construction, and quality assurance. Your team's input is concentrated in the Connect stage, with a short review window during Test. The total estimated delivery window is 4 business weeks from the close of Connect.
Complexity level: Moderate. Estimated delivery: 4 weeks of business days. The delivery clock starts at the close of Connect, not payment. Build does not begin until all tool access confirmed in Connect is in place.
1Connect
Business days 1 to 3
FullSpec
Sends the credential request checklist, schedules the Connect call, walks you through granting API access for BambooHR and Typeform, and confirms the Notion workspace and Google Drive folder structure. Documents the departure status field and webhook trigger condition in BambooHR.
You
Attend the Connect call (30 to 45 minutes), provide admin access to BambooHR, Typeform, Notion, and the relevant Google Drive folder, confirm which Slack channel should receive manager alerts, and sign off on the Typeform question set or flag any changes needed before build starts.
2Build
Business days 4 to 15
FullSpec
Builds the BambooHR departure webhook and Exit Intake Agent logic, including Typeform personalisation, Notion page duplication, and the 48-hour reminder sequence. Then wires the Typeform submission webhook to the Knowledge Synthesis Agent, configures the AI summarisation and gap-scoring logic, connects Google Drive storage, BambooHR write-back, and the Slack alert formatter. Tests each component in a staging environment using sample departure records.
You
No action required during Build. FullSpec will contact you only if an unexpected access issue arises with one of the connected tools.
3Test
Business days 16 to 18
FullSpec
Runs three simulated exit events end to end covering a standard resignation, an involuntary departure, and a case where the Typeform is not submitted before the deadline. Reviews AI summary accuracy and tone, confirms BambooHR write-back, and verifies Slack alerts reach the correct channel. Delivers a QA sign-off report for your review.
You
Review the three sample AI exit summaries for tone and accuracy. Confirm the Slack alert reached the correct manager channel. Provide a single round of written feedback within 2 business days. This is the only review step required from your team before go-live.
4Launch
Business day 19 to 20
FullSpec
Applies any feedback from the Test review, switches the workflow from staging to production in BambooHR, activates all live triggers, confirms the first real departure event fires correctly, and provides a handover summary with the SOP and monitoring guidance.
You
Notify your HR manager and any relevant line managers that the automation is live. No technical action is needed. From this point, every confirmed departure in BambooHR triggers the sequence automatically.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your side. All configuration, API setup, and testing is handled by the FullSpec team. The table below lists exactly what is needed from each tool and when.
BambooHR
Admin-level API key with permission to read employee status fields and receive webhook events on status changes
Before Connect closes
Typeform
Admin access to the workspace so FullSpec can create and configure the exit questionnaire form and set up the submission webhook
Before Connect closes
Notion
Integration token with access to the workspace where knowledge transfer pages will be created, plus access to the existing role template page
Before Connect closes
Google Drive
Editor access to the HR folder where exit summary PDFs and documents will be stored
Before Connect closes
Slack
The name of the channel where knowledge gap alerts should be posted, plus permission to add the automation's bot to that channel
Before Connect closes
One decision required before Connect closes: You must confirm whether your business needs role-type variants in the Typeform question set, for example separate question sets for operations, sales, and technical staff. A single-form setup is faster to build but produces lower-quality responses for roles with very different knowledge profiles. If you have distinct function groups, flag them on the Connect call so FullSpec can build the branching logic before the Build stage begins. This decision cannot be changed mid-build without extending the delivery window.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / HR manager)
Review the AI-generated exit summary for each departure and decide whether a live conversation with the employee adds value. Monitor the Slack channel for knowledge gap alerts and action any flagged items before the employee's last day. Update the Typeform question set via the Typeform dashboard if new questions are needed (FullSpec can assist on request).
Scheduling exit interviews, preparing question lists, writing up notes after interviews, chasing employees for knowledge transfer documents, manually filing summaries in BambooHR, remembering to notify the manager of gaps.
FullSpec
Monitor the automation for errors and platform-level failures. Apply fixes if a BambooHR webhook stops firing, a Typeform submission fails to reach the synthesis agent, or a Google Drive write fails. Update the integration if any connected tool changes its API. Respond to support queries at support@gofullspec.com within one business day.
Not applicable. FullSpec operates the automation infrastructure end to end.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first real departure event fires the automation. The departing employee receives the Typeform link and Notion page within minutes of the BambooHR status change. The HR manager receives no manual tasks for that exit.
Typeform sent automatically within 10 minutes of BambooHR status change. No manual scheduling required.
Month 1
Both exits for the month are processed without HR manually scheduling anything. Exit summaries appear in BambooHR and Google Drive automatically. The line manager receives a Slack alert for any gap-flagged items. HR review time drops to under 25 minutes per exit.
100% of exit records filed in BambooHR without manual input. Manager alerted to knowledge gaps on the same day the Typeform is submitted.
Month 3
The process is running without any input from HR beyond reviewing the AI summary. Knowledge transfer completion rates are consistently above 90%. The business has a searchable archive of exit summaries in Google Drive and BambooHR covering every departure since go-live. HR is saving approximately 2.3 hours per week compared to the manual process.
Knowledge doc completion rate above 90%. Approximately $1,495 in HR staff time recovered by the end of week 12. No exits processed manually.
Next step: The FullSpec team will send the credential request checklist to your inbox within one business day of this plan being confirmed. Review the list, gather the access details for the five tools above, and bring any questions about the Typeform role-variant decision to the Connect call. From there, FullSpec takes it all the way to go-live. If you have any questions before the Connect call, reach the team at support@gofullspec.com.
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