FS-DOC-03Operations
Process Runbook / SOP
Exit Interview & Knowledge Capture
[YourCompany.com] · Management Department · Prepared by FullSpec · [Today's Date]
This runbook is the day-to-day operational guide for the Exit Interview and Knowledge Capture automation. It tells you exactly what the system does on its own, where your team steps in, how to handle exceptions when things do not go to plan, and what routine maintenance keeps the process running cleanly. FullSpec builds, monitors, and supports the automation end to end. Your team's role is limited to the single human review step described in Section 02 and the exception handling described in Section 03.
01Process overview
When an employee's departure is confirmed in BambooHR, the automation immediately begins a structured exit sequence. The Exit Intake Agent sends a personalised Typeform questionnaire and a Notion knowledge transfer page to the departing employee, with built-in deadline reminders. Once the employee submits the questionnaire, the Knowledge Synthesis Agent reads the responses, produces an AI-generated exit summary, scores knowledge transfer completeness, and saves the full record to Google Drive and BambooHR. The line manager receives a Slack alert listing any flagged knowledge gaps. The only human step remaining is the HR manager reviewing the AI summary and deciding whether a live conversation adds value before the employee's last day.
Process name
Exit Interview & Knowledge Capture
Trigger
A departure date is confirmed or 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 gap alert sent to the line manager
Agents running
Exit Intake Agent; Knowledge Synthesis Agent
Tools involved
BambooHR, Typeform, Notion, Google Drive, Slack
Weekly volume
Approximately 0.5 exits per week (2 exits/month average)
Human checkpoint
HR Manager reviews the AI-generated exit summary and decides whether a follow-up conversation is needed before the employee's last day
Process owner
[Your name] — HR Manager
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02Step-by-step: what happens and who acts
What you actually need to do: There is one human step in this process. After the Knowledge Synthesis Agent produces the AI exit summary, the HR Manager receives a Slack alert and should open the summary in Google Drive, read it for accuracy and completeness, and decide whether a live conversation with the departing employee is still needed before their last day. Everything else — sending the questionnaire, chasing reminders, synthesising responses, filing records, and alerting the manager — is handled automatically.
Step
What happens
Who acts
Type
1
A departure date is confirmed or the employee's status changes to 'Leaving' in BambooHR. The automation platform detects the status change via webhook and begins the exit sequence immediately, with no delay and no manual trigger required.
Automation
Automated
2
The Exit Intake Agent sends a personalised Typeform exit questionnaire to the departing employee by email. The questionnaire includes role-specific question logic and is timestamped. A reminder is automatically scheduled for 48 hours before the employee's last day if the form has not been submitted.
Exit Intake Agent
Automated
3
A pre-built Notion knowledge transfer page is duplicated from the role template, pre-filled with the employee's name, role, and key responsibility areas, and shared with both the departing employee and their line manager. No manual page creation or sharing is required.
Exit Intake Agent
Automated
4
Once the departing employee submits the Typeform, the Knowledge Synthesis Agent reads all responses. It uses structured AI analysis to extract key themes across role knowledge, client relationships, process risks, and suggested handoffs, and produces a formatted plain-English exit summary.
Knowledge Synthesis Agent
Automated
5
The HR Manager opens the AI-generated exit summary in Google Drive, reads it for accuracy and tone, and decides whether a live follow-up conversation with the departing employee would add meaningful value before their last day. This is the only step requiring human judgement.
HR Manager
Human
6
The exit summary and the raw Typeform responses are saved as a PDF and a linked document in the designated Google Drive HR folder for the departing employee. The file is named consistently and stored in the correct folder path automatically.
Knowledge Synthesis Agent
Automated
7
The AI-generated exit summary and a direct link to the employee's Notion knowledge page are written back to the employee's record in BambooHR, closing the departure file with a complete and dated record. No manual data entry into the HRIS is required.
Knowledge Synthesis Agent
Automated
8
If the Knowledge Synthesis Agent scores any knowledge areas as incomplete or flags high-priority gaps, a formatted Slack message is posted to the line manager's channel listing the specific gaps and suggesting action before the employee's last day. Low-risk exits with no gaps do not generate a Slack alert.
Knowledge Synthesis Agent
Automated
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03Handling exceptions
Situation
What the system does
What you do
The departing employee does not submit the Typeform before the automated deadline reminder fires
The Exit Intake Agent sends a reminder email to the employee 48 hours before their last day. If the form remains unsubmitted 24 hours before the last day, the system sends a fallback notification to the HR Manager via Slack flagging the outstanding submission.
Chase the employee directly by phone or in person. If the employee will not or cannot submit the form before leaving, notify FullSpec support so the Knowledge Synthesis Agent step can be bypassed and the exit record can be closed manually.
A departure is entered in BambooHR with missing or incomplete data, for example no confirmed last day or no email address on file
The automation detects that required fields are absent and pauses the exit sequence. It posts an alert to the HR Manager via Slack listing which fields are missing and preventing the questionnaire from being sent.
Log into BambooHR and complete the missing fields on the employee record. Once the record is complete, the automation will resume the sequence automatically on the next check cycle, typically within 15 minutes.
A duplicate departure record is created in BambooHR for the same employee
The automation detects that an exit sequence is already active for that employee ID and suppresses a second trigger. It posts a warning to the HR Manager noting the duplicate and confirming no second questionnaire has been sent.
Review the duplicate record in BambooHR and delete or archive the incorrect entry. No action is needed in the automation; the existing active sequence continues unaffected.
The Notion knowledge transfer page cannot be created because the role template is missing or the Notion connection is unavailable
The automation logs the failure, retries the Notion step three times over 30 minutes, and then sends a Slack alert to the HR Manager if all retries fail. The Typeform questionnaire is still sent as normal; only the Notion step is paused.
Check whether the Notion integration is still connected by visiting the automation platform's integration settings. If the template page has been deleted or moved, restore it or contact FullSpec support. The Notion page can be created manually in the interim and the link added to BambooHR once the connection is restored.
The HR Manager does not review the AI summary within a reasonable window before the employee's last day
The system does not auto-escalate the review step, but the Slack gap alert (if any gaps were found) remains visible in the manager's channel as an unresolved notification. The exit record is still filed in BambooHR and Google Drive regardless of whether the human review is completed.
Set a personal calendar reminder to review the summary within 24 hours of receiving the Slack notification. If you miss the review window and the employee has already left, the summary and Notion page remain accessible in Google Drive and BambooHR for retrospective review.
BambooHR is unavailable or the webhook does not fire when a departure status is updated
The automation cannot detect the departure trigger and the exit sequence does not start. No questionnaire is sent and no record is created. This is a silent failure unless the HR Manager notices the gap.
If you confirm a departure has been logged in BambooHR but no Slack confirmation of the exit sequence starting arrives within 30 minutes, contact FullSpec support at support@gofullspec.com. As a manual fallback, the Typeform questionnaire can be sent directly to the employee from the Typeform dashboard while the connection issue is investigated.
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04Who to contact and when
Fill in the rows below once your team is confirmed. Keep this table updated whenever a role changes hands so the right people receive exception alerts and Slack notifications. The FullSpec builder and support rows are fixed.
Role
Name
How to reach them
Process owner (HR Manager)
[Your name]
[Your email or Slack handle]
Line manager (receives Slack gap alerts)
[Rep name]
[Rep Slack handle or email]
BambooHR system administrator
[Admin name]
[Admin email]
Notion workspace administrator
[Admin name]
[Admin email]
FullSpec builder
FullSpec team
support@gofullspec.com — for build changes, integration reconnections, or prompt updates
FullSpec support
FullSpec support
support@gofullspec.com — for any workflow errors, missed triggers, or urgent exception escalations
If the automation fails silently and an exit sequence does not start within 30 minutes of a departure being confirmed in BambooHR, treat this as an urgent issue and email support@gofullspec.com immediately. Include the employee name, their BambooHR record ID, and the time the departure was logged. Do not wait until the following day if the employee's last day is within the week.
05Ongoing maintenance
Whenever exit Typeform questions are changed or new role types are added
Notify FullSpec before making changes to the Typeform question set. Role-specific question logic is wired into the automation, and changing question IDs or form structure without updating the workflow can break the AI synthesis step. FullSpec updates the workflow logic to match any approved question changes.
HR Manager notifies FullSpec; FullSpec updates the automation
Whenever the Notion knowledge transfer template is updated
Update the master role template page in Notion. The automation duplicates from this master page for every new exit, so any changes to the template take effect immediately for the next departure. Notify the line manager if section headings change so they know what to expect in future pages.
HR Manager or Notion workspace admin
Monthly spot-check (first working day of each month)
Review the last month's exit records in BambooHR and Google Drive. Confirm each departure has a filed summary, a linked Notion page, and a completed or flagged Typeform submission. Flag any gaps to FullSpec support if a record appears incomplete.
HR Manager
Monthly error-log review
Ask FullSpec to share the automation error log for the previous month. Look for repeated failures on specific steps, for example recurring Notion connection errors or BambooHR webhook timeouts. Any error appearing more than once in a month warrants investigation.
HR Manager reviews; FullSpec investigates flagged errors
Whenever a team member listed in Section 04 changes role or leaves
Update the contact table in this runbook. Update the Slack channel or recipient routing in the automation so gap alerts reach the correct manager. Contact FullSpec to update any hardcoded recipient settings in the workflow.
HR Manager updates runbook; FullSpec updates routing
Quarterly volume and configuration review
Review actual exit volume against the assumed 2 exits per month. If volume increases significantly, confirm that Typeform and Notion plan limits are not being approached. Review whether new role types need dedicated question variants. FullSpec conducts a brief configuration review and recommends any adjustments.
HR Manager and FullSpec jointly
The single most common maintenance issue for this process is the Typeform question set being edited directly by a team member without notifying FullSpec first. Because the Knowledge Synthesis Agent references specific question IDs to structure the AI summary, renaming or reordering questions without a corresponding workflow update causes the summary to produce incomplete or misaligned output. Always raise a change request with FullSpec at support@gofullspec.com before editing the Typeform structure.
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