FS-DOC-03Operations
Process Runbook / SOP
Weekly Business Review
[YourCompany.com] · Management Department · Prepared by FullSpec · [Today's Date]
This runbook is your operational reference for the automated Weekly Business Review process. It tells you exactly what the automation does each week, what your team is responsible for, how to handle anything that goes wrong, and who to call when you need help. FullSpec builds and maintains the automation end to end. Your team's only recurring task is a ten-minute review of the finished pack before Monday's meeting when a critical metric has been flagged.
01Process overview
Every Sunday at 8 PM, a scheduled trigger fires and the automation pulls last week's revenue and pipeline figures directly from Xero and HubSpot via API. Those figures are written into the master Google Sheet, an AI agent compares them to your stored targets and writes a plain-English commentary, the Google Slides deck is updated, and the finished pack is emailed to the leadership team with a Slack notification posted to the leadership channel. The entire sequence runs unattended in under five minutes. The only moment your team intervenes is when one or more metrics are flagged as critically off target, in which case the owner or ops manager reviews the draft pack before it is sent. The process replaces approximately 160 minutes of manual preparation per week.
Process name
Weekly Business Review
Trigger
Scheduled trigger, every Sunday at 8 PM
Final output
Updated Google Slides deck emailed to the leadership distribution list and posted to the leadership Slack channel
Agents running
Data Collection Agent, Review Narrative Agent, Distribution Agent
Tools involved
Xero, HubSpot, Google Sheets, Google Slides, Gmail, Slack
Weekly volume
1 review pack per week (approximately 52 per year)
Human checkpoint
Owner or Operations Manager reviews draft pack before send when any critical metric is flagged off target (approximately 10 minutes)
Process owner
[Your name] — Operations Manager
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02Step-by-step: what happens and who acts
What you actually need to do: Your only recurring manual step is to review the draft pack and approve it for send when the system flags one or more critical metrics as off target. Open the Google Slides link in the notification, check the AI commentary is accurate, and confirm send. This takes around ten minutes and happens only in weeks when a threshold is breached. Every other step runs without you.
Step
What happens
Who acts
Type
1
The scheduled trigger fires every Sunday at 8 PM. The automation platform wakes up and begins the weekly run without any manual action.
Automation platform
Automated
2
The Data Collection Agent calls the Xero API and retrieves last week's invoiced revenue, payments received, and outstanding accounts receivable balance.
Data Collection Agent
Automated
3
The Data Collection Agent calls the HubSpot API and retrieves the number of open deals, total pipeline value, deals closed in the last seven days, and any stage movement.
Data Collection Agent
Automated
4
All retrieved figures are written into the master Google Sheet, appending a new row for the current week alongside prior weeks so trend comparisons are available.
Data Collection Agent
Automated
5
The Review Narrative Agent reads the populated Google Sheet, compares each metric to the target thresholds stored in the reference tab, and writes a concise plain-English commentary explaining what happened last week and what needs attention.
Review Narrative Agent
Automated
6
The system checks whether any metric has been flagged as critically off target. If yes, the owner or Operations Manager receives a notification and is asked to review the draft pack before it is sent. If no critical flags exist, the process continues automatically.
Automation platform
Automated
7
If a critical metric has been flagged, the owner or Operations Manager opens the Google Slides draft, reads the AI commentary, confirms or corrects any inaccuracies, and approves the pack for distribution. This step takes approximately ten minutes.
Owner / Operations Manager
Human
8
The Distribution Agent updates the standing Google Slides template by pushing the new figures into the named placeholders and inserting the exception commentary text into the commentary slide.
Distribution Agent
Automated
9
The Distribution Agent sends the updated Google Slides deck link and exception summary to the leadership distribution list via Gmail, using the standardised subject line and email body.
Distribution Agent
Automated
10
The Distribution Agent posts a formatted message to the leadership Slack channel confirming the weekly review pack is ready, with a direct link to the deck and a summary of any flagged metrics. The completed deck is archived to the designated Google Drive folder.
Distribution Agent
Automated
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03Handling exceptions
Situation
What the system does
What you do
Xero or HubSpot returns no data or an incomplete response
The Data Collection Agent logs the error and retries the API call up to three times with a short delay between each attempt. If all retries fail, the run is paused and you receive an alert via email and Slack identifying which tool failed.
Check that the API credentials for the affected tool are still valid. If the connection has expired, contact FullSpec at support@gofullspec.com to refresh the credentials. Do not attempt to run the pack manually until the connection is restored, as partial data will produce misleading figures.
A metric value appears to be duplicated from the previous week
The Review Narrative Agent includes a week-on-week comparison in its commentary. If the current week's figure is identical to the prior week, the agent flags this as a potential data issue in the exception summary rather than presenting it as confirmed performance.
Open the Google Sheet and verify the current week's row. If the figures are genuinely the same as last week, no action is needed. If the row appears to be a duplicate write, delete the extra row and notify FullSpec so the cause can be investigated.
A metric has no target set in the Google Sheets reference tab
The Review Narrative Agent skips the threshold comparison for that metric and notes in the commentary that no target has been configured. The pack is still produced and sent with the available data.
Open the Google Sheets reference tab and add the missing target value for that metric. The next weekly run will include it in the comparison automatically. If you are unsure which value to use, review with the business owner before entering it.
Critical metrics are flagged and the owner does not approve the pack within a defined window
The system holds the pack and sends a follow-up reminder notification after 30 minutes. If no approval is received within two hours of the original alert, the automation sends the pack without the human approval step and logs this as an exception for review.
Check your email and Slack for the approval notification as early as possible on Sunday evening. If you know you will be unavailable, nominate a backup reviewer before the Sunday run and inform FullSpec so the approval notification can be redirected.
Gmail fails to send the pack email
The Distribution Agent logs the send failure and retries once after five minutes. If the retry also fails, the agent posts the deck link directly to the Slack leadership channel with a note that the email could not be delivered, so the pack is still accessible.
Confirm with the leadership team that they have the Slack notification and can access the deck link. Check the Gmail account for any sending limits or authentication issues and contact FullSpec if the problem recurs across multiple weeks.
The Google Slides template structure has changed, causing placeholder mapping to break
The Distribution Agent detects that one or more named placeholders are missing from the deck and raises an error. The slide update step is skipped and the run is flagged as incomplete. You receive an alert describing which placeholders could not be found.
Do not restructure or rename slides in the Google Slides template without first consulting FullSpec. If a redesign is needed, contact support@gofullspec.com and the FullSpec team will remap the automation to match the new layout before the next run.
04Who to contact and when
Fill in the rows marked with placeholders once your team is confirmed. Keep this table updated whenever roles change so the right person is always reachable when something needs attention.
Role
Name
How to reach them
Process owner (Operations Manager)
[Your name]
[Rep email]
Business owner (escalation and approval backup)
[Your name]
[Rep email]
Google Workspace administrator (for Gmail or Slides access issues)
[Your name]
[Rep email]
Xero account administrator (for API credential resets)
[Your name]
[Rep email]
HubSpot account administrator (for API credential resets)
[Your name]
[Rep email]
FullSpec builder (build changes, agent updates, remapping)
FullSpec team
support@gofullspec.com
FullSpec support (errors, alerts, unexpected behaviour)
FullSpec support
support@gofullspec.com
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05Ongoing maintenance
The automation runs unattended once live, but a small number of routine checks keep it accurate and reliable over time. The table below assigns each maintenance task to the right person and tells you how often it needs doing.
Whenever business goals change (at minimum quarterly)
Update the target thresholds in the Google Sheets reference tab to reflect the current weekly goals for each metric. Outdated targets will cause the AI agent to flag the wrong exceptions or miss real issues.
Operations Manager
Whenever the slide deck design changes
Do not rename or remove named placeholders in the Google Slides template without notifying FullSpec first. Contact support@gofullspec.com so the placeholder mapping in the automation can be updated before the next run.
Operations Manager + FullSpec
Monthly spot-check (first Monday of each month)
Open the most recent Google Slides pack and verify that all figures match the raw data in the Google Sheet. Check that the AI commentary reads accurately and that no obvious errors have crept in. Log any discrepancies.
Operations Manager
Weekly, after each run
Review any error or exception alerts that arrived overnight. If the run completed with no alerts, no action is needed. If an alert was raised, follow the relevant exception procedure in Section 03 of this runbook.
Operations Manager
Whenever a team member joins or leaves
Update the Gmail leadership distribution list and the Slack leadership channel membership to reflect current personnel. Contact FullSpec if the distribution list is embedded in the automation configuration rather than managed in Gmail directly.
Operations Manager + FullSpec
Quarterly volume review
Confirm that the process is still running at the expected volume (approximately 52 packs per year). If the review cadence changes, for example moving to fortnightly, contact FullSpec to update the trigger schedule. Review whether any new metrics should be added to the pack.
Business Owner + Operations Manager
Annually or whenever API keys are rotated
Confirm that Xero and HubSpot API credentials stored in the automation platform are still valid. If either account has had a password change or API key rotation, arrange a short setup session with FullSpec to refresh the connection.
Operations Manager + FullSpec
The most common maintenance issue for this process is stale target thresholds in the Google Sheets reference tab. When business goals change at the start of a new quarter and the reference tab is not updated, the Review Narrative Agent continues comparing figures to the old targets. This produces incorrect exception flags and can either alarm the leadership team unnecessarily or miss a genuine performance issue. Make updating the reference tab part of your quarterly planning routine.
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