FS-DOC-01Operations
Launch Plan
Customer Testimonial Collection
[YourCompany.com] · Marketing Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your end-to-end guide to getting the Customer Testimonial Collection automation live. It covers what is being built, how the build progresses across four stages, what FullSpec needs from you to get started, and what your role looks like once the automation is running. FullSpec handles all configuration, testing, and deployment. Your job is to provide access to the tools your team already uses and make one configuration decision before the build begins.
01What you're launching
Right now, your marketing manager spends around four and a half hours every week identifying recently closed deals, drafting personalised outreach emails, chasing non-responses manually, reviewing inbox replies, and copying approved testimonials into a shared library. Follow-ups are forgotten, submissions get buried in email, and the testimonial library lags well behind the number of satisfied customers you actually have. This automation eliminates the manual cycle entirely: when a deal closes in HubSpot, a personalised email goes out within 24 hours, two timed follow-up reminders run automatically, and every submission routes through a Slack approval card before landing in your Notion library and updating the contact record, all without anyone chasing, copying, or remembering.
Process
Customer Testimonial Collection
Trigger
A deal or project stage moves to 'Closed Won' or 'Completed' in HubSpot
Final output
An approved testimonial saved to Notion, the HubSpot contact record updated, and the team notified via Slack
Agents being built
2 agents: Outreach Sequence Agent and Submission Review and Library Agent
Tools involved
HubSpot, Gmail, Typeform, Slack, Notion
Volume
Approximately 30 testimonial requests per month, triggered on every closed deal or completed project
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02How the build works
The build runs across four sequential stages: Connect, Build, Test, and Launch. FullSpec leads every stage. You will be asked to provide tool access and review outputs at defined checkpoints, but no technical knowledge is required on your side. The total delivery window is four weeks from the close of the Connect stage, and each stage has a clear set of actions for both FullSpec and your team so you always know what is happening and what, if anything, is needed from you.
Complexity level: Moderate. This build involves two agents, five tool integrations, a timed email sequence, a Slack approval flow, and a Notion database write. Estimated delivery window is 15 to 18 business days. The delivery clock starts at the close of Connect, not payment.
1Connect
Estimated time: Business days 1 to 3
FullSpec
Schedules the Connect session, shares the credential collection checklist, confirms HubSpot pipeline stage names that will serve as the automation trigger, and reviews any existing email templates you have in use.
You
Attend the Connect session (30 to 60 minutes), provide API credentials or admin access for HubSpot, Typeform, Gmail, Slack, and Notion, and confirm the exact deal stage name used in your HubSpot pipeline. Confirm who holds approval authority for testimonials.
2Build
Estimated time: Business days 4 to 12
FullSpec
Builds the Outreach Sequence Agent (HubSpot trigger, personalised Gmail sequence, Typeform link insertion, seven-day and fourteen-day follow-up timing logic) and the Submission Review and Library Agent (Typeform webhook receiver, Slack approval card with inline buttons, Notion database integration, HubSpot contact update). All work is done in a sandboxed environment against sample contacts.
You
Review and approve the email template copy before it is loaded into the sequence. No technical action required. FullSpec will share a draft for your sign-off via email.
3Test
Estimated time: Business days 13 to 15
FullSpec
Runs end-to-end tests across multiple deal types, confirms follow-up timing fires correctly, validates the Slack approval card routes to Notion on approval and handles the Flag for Review path correctly, and checks edge cases including duplicate submissions and contacts who never respond.
You
Participate in a short user acceptance test (UAT) session. You will trigger one test deal in HubSpot, receive the outreach email, submit the Typeform, and approve the Slack card. FullSpec guides you through each step. The session typically takes 30 to 45 minutes.
4Launch
Estimated time: Business days 16 to 18
FullSpec
Switches the automation from the sandbox to your live HubSpot pipeline, confirms all credentials are pointing to production environments, delivers the SOP and Runbook to your marketing team, and monitors the first live deal cycle end to end to confirm everything fires correctly.
You
Confirm the go-live date and notify any team members who will interact with the Slack approval card. No technical steps required. FullSpec handles the cutover.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required on your side. The table below lists every credential needed and when to have it ready. All access should be confirmed before Connect closes so the build can start without delay.
HubSpot
Admin or Super Admin login, or a private app token with CRM and deal read/write permissions. You will also confirm the exact pipeline stage name used for closed deals.
Before Connect closes
Typeform
Admin access to create and edit forms, and the ability to configure webhooks on form submissions.
Before Connect closes
Gmail
A Google Workspace account to send from (typically the marketing manager's address or a shared alias), with permission to authorise a connected app for sending.
Before Connect closes
Slack
Workspace Admin or Owner access to install a bot with message and action permissions. If your workspace has an IT approval policy, start that request before Connect.
Before Connect closes
Notion
Admin access to the workspace and the specific database that will serve as the testimonial library. If the database does not exist yet, FullSpec will create it during Build.
Before Connect closes
One decision you must confirm before Connect closes: the exact HubSpot pipeline stage name that triggers the automation. Stage names vary by account and the trigger will not fire if it does not match precisely. During the Connect session, FullSpec will walk you through finding this in your HubSpot settings. If your pipeline has multiple deal types or multiple stages that should qualify, confirm all of them at this point.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / marketing team)
Click Approve or Flag for Review on Slack approval cards when a testimonial submission arrives. Update email template copy if messaging changes. Notify FullSpec if HubSpot pipeline stages are renamed or deal volume increases significantly.
Identifying eligible customers, drafting and sending outreach emails, monitoring the inbox for responses, sending manual follow-up reminders, copying testimonials into Notion, notifying the team in Slack.
FullSpec
Monitor automation health, investigate any failed runs or missed triggers, apply updates when connected tool APIs change, and action any support requests sent to support@gofullspec.com.
N/A
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first live closed deal triggers the automation. The outreach email lands in the customer's inbox within 24 hours. The HubSpot contact record is updated automatically. The marketing manager receives no manual tasks related to testimonial outreach.
First automated email confirmed sent and logged in HubSpot without any manual input.
Month 1
All closed deals are flowing through the sequence. Follow-up reminders are firing at day 7 and day 14. Submitted testimonials are appearing in the Notion library via the Slack approval card. The marketing manager's weekly time on this process drops from 4.5 hours to under 30 minutes.
At least one approved testimonial in the Notion library from the automated flow. Zero follow-up emails sent manually.
Month 3
The testimonial library is growing consistently with every deal cycle. Follow-up completion rate is at or near 100%. The marketing manager has recovered approximately 57 hours of working time since go-live. The business has a growing, up-to-date library of social proof available to sales and content teams.
Testimonial library visibly more complete than before go-live. Payback period on track for month 4 based on $11,700 annual saving against $3,800 build cost.
Next step: To begin the Connect stage, contact FullSpec at support@gofullspec.com. Have your HubSpot pipeline open and your tool logins ready. The Connect session takes under an hour and the build clock starts the moment it closes.
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