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Process Runbook / SOP
Influencer & Partnership Outreach
[YourCompany.com] · Marketing Department · Prepared by FullSpec · [Today's Date]
This runbook is the day-to-day operating guide for your automated influencer and partnership outreach process. It tells your marketing team exactly what the automation handles, what the one human step requires, and what to do when something unusual happens. FullSpec has built and tested the full workflow end to end. Your team's job is to submit well-structured campaign briefs in Notion, review and approve the Gmail drafts the system prepares, and use this document to handle any exceptions that arise.
01Process overview
When a campaign brief is marked ready in Notion, the automation platform picks up the target criteria and runs three agents in sequence. The Prospect Research Agent builds a qualified shortlist in Google Sheets and finds a verified email for each contact via Hunter.io. The Pitch Drafting Agent then creates a personalised Gmail draft for each prospect and logs the contact in HubSpot. Your marketing manager reviews and approves those drafts before anything is sent. Once approved pitches are sent, the Follow-Up and Pipeline Agent enrols each contact in a timed sequence, monitors for replies, updates HubSpot deal stages, and posts a Slack alert for any hot lead. The entire cycle runs around one hour of human effort per campaign batch, down from eight hours per week.
Process name
Influencer & Partnership Outreach
Trigger
A campaign brief is marked ready in Notion with target niche, audience size range, and channel specified
Final output
Approved pitches sent via Gmail, non-responders enrolled in a two-email follow-up sequence, HubSpot deal stages updated, and Slack alerts posted for replies
Agents running
Prospect Research Agent, Pitch Drafting Agent, Follow-Up and Pipeline Agent
Tools involved
Notion, Google Sheets, Hunter.io, HubSpot, Gmail, Slack
Weekly volume
Approximately 40 outreach contacts per week, with campaign bursts every 2 to 4 weeks
Human checkpoint
Marketing Manager reviews and approves each Gmail draft before any email is sent
Process owner
[Your name], Marketing Manager
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02Step-by-step: what happens and who acts
What you actually need to do: The only step that requires action from your team is Step 6. The Marketing Manager opens the Gmail Drafts folder, reads each AI-prepared pitch, edits where needed to match brand voice or add a personal touch, and marks the draft approved by sending it. Every other step in this process runs automatically without you needing to do anything.
Step
What happens
Who acts
Type
1. Brief submitted
The Marketing Manager writes a campaign brief in Notion, filling in target niche, audience size range, and preferred channel. Once marked ready, the automation platform detects the change and starts the workflow.
Marketing Manager
Human
2. Prospect list built
The Prospect Research Agent reads the brief criteria and generates a shortlist of matching influencer and brand partner profiles. It writes one row per prospect to Google Sheets, including name, handle, niche, and estimated audience size.
Prospect Research Agent
Automated
3. Emails verified
For each prospect row in Google Sheets, the automation calls the Hunter.io API to look up and verify a business email address. Verified emails are appended to the row. Rows where no email is found are flagged for manual review.
Automation platform via Hunter.io
Automated
4. HubSpot contacts created
Each prospect with a verified email is automatically created as a new contact in HubSpot. The campaign tag, channel, and niche are populated in the contact record. Duplicate contacts are detected and updated rather than recreated.
Automation platform via HubSpot
Automated
5. Pitch drafts written
The Pitch Drafting Agent reads each prospect row and the campaign brief, then generates a personalised outreach email referencing the prospect's content niche and the campaign angle. Each draft is saved to the Gmail Drafts folder and logged in HubSpot with a draft status.
Pitch Drafting Agent
Automated
6. Manager reviews and approves drafts
The Marketing Manager opens Gmail Drafts, reads each prepared pitch, makes any edits needed for tone or personalisation, and sends the approved emails. Any draft that needs significant rework is edited in place and resent. No email leaves the account without this step being completed.
Marketing Manager
Human
7. Send logged to HubSpot and Sheets
Once an approved pitch is sent, the automation logs the send timestamp back to the HubSpot contact record and updates the corresponding Google Sheet row with sent status. No manual logging is required.
Automation platform
Automated
8. Follow-up sequence enrolled
Each sent contact is automatically enrolled in a HubSpot follow-up sequence. A first follow-up email is sent at day 4 and a second at day 9, provided no reply has been detected. If the prospect replies at any point, the sequence is cancelled immediately.
Follow-Up and Pipeline Agent
Automated
9. Replies detected and pipeline updated
The Follow-Up and Pipeline Agent monitors for inbound replies and link clicks. When a prospect responds, the HubSpot deal stage is updated automatically to reflect the new status and the follow-up sequence is stopped.
Follow-Up and Pipeline Agent
Automated
10. Hot lead Slack alert posted
When a prospect replies or clicks through, the automation posts a Slack message to the marketing channel with the prospect name, reply summary, and a link to the HubSpot record so the team can act quickly.
Automation platform via Slack
Automated
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03Handling exceptions
Situation
What the system does
What you do
Campaign brief is missing required fields (niche, audience size range, or channel not filled in)
The automation detects that mandatory fields are empty and pauses the workflow before the Research Agent runs. A Slack notification is sent to the process owner listing which fields need to be completed.
Return to the Notion brief, fill in the missing fields, and re-mark the brief as ready. The workflow will restart automatically from the beginning.
Hunter.io cannot find a verified email for a prospect
The prospect row in Google Sheets is flagged with a status of Email not found and highlighted. The row is excluded from the drafting and sending steps. The automation continues processing all other rows without interruption.
Review the flagged rows in Google Sheets at the end of each campaign run. Search manually for a contact address or remove the prospect from the batch if no email can be confirmed.
A duplicate prospect already exists in HubSpot from a previous campaign
The automation detects the matching email address and updates the existing HubSpot contact record with the new campaign tag rather than creating a second record. The draft is still generated and linked to the existing contact.
No action needed in most cases. If the contact is from an active deal you do not want disturbed, open the HubSpot record after the run and remove the new campaign tag manually.
The Marketing Manager does not review or approve drafts within 48 hours
The automation does not send any emails without approval. After 48 hours, a reminder Slack message is posted to the process owner noting the number of drafts awaiting review. No further automated action is taken.
Open Gmail Drafts and work through the queue. If the campaign window has passed and the drafts are no longer relevant, delete them from Gmail and archive the corresponding HubSpot contacts.
A prospect does not respond after both follow-up emails are sent
The HubSpot deal stage is updated to No response after the second follow-up is sent at day 9. No further automated outreach is triggered. The contact record remains in HubSpot for future reference.
Decide whether to re-engage this prospect in a future campaign. If you want to try again, update the campaign tag and re-add them to the next brief batch. Do not resend manually from the same thread without updating the HubSpot record first.
Hunter.io or HubSpot is temporarily unavailable (API timeout or outage)
The automation platform retries the failed API call up to three times with a short delay between attempts. If the service remains unavailable after three retries, the affected step is paused and an error alert is posted to Slack. The workflow holds the affected records in a pending state rather than dropping them.
Check the Slack error alert for which tool is affected. If the outage is short, the automation will resume automatically once the service recovers. If the outage lasts more than two hours, contact support@gofullspec.com so the FullSpec team can review the queue and manually release held records if needed.
04Who to contact and when
Fill in the rows marked with placeholders once your team is confirmed. The FullSpec rows are fixed and ready to use from day one.
Role
Name
How to reach them
Process owner (Marketing Manager)
[Your name]
[Your email or Slack handle]
Marketing Coordinator (day-to-day pipeline checks)
[Coordinator name]
[Coordinator email or Slack handle]
HubSpot admin (pipeline and sequence settings)
[HubSpot admin name]
[Admin email]
FullSpec builder (build changes, agent updates, new logic)
FullSpec team
support@gofullspec.com — include process name and a brief description of the change needed
FullSpec support (errors, outages, unexpected behaviour)
FullSpec support
support@gofullspec.com — include the Slack error message or screenshot where possible
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05Ongoing maintenance
When your Notion brief template changes (new fields added or renamed)
Notify FullSpec at support@gofullspec.com before changing any field names or structure in the Notion brief template. The Research Agent reads specific field names to extract criteria. Renaming a field without updating the automation will cause the agent to miss that input and produce incomplete prospect lists.
Marketing Manager to flag the change. FullSpec team to update the field mapping in the automation.
When pitch templates or brand voice guidelines change
Send the updated guidelines or pitch structure to support@gofullspec.com. The Pitch Drafting Agent uses the brand voice document as a reference. Updating the reference document used in the agent's configuration ensures all future drafts reflect the new direction without requiring any rebuild.
Marketing Manager to provide the updated document. FullSpec team to update the agent configuration.
Monthly spot-check (first week of each month)
Open Google Sheets and review the most recent campaign run. Confirm that prospect rows are populating correctly, email addresses are present or flagged, and send statuses match what is showing in HubSpot. Spot-check three to five HubSpot records against the Sheet to confirm data consistency.
Marketing Coordinator
Weekly error-log review (every Monday morning)
Check the Slack marketing channel for any automated error alerts from the previous week. If no alerts appeared, the workflow ran cleanly. If alerts are present, review the detail and either resolve the flagged rows yourself (for simple cases like missing brief fields) or forward to support@gofullspec.com for anything involving API failures.
Marketing Manager or Marketing Coordinator
When a team member changes role or leaves
Update the contact table in this runbook with the new owner. If the departing person was the Gmail account used for sending outreach, notify FullSpec immediately so the OAuth connection and Gmail Drafts configuration can be transferred to the new account before the next campaign run.
Marketing Manager to update this document. FullSpec team to reauthorise Gmail OAuth if the sending account changes.
Quarterly volume review (every three months)
Review how many contacts are being processed per campaign run and whether the volume is growing. If weekly volume is consistently above 60 contacts, Hunter.io API usage and HubSpot sequence limits may need to be reviewed. Contact FullSpec to assess whether any configuration changes are needed to handle increased load.
Marketing Manager with FullSpec team
The most common maintenance issue for this process is a Notion brief field being renamed or restructured without notifying FullSpec first. The Research Agent reads field names exactly as they were configured at build time. A renamed field means the agent receives no input for that criterion and may produce a prospect list that ignores niche, audience size, or channel entirely. Always check with FullSpec before editing the Notion brief template structure.
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