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Launch Plan
Review and Reputation Management
[YourCompany.com] · Marketing Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your practical guide to getting the Review and Reputation Management automation live and running. It covers what is being built, how the build is structured across four stages, what FullSpec needs from you to get started, what your ongoing role looks like once the system is live, and what good results look like at each milestone. FullSpec handles every technical step of the build, testing, and deployment. Your team's job is to provide access, confirm one key configuration decision, and approve the go-live sign-off.
01What you're launching
Right now, your team spends up to five hours every week manually checking Google Business Profile and Trustpilot for new reviews, copying them into Notion, drafting responses from scratch, chasing manager approvals by email, posting replies, and then compiling a weekly report by hand. Negative reviews regularly sit unanswered for 48 to 72 hours, CRM records are rarely updated, and there is no reliable audit trail. This automation replaces that manual loop with a system that detects every new review within minutes, classifies it by sentiment, generates a brand-voice draft, routes negatives to the manager via Slack for one-click approval, posts approved responses, updates HubSpot automatically, and delivers a weekly summary to Slack without anyone compiling it.
Process
Review and Reputation Management
Trigger
A new customer review is posted on Google Business Profile, Trustpilot, or another connected platform
Final output
A published response on the review platform, an updated HubSpot contact record, a logged Notion entry, and a weekly Slack reputation report
Agents being built
3 agents: Review Classifier Agent, Response Drafting Agent, CRM and Reporting Agent
Tools involved
Google Business Profile, Trustpilot, Slack, HubSpot, Notion, Gmail
Volume
60 to 120 reviews per month across connected platforms
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02How the build works
The build is structured across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions split between the FullSpec team and your team. FullSpec manages all technical configuration, agent development, and testing. Your involvement is concentrated at the start (granting access and confirming your brand voice) and at the end (reviewing test outputs and confirming go-live). The total build is estimated at 28 hours of FullSpec work, delivered across a four-week calendar window.
Complexity level: Moderate. Estimated delivery window: 4 weeks (approximately 20 business days). The delivery clock starts at the close of Connect, not payment. Connect cannot close until all tool credentials have been provided and the brand voice document has been shared.
1Connect
Business days 1 to 3
FullSpec
Send the credential request checklist, set up the shared project workspace, confirm API access levels for Google Business Profile and Trustpilot, and connect Slack, HubSpot, Notion, and Gmail to the automation platform
You
Provide login credentials or API keys for each tool listed in Section 03, share your brand voice document or a set of five to ten example review responses, and confirm the escalation threshold for negative reviews (default is two stars or below)
2Build
Business days 4 to 14
FullSpec
Configure the polling trigger on Google Business Profile and Trustpilot; build, prompt-tune, and unit-test the Review Classifier Agent; build the Response Drafting Agent with your brand voice baked in; configure the Slack approval path for negative reviews; wire up the HubSpot contact matching and Notion logging logic; build the weekly Slack report; and connect the Gmail posting action
You
Review a sample batch of five to ten AI-generated draft responses shared by FullSpec during prompt tuning, and provide feedback on tone, length, or any phrases that do not match your brand
3Test
Business days 15 to 18
FullSpec
Run end-to-end tests using real review data across all sentiment categories, validate Slack escalation routing and the manager approval link, confirm HubSpot contact matching accuracy, verify Notion logging completeness, and run a parallel test alongside your existing manual process to compare outputs
You
Review the test output report shared by FullSpec, confirm that draft responses meet your quality bar, and give written sign-off that the automation is ready to go live
4Launch
Business days 19 to 20
FullSpec
Switch the automation to live mode, deactivate any manual polling reminders or legacy workflows, confirm the first real review is processed correctly end to end, and send the post-launch monitoring summary at the 48-hour mark
You
Notify the marketing coordinator and manager that the automation is live, confirm they know how to use the Slack approval link for negative reviews, and retire the manual weekly report compilation task from your team's schedule
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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. The table below lists every credential needed and when it is needed. All access requests are sent through the secure FullSpec project workspace and credentials are never stored outside of the automation platform's encrypted environment.
Google Business Profile
Owner-level account access or a verified API key with review read and reply permissions
Before Connect closes
Trustpilot
Business account login credentials or Trustpilot API key with review access enabled (requires a paid Trustpilot plan for full API access)
Before Connect closes
Slack
Workspace admin permission to install a new Slack app and specify the target channel for escalation alerts and weekly reports
Before Connect closes
HubSpot
Private app token with read and write access to Contacts and Timeline Events (available under Settings, Integrations, Private Apps)
Before Connect closes
Notion
Integration token with access to the reputation tracker database, or an invite to the relevant Notion workspace page
Before Connect closes
Gmail
A Google account with Gmail API enabled, or OAuth consent granted so the automation can send and post replies on behalf of the account
Before Connect closes
Brand voice document
A written brand voice guide or a minimum of five to ten example review responses your team considers well-written, used to tune the Response Drafting Agent
Before Build starts
Configuration decision required before Connect closes: You must confirm the star-rating threshold that triggers manager escalation via Slack. The default is two stars or below (negative reviews only). If you want to escalate three-star reviews as well, or if you prefer all responses to go through approval regardless of rating, this must be confirmed in writing before the Response Drafting Agent is built. Changing this threshold after the Build stage will require a rework cycle and will extend the delivery window.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / marketing team)
Review and action the Slack approval prompt for any negative review flagged by the automation (typically one click to approve or edit the draft). Update the brand voice document when your messaging changes. Contact support@gofullspec.com if you want to adjust escalation thresholds, add a new review platform, or change the Slack channel for reports.
Manually checking Google Business Profile or Trustpilot for new reviews. Drafting responses from scratch. Chasing manager email approvals. Copying review data into Notion. Updating HubSpot contact records. Compiling the weekly reputation report.
FullSpec
Monitor the automation for errors or missed triggers, apply updates if a connected platform changes its API, respond to support requests at support@gofullspec.com, and make configuration adjustments as your business needs evolve.
N/A
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The automation detects and processes every new review within 15 minutes of it being posted. Your marketing coordinator receives no manual review tasks. The manager receives Slack approval prompts only for negative reviews and can approve with one click. Notion is populated automatically with every review logged.
Zero manual review checks needed. First Slack approval prompt received and actioned successfully.
Month 1
Your review response rate climbs from the current 55 to 65 percent toward the 95 percent target. Average response time for negative reviews drops from 48 to 72 hours to under two hours. HubSpot contact records are updated without any coordinator input. The first two automated weekly Slack reports arrive on Monday mornings without anyone compiling them.
Response rate visibly improving. No missed negative reviews. Weekly report arrives automatically two weeks running.
Month 3
The automation has saved approximately 62 hours of coordinator and manager time, equivalent to around $3,250 in reclaimed staff cost. Review response rate is consistently above 95 percent. The Notion tracker contains a complete, searchable audit trail of every review and response. The system is operating without intervention and the build cost is on track to be recovered within the three-month payback window.
Payback milestone reached. Full audit trail in place. Team has not touched a manual review task since Week 1.
Next step: To get started, reply to your FullSpec project workspace message confirming you are ready to begin Connect. FullSpec will send the credential request checklist within one business day. If you have questions at any point, reach out to the team at support@gofullspec.com.
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