FS-DOC-03Operations
Process Runbook / SOP
Business KPI Dashboard
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This runbook is your operational reference for the Business KPI Dashboard automation. It tells you what the system does on its own each week, what your team is responsible for, how to handle anything that goes wrong, and who to call when you need help. FullSpec has built, tested, and launched the automation end to end. Your role is to monitor outcomes, act on anomaly alerts, and keep the configuration current as your business changes.
01Process overview
Every reporting week, a scheduled trigger fires automatically and kicks off a sequence of three agents. The Data Collection Agent pulls financial data from Xero and sales pipeline data from HubSpot, then writes every figure into the master Google Sheet. If any metric falls outside its expected range, the process pauses and routes to the Ops Manager for a quick review before continuing. Once figures are confirmed, the KPI Commentary Agent reads the updated sheet, identifies notable changes against the prior period, and publishes a concise plain-English summary to Notion. The Distribution Agent then sends the commentary, headline KPIs, and a live link to the Looker Studio dashboard to the team Slack channel. The entire sequence, from trigger to Slack delivery, completes in under ten minutes when no anomaly is detected. The Ops Manager's only regular action is reviewing and approving any metric flagged as unusual before the commentary is drafted.
Process name
Business KPI Dashboard
Trigger
Weekly schedule fires automatically (e.g. Monday at 7am); can also be triggered manually by the Ops Manager
Final output
A Slack message containing headline KPIs, AI-written commentary, and a live Looker Studio dashboard link delivered to the team channel
Agents running
Data Collection Agent, KPI Commentary Agent, Distribution Agent
Tools involved
Xero, HubSpot, Google Sheets, Google Looker Studio, Notion, Slack
Weekly volume
1 reporting cycle per week (~4 cycles/month)
Human checkpoint
Ops Manager reviews any metric flagged as outside expected range before commentary is drafted (~15 minutes when triggered)
Process owner
[Your name] — Ops Manager
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02Step-by-step: what happens and who acts
What you actually need to do: Your only regular action in this process is the anomaly review step. When a metric falls outside its expected range, you will receive a notification prompting you to check the flagged figure in Google Sheets and confirm whether it is correct or needs adjusting before the commentary is generated. Everything else in the list below runs automatically without any input from your team.
Step
What happens
Who acts
Type
1
The weekly schedule fires at the configured day and time. No one needs to start or trigger anything manually.
Automation platform
Automated
2
The Data Collection Agent connects to Xero via its API and retrieves total revenue, outstanding invoices, and cash position for the current reporting period.
Data Collection Agent
Automated
3
The Data Collection Agent connects to HubSpot and retrieves deal count, pipeline value, and conversion rate filtered to the same reporting window.
Data Collection Agent
Automated
4
All retrieved figures are written into the designated input cells in the master Google Sheet. Existing spreadsheet formulas immediately calculate derived KPIs such as gross margin and week-on-week growth.
Data Collection Agent
Automated
5
The automation checks each KPI against its configured expected range. If every figure is within range, the process moves straight to Step 7. If one or more figures are flagged, the process moves to Step 6.
Automation platform
Automated
6
You receive an alert identifying the flagged metric and the value pulled. Open Google Sheets, check the figure against the source tool if needed, and confirm in the automation whether the figure is correct or whether you have corrected it. This step takes around 15 minutes and only occurs when a flag is raised.
Ops Manager
Human
7
The KPI Commentary Agent reads the updated sheet values, compares them to the prior period, identifies the most significant changes, and writes a short plain-English summary covering performance highlights and any risks.
KPI Commentary Agent
Automated
8
The completed commentary and a snapshot of key KPI values are published to the Notion reporting archive page for the current week.
KPI Commentary Agent
Automated
9
The Distribution Agent sends a formatted message to the configured Slack channel. The message includes the KPI commentary, the headline figures, and a direct link to the live Looker Studio dashboard. Relevant stakeholders are tagged automatically.
Distribution Agent
Automated
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03Handling exceptions
Situation
What the system does
What you do
A metric value is missing or blank after the data pull (e.g. Xero returns no revenue figure for the period)
The Data Collection Agent detects the empty cell and pauses the run. It logs the missing field and sends an alert to the Ops Manager identifying which metric was not retrieved and from which source.
Check whether the relevant records exist in Xero or HubSpot for the reporting period. If the data is there, manually enter the figure into the correct Google Sheets cell and resume the run from the automation dashboard. If the data is genuinely absent, note this in Notion and let the run complete with the missing field flagged.
A duplicate run is triggered (e.g. a manual run is started on the same day as the scheduled run)
The automation checks for a completed run record for the current reporting period before writing to Google Sheets. If a completed record is found, the duplicate run is halted and a note is logged.
No action is required. If you deliberately want to re-run the process, open the automation dashboard, clear the current period's run record, and trigger a fresh run manually.
A KPI metric is flagged as outside its expected range
The process pauses after Step 5 and routes an alert to you identifying the flagged metric, the value retrieved, and the configured threshold. The commentary and distribution steps do not run until you respond.
Review the flagged figure in Google Sheets and cross-check it against the source tool if needed. If the figure is correct (e.g. a genuine revenue spike), confirm it in the automation dashboard and the run continues. If the figure is wrong, correct it in the sheet and then confirm. The process resumes from Step 7 automatically.
The Ops Manager does not respond to an anomaly alert within the expected window (e.g. no action taken within 4 hours of the alert)
The automation sends a follow-up reminder to the Ops Manager and, if configured, a secondary alert to the nominated backup contact. The process remains paused and does not auto-approve the figure.
Action the alert as soon as you are available. If you are unavailable for an extended period, ask your backup contact (see Section 04) to review the flagged metric and confirm or correct the figure so the report is not delayed for the full team.
Xero or HubSpot API is unavailable at the time of the scheduled run
The automation retries the API connection up to three times at five-minute intervals. If all retries fail, the run is abandoned for that cycle and an error alert is sent to the Ops Manager with the name of the unavailable tool and the time of the failure.
Check whether the tool in question is experiencing a known outage (visit the tool's status page). If the outage resolves within the same day, trigger a manual run from the automation dashboard. If the outage persists, contact FullSpec support at support@gofullspec.com so the build team can assess whether a manual data entry fallback is needed for that cycle.
The Google Sheets formula structure is changed manually after go-live (e.g. rows or columns are inserted, cells are renamed, or the sheet is restructured)
The Data Collection Agent writes to fixed cell references. If those references no longer exist or point to the wrong location, the agent will write data to incorrect cells or fail with a mapping error. The run will complete but KPI values in the dashboard will be wrong or missing.
Do not restructure the master Google Sheet without first contacting FullSpec support at support@gofullspec.com. If a structural change has already been made and the dashboard is showing incorrect figures, notify FullSpec immediately. A cell-reference mapping update is required before the next scheduled run.
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04Who to contact and when
Fill in the rows marked with placeholders once your team is confirmed. Keep this table updated any time a role changes so that alerts and escalations always reach the right person.
Role
Name
How to reach them
Process owner (Ops Manager)
[Your name]
[Your email or Slack handle]
Backup approver (for anomaly alerts when Ops Manager is unavailable)
[Rep name]
[Rep email or Slack handle]
CEO / executive stakeholder
[Your name]
[Rep email]
FullSpec builder (automation configuration, mapping changes, agent updates)
FullSpec team
support@gofullspec.com
FullSpec support (errors, unexpected behaviour, urgent run failures)
FullSpec support
support@gofullspec.com
For any issue where the automated run has failed, data in the dashboard looks incorrect, or a Slack message has not been delivered on a reporting day, contact support@gofullspec.com with the date and time of the failed run and a brief description of what you observed. The FullSpec team will investigate and respond.
05Ongoing maintenance
Any time a data source changes (e.g. Xero chart of accounts restructured, HubSpot pipeline stages renamed, new tool added)
Contact FullSpec at support@gofullspec.com before making changes in the source tool. New API mappings or field references may need to be updated in the automation before the next run to prevent missing or incorrect data.
Ops Manager notifies FullSpec; FullSpec updates the mapping
Any time the Notion commentary template or Slack message format needs updating (e.g. new KPIs to highlight, different stakeholders to tag, updated channel name)
Email support@gofullspec.com with the specific changes required. Minor formatting and template updates are typically applied within one business day.
Ops Manager requests; FullSpec applies the update
Monthly spot-check (first reporting cycle of each month)
Open the Looker Studio dashboard and cross-reference two or three headline KPIs against the source tools directly. Confirm the figures match. Review the Notion archive to confirm the commentary for each cycle has been published correctly.
Ops Manager
Weekly error-log review (after each reporting cycle)
Check the automation dashboard for any warnings or partial failures logged during the most recent run. If any errors are present that did not trigger an alert, note them and contact FullSpec support if the issue is not self-explanatory.
Ops Manager
Any time a team member changes (e.g. a new Ops Manager takes over, a new stakeholder is added to the Slack channel, the backup approver changes)
Update the contact table in this document (Section 04). Notify FullSpec so that alert routing, Slack tags, and any role-based notification settings in the automation can be updated to reflect the new team structure.
Ops Manager notifies FullSpec
Quarterly volume and threshold review (every three months)
Review whether the KPI anomaly thresholds still reflect your current business benchmarks. If revenue, pipeline, or operational figures have shifted significantly since the thresholds were set, contact FullSpec to adjust them. Also confirm the reporting schedule (day and time) is still appropriate for your team meeting cadence.
Ops Manager, with FullSpec if threshold changes are needed
The single most common maintenance issue for this process is a change to the Google Sheets structure after go-live. Inserting or deleting rows and columns, renaming sheets, or moving input cells breaks the agent's fixed cell references and causes incorrect or missing data in the dashboard without always triggering a visible error. Always contact FullSpec before making any structural changes to the master Google Sheet.
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