FS-DOC-01Operations
Launch Plan
Capacity Planning Automation
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what FullSpec is building, how the build unfolds from your first conversation through to go-live, and what your team needs to do at each stage. FullSpec handles all technical work, including API connections, agent logic, testing, and cutover. Your role is to confirm access to your existing tools and be available for two short review checkpoints. Nothing in this document requires technical knowledge.
01What you're launching
Right now your operations manager spends around five hours every Monday manually chasing availability inputs from the team, copying allocation data out of Asana, checking Google Calendar for leave, cross-referencing HubSpot for incoming pipeline load, and assembling all of it into a spreadsheet before writing a leadership summary. The process is fragile: it depends on team members responding on time, it breaks when someone edits the spreadsheet structure, and it gets skipped entirely during busy periods. The automation FullSpec is building replaces eight of those ten manual steps with three purpose-built agents that run automatically every Monday morning and whenever a HubSpot deal moves to Closed Won. Your operations manager receives a complete, accurate Slack alert without touching a single data source themselves. The two steps that stay human are task reallocation in Asana, where judgement about skills and priorities is required, and the decision to escalate a staffing gap into a hiring conversation.
Trigger
Weekly Monday schedule (7am) OR a HubSpot deal moves to Closed Won
Final output
A Slack alert to the operations manager listing overloaded and underloaded staff, plus a formatted Notion summary page for leadership, both delivered within 10 minutes of the trigger firing
Agents being built
3 agents: Data Collection Agent, Capacity Analysis Agent, Reporting and Notification Agent
Tools involved
Asana, Google Calendar, HubSpot, Google Sheets, Slack, Notion
Volume
Approximately 4 capacity reviews per month, covering 5 to 20 staff members
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02How the build works
FullSpec runs the build in four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions for the FullSpec team and a small number of actions for you. The stages are designed so that no technical knowledge is required on your side at any point. All API connections, agent logic, error handling, and data mapping are handled by FullSpec. Your involvement is limited to granting access to your existing tools, reviewing one test output, and giving the go-ahead to switch off the manual process.
Build complexity: Moderate. Estimated delivery: 3 to 4 weeks of business days from Connect close. Note that the delivery clock starts at the close of Connect, not payment. The build does not begin until all required tool access has been confirmed and the utilisation thresholds have been agreed.
1Connect
Estimated time: Days 1 to 3
FullSpec
Walks you through a structured onboarding session to confirm data sources, agree on utilisation thresholds (default: overload above 100%, underload below 60%), document alert routing preferences, and verify Asana plan tier supports the required API endpoints.
You
Attend the Connect session (30 to 45 minutes via video call), share access credentials for Asana, Google Calendar, HubSpot, Google Sheets, Slack, and Notion, and confirm whether leave is tracked in Google Calendar or an external HR system.
2Build
Estimated time: Days 4 to 15
FullSpec
Builds all three agents in sequence: first the Data Collection Agent (Asana, Google Calendar, HubSpot integrations), then the Capacity Analysis Agent (utilisation calculation logic and Google Sheets output), then the Reporting and Notification Agent (Slack alert template and Notion page writer). Internal unit tests are run after each agent is completed.
You
No action required during this stage. FullSpec may send one clarifying question if a data field in Asana or HubSpot does not match the expected structure. A brief reply by email is all that is needed.
3Test
Estimated time: Days 16 to 18
FullSpec
Runs the full automation end to end using one week of real historical data, reconciles the output against the manual spreadsheet, tests overload and underload threshold scenarios, simulates a mid-week Closed Won deal trigger, and confirms Slack and Notion delivery. Any discrepancies are resolved before handover.
You
Review the test Slack alert and Notion summary page FullSpec sends you (takes less than 10 minutes). Confirm the format, the staff names, and the utilisation figures look correct. Flag anything that does not match your expectations so FullSpec can adjust before go-live.
4Launch
Estimated time: Days 19 to 20
FullSpec
Activates the live schedule trigger, monitors the first two automated Monday runs to confirm accurate output, hands over the process runbook covering threshold adjustments and alert routing changes, and sets up monitoring so any failed run generates an automatic support notification to FullSpec.
You
Confirm the go-live date, notify the operations manager that the manual process is being retired, and run the manual process in parallel for the first live week as a safety check. After the first successful automated run is confirmed, the manual process stops.
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03What FullSpec needs from you
FullSpec only needs access to the tools your team already uses. No technical knowledge is required from you or anyone on your side. All connections are read-only or write-limited to the specific fields the automation uses. The table below lists exactly what is needed for each tool and when it must be provided. Everything in this list should be ready before the Connect session closes so the build clock can start without delay.
Asana
An Asana API token from a user account with visibility across all active projects and team members. The account must be on an Asana Business or higher plan.
Before Connect closes
Google Calendar
OAuth access to the Google Workspace calendars for all team members included in the capacity plan. Read-only permission is sufficient.
Before Connect closes
HubSpot
A private app token with read access to Deals, including the deal stage field and any resource estimate custom property. If no resource estimate field exists, this must be created before Connect.
Before Connect closes
Google Sheets
Edit access to the existing capacity spreadsheet, or confirmation that a fresh sheet should be created. FullSpec will set up the output structure.
Before Connect closes
Slack
Permission to install a Slack app or incoming webhook in the workspace, pointing to the operations manager's direct message or a dedicated alerts channel.
Before Connect closes
Notion
An internal integration token with write access to the workspace page or database where the weekly capacity summary will be posted.
Before Connect closes
One decision you must confirm before Connect closes: the utilisation thresholds that define overload and underload. The default is overload above 100% of allocated hours and underload below 60%. These thresholds control when the Slack alert fires and which staff are flagged for review. If your team operates on different norms, such as a billable target of 80% rather than 100%, confirm the correct figures with your operations manager before the Connect session ends. This cannot be changed without a short rebuild of the analysis logic.
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04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / operations manager)
Review the Monday Slack alert (approximately 30 minutes per week). Make reallocation decisions in Asana when staff are flagged as overloaded. Escalate staffing gaps to a hiring conversation when the data supports it. Notify FullSpec at support@gofullspec.com if thresholds need adjusting as the team grows or contracts.
Chasing team members for availability responses. Manually pulling task data from Asana. Checking Google Calendar for leave entries. Cross-referencing HubSpot for pipeline load. Updating the capacity spreadsheet by hand. Writing and distributing the leadership summary.
FullSpec
Monitors the automation for failed or incomplete runs. Responds to any run failure with a diagnosis and fix within one business day. Applies threshold or formatting changes on request. Maintains all API connections as tool versions update. Provides ongoing support via support@gofullspec.com.
Not applicable. FullSpec has no manual process to retire.
05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first automated Monday run fires and delivers a Slack alert and Notion summary without any manual input. FullSpec monitors the run in real time. You review the output alongside the manual process output to confirm figures match.
The Slack alert arrives by 7:30am Monday. Utilisation figures match or are within rounding of the manual spreadsheet. No failed-run notification is received from FullSpec.
Month 1
The manual process has been fully retired. The operations manager is spending approximately 30 minutes per week on capacity review instead of five hours. At least one overload situation has been caught and acted on before a deadline was missed.
Four consecutive automated runs completed without errors. The operations manager reports the Monday review takes under 30 minutes. Leadership confirms the Notion summary is replacing their ad hoc requests for capacity data.
Month 3
The automation has run approximately 12 times. Trend data in Google Sheets is accumulating across weeks, giving the operations manager a forward view of recurring overload patterns. Time saved is tracking at or above 5 hours per week, equivalent to approximately $3,250 in operations manager time recovered in the quarter.
No capacity reviews have been skipped due to time pressure. Hiring or contractor decisions are being made with reference to the Notion trend data rather than gut feel. The Google Sheets trend log shows at least 8 weeks of consistent, clean data.
Next step: FullSpec will send you a calendar invite for the Connect session within one business day of your build being confirmed. Before that session, gather your Asana plan details and confirm with your operations manager what utilisation thresholds the team currently targets. Everything else will be handled live in the session. If you have questions in the meantime, reach the FullSpec team at support@gofullspec.com.
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