FS-DOC-03Operations
Process Runbook / SOP
Capacity Planning
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This runbook is the operational reference for your automated Capacity Planning process. It covers what the system does each week, what your team needs to do, how to handle things that go wrong, and who to call when you need help. FullSpec has built, tested, and launched the automation end to end. Your team's only regular responsibility is the task reallocation decision that fires when the system identifies an overloaded or underloaded staff member.
01Process overview
Every Monday morning, or immediately when a deal reaches Closed Won in HubSpot, the automation pulls current task allocations from Asana, reads confirmed leave from Google Calendar, and fetches incoming pipeline demand from HubSpot. Three agents process that data in sequence: the Data Collection Agent assembles a unified dataset, the Capacity Analysis Agent calculates utilisation per team member and flags anyone over 100% or under 60%, and the Reporting and Notification Agent sends a structured Slack alert to the Operations Manager and posts a formatted summary to Notion for leadership. The entire data-to-alert cycle completes in under ten minutes. The only step that remains with your team is reviewing the alert and deciding whether tasks need to be moved in Asana.
Process name
Capacity Planning
Trigger
Weekly schedule every Monday at 7am, or when a HubSpot deal moves to Closed Won
Final output
Slack alert to the Operations Manager and a formatted Notion capacity summary page for leadership
Agents running
Data Collection Agent, Capacity Analysis Agent, Reporting and Notification Agent
Tools involved
Asana, Google Calendar, HubSpot, Google Sheets, Slack, Notion
Weekly volume
Approximately 4 capacity reviews per month, covering 5 to 20 staff members
Human checkpoint
Operations Manager reviews the Slack alert and reallocates tasks in Asana where needed (estimated 30 minutes)
Process owner
[Your name], Operations Manager
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02Step-by-step: what happens and who acts
What you actually need to do: There is one human step in this process. After the Reporting and Notification Agent sends the Monday morning Slack alert, you review the utilisation summary and decide whether any tasks need to be moved between team members in Asana. Everything else, including data collection, calculation, flagging, and distribution, runs automatically. You do not need to chase anyone, open a spreadsheet, or write a leadership update.
Step
What happens
Who acts
Type
1
The automation triggers on the Monday 7am schedule or when a HubSpot deal reaches Closed Won status, whichever comes first. No manual action is required to start the run.
Automation platform
Automated
2
The Data Collection Agent queries Asana for all active tasks assigned in the coming week, extracting each team member's name, assigned task hours, and task due dates into a structured working dataset.
Data Collection Agent
Automated
3
The same agent reads each team member's Google Calendar for the coming week, identifying confirmed leave, public holidays, or external blocks, and reduces their available hours in the dataset accordingly.
Data Collection Agent
Automated
4
The agent checks HubSpot for deals currently in late-stage pipeline and reads the estimated resource hours attached to each. Those hours are added to the incoming demand column in the dataset.
Data Collection Agent
Automated
5
The Capacity Analysis Agent takes the complete dataset and calculates a utilisation percentage for every team member. Anyone above 100% is flagged as overloaded. Anyone below 60% is flagged as underloaded. Pipeline pressure from HubSpot is noted separately.
Capacity Analysis Agent
Automated
6
The Capacity Analysis Agent writes the calculated figures to the master Google Sheets capacity dashboard, updating utilisation percentages, colour-coded status indicators, and the running week-on-week trend row.
Capacity Analysis Agent
Automated
7
The Reporting and Notification Agent sends a structured Slack message to the Operations Manager. The message lists overloaded and underloaded staff, highlights pipeline pressure, and includes a direct link to the updated Google Sheets dashboard.
Reporting and Notification Agent
Automated
8
You receive the Slack alert and review the utilisation summary. Where staff are flagged as overloaded or underloaded, you decide which tasks should be moved and make those changes directly in Asana. This step requires your judgement on skills, priorities, and team context. Allow approximately 30 minutes.
Operations Manager
Human
9
The Reporting and Notification Agent creates or updates a formatted capacity summary page in Notion, including utilisation by person, team total, and any hiring or contractor flags identified in the analysis. This is visible to the leadership team without any action from you.
Reporting and Notification Agent
Automated
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03Handling exceptions
Situation
What the system does
What you do
A team member's leave is not recorded in Google Calendar
The agent calculates that person as fully available. Their utilisation will appear lower than reality, and they may not be flagged as overloaded even if they are.
Ask the team member to add their leave to Google Calendar using the agreed naming convention. The automation will correct the figure on the next weekly run. If the gap is urgent, manually adjust the Asana task load for that person before the next run.
A HubSpot deal does not have a resource estimate field populated
The agent skips the resource hours for that deal and records a zero against it in the dataset. The Slack alert will note that one or more deals had no resource data.
Open HubSpot and add the estimated resource hours to the deal property. The next scheduled run or the next Closed Won trigger will pick up the corrected figure. If the deal is large, notify the affected team leads in the meantime.
Asana returns duplicate task assignments for a single team member
The Capacity Analysis Agent sums all hours assigned to that person, including any duplicates. The utilisation figure will be inflated, and the person may be flagged as overloaded incorrectly.
Check Asana for duplicate task entries and remove or merge them. Rerun the check manually by reviewing the Google Sheets dashboard, then monitor the following Monday's run to confirm the figure is correct.
The Operations Manager does not act on the Slack alert within 24 hours
The system does not escalate automatically. The Notion page remains visible to leadership with the unresolved flags in place. No tasks are moved without human approval.
Review the Slack alert as soon as possible. If you are unavailable, delegate the reallocation review to another person with Asana access. Let your team know if any tasks will be reassigned so there are no surprises.
A leadership team member reports the Notion page has not updated
The Reporting and Notification Agent logs a completion status after each run. If the Notion write failed, the error will appear in the automation platform's run log.
Check the run log for an error on the Notion step. If the Notion connection has expired, re-authenticate the integration through the credentials manager. If you cannot resolve it within an hour, contact FullSpec support at support@gofullspec.com.
Asana, HubSpot, or Google Calendar is unavailable when the automation runs
The agent retries the affected connection up to three times over a fifteen-minute window. If all retries fail, the run is marked as incomplete and an error notification is sent to the Operations Manager via Slack.
Check whether the tool's service status page shows an outage. If it is a known outage, wait for the service to recover and trigger a manual rerun from the automation platform dashboard. If the tool appears healthy but the error continues, contact support@gofullspec.com and include the run ID from the error notification.
04Who to contact and when
Fill in the rows marked with placeholders once your team is confirmed. The FullSpec rows are fixed and do not need to be changed. Use this table as your first reference whenever something is not behaving as expected.
Role
Name
How to reach them
Process owner (Operations Manager)
[Your name]
[Your email or Slack handle]
Secondary reviewer (Head of Delivery)
[Rep name]
[Rep email]
Asana workspace admin
[Your name]
[Rep email]
HubSpot CRM admin
[Your name]
[Rep email]
Google Workspace admin
[Your name]
[Rep email]
FullSpec builder (technical queries)
FullSpec team
support@gofullspec.com
FullSpec support (errors, outages, access issues)
FullSpec support
support@gofullspec.com
For any automation error that is blocking the weekly run and cannot be resolved within one business hour using the exceptions table above, contact FullSpec at support@gofullspec.com and include the run date, the tool that failed, and the error message text from the Slack notification. The FullSpec team will respond within one business day.
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05Ongoing maintenance
Whenever a new team member joins or a person leaves
Confirm the new team member has an Asana account and is using Google Calendar for leave. For departures, verify their tasks are reassigned in Asana before the next Monday run so their hours do not inflate another person's utilisation. Update the process owner contact table in this document if the Operations Manager role changes.
Operations Manager
Whenever your Slack alert template or Notion page format needs updating
Contact FullSpec at support@gofullspec.com with the specific change you need. Do not edit the automation's Slack message template or Notion page structure directly, as this may break the data mapping. FullSpec will apply and test the change.
Operations Manager requests, FullSpec applies
Monthly spot-check (first Monday of each month)
Open the Google Sheets dashboard after the Monday run and verify that the utilisation figures look plausible for your current team size. Spot-check two or three people by comparing their Asana task load manually against what the sheet shows. If a figure looks wrong, raise it with FullSpec.
Operations Manager
Monthly error-log review
Check the automation platform's run history for the past four weeks. Look for any runs marked as failed or incomplete. If retries are happening more than once per month on a specific tool connection, that connection may need re-authentication. Log any repeated errors and share them with FullSpec.
Operations Manager
When utilisation thresholds need adjusting
The current thresholds are overload above 100% and underload below 60%. If your business model or team structure changes and these bands no longer make sense, contact FullSpec with the new threshold values. This is a configuration change, not a rebuild, and typically takes less than one business day.
Operations Manager requests, FullSpec applies
Quarterly volume review (every 13 weeks)
Review whether the number of staff covered, the weekly run frequency, and the HubSpot deal volume still match your current business scale. If you have grown significantly or changed your project intake process, share the update with FullSpec so the agent configuration and Google Sheets structure can be adjusted to match.
Operations Manager with FullSpec
The most common maintenance issue for this process is leave not being recorded in Google Calendar before the Monday run. If team members book leave verbally or in an HR system that is not connected, the automation will treat them as fully available and undercount their utilisation. Establishing a simple team norm, booking all leave in Google Calendar at least 48 hours before Monday, resolves the majority of data accuracy issues without any technical change.
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