FS-DOC-01Operations
Launch Plan
Compliance & Certification Tracking
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what is being built, how the build is structured, and what you need to do at each stage to keep things moving. It covers the four build stages FullSpec runs end to end, the access and decisions you need to provide before work begins, and the signs that tell you the automation is working once it is live. You do not need any technical knowledge to follow this plan.
01What you're launching
You are automating your compliance and certification tracking process. Right now, your Operations Manager spends around five and a half hours each week manually checking a spreadsheet, writing individual reminder emails, chasing non-responses, updating records after renewals arrive, and assembling audit reports from scratch. There is no escalation structure and no consistent documentation standard. The automation replaces that manual cycle with three agents that handle daily expiry scanning, tiered reminders via Gmail and Slack, structured escalation when items are ignored, register updates in Google Sheets, document filing in Notion, invoice routing to Xero, and a weekly compliance report distributed automatically. The one step that stays with a human is the review of received renewal documents for validity before the register is marked complete.
Process
Compliance & Certification Tracking
Trigger
Daily scheduled scan at 07:00 detects one or more certification or licence expiry dates within the defined advance-notice window (90, 60, or 30 days)
Final output
All expiring items reminded, escalated if unacknowledged, renewed documents filed in Notion, register updated in Google Sheets, invoices routed to Xero, and a weekly compliance status report distributed via Gmail
Agents being built
3 agents: Compliance Monitoring Agent, Escalation Agent, Renewal Processing Agent
Tools involved
Google Sheets, Gmail, Slack, Notion, Xero
Volume
30 to 80 active tracked items at any time; daily checks with event-triggered renewals throughout
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02How the build works
FullSpec runs the entire build from start to finish. You do not need to configure tools, write logic, or manage any technical steps. The build is broken into four stages: Connect, Build, Test, and Launch. Each stage has a defined window in business days and a clear split between what FullSpec handles and what you need to provide or confirm. Your main job during the build is to respond promptly to access requests and confirm the one configuration decision outlined in Section 03.
Complexity level: Moderate. This build covers three agents, five tool integrations, and a register schema dependency. The full delivery window is 15 to 20 business days. The delivery clock starts at the close of Connect, not payment.
1Connect
Business days 1 to 3
FullSpec
Reviews the existing Google Sheets compliance register, identifies schema gaps, agrees fixed column structure (item name, owner, expiry date, renewal status, document link), and confirms tool access is working across all five platforms.
You
Share access credentials for Google Sheets, Gmail, Slack, Notion, and Xero. Confirm the escalation window (five business days after initial reminder) and the advance-notice thresholds (90, 60, 30 days). Review and approve the agreed register schema before Connect closes.
2Build
Business days 4 to 12
FullSpec
Builds the Compliance Monitoring Agent (daily scan, urgency tier classification, Gmail reminders, Slack alerts), the Escalation Agent (five-day trigger, follow-up emails, direct Slack messages to owner and manager), and the Renewal Processing Agent (register update, Notion filing, Xero invoice routing). Configures the weekly compliance report and distribution list.
You
Confirm the Slack channel name for compliance alerts and provide the manager email addresses for escalation routing. Respond to any schema or owner-data questions within one business day to avoid delays.
3Test
Business days 13 to 16
FullSpec
Runs end-to-end tests across all three agents using live data. Validates expiry threshold detection, reminder dispatch, escalation triggers, register update accuracy, Notion document filing, Xero invoice routing, and weekly report generation. Confirms all edge cases behave correctly.
You
Review two to three test reminder emails and one test Slack alert to confirm tone and content match your expectations. Flag any wording changes within 24 hours. Confirm the test report format is suitable for your audit requirements.
4Launch
Business days 17 to 20
FullSpec
Switches all three agents to live production mode. Completes a final check that all integrations are reading and writing correctly against the live register. Delivers the SOP Runbook and Developer Handover Pack. Monitors the first two live cycles and addresses any issues immediately.
You
Walk through the live flows with the FullSpec team during the handoff session (around 60 minutes). Confirm go-live with sign-off. Your Operations Manager begins using the register as normal; the agents take over from there.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is needed from your side. The table below lists every tool credential required and when you need to provide it. All access should be ready before Connect closes so the delivery clock is not paused waiting on permissions.
Google Sheets
Editor access to the master compliance register spreadsheet, plus the ability to read column headers and all active rows
Before Connect closes
Gmail
An authorised account (or shared inbox) from which reminder and escalation emails will be sent; OAuth connection approval from the account holder
Before Connect closes
Slack
Bot installation approval for your Slack workspace, the name of the compliance alert channel, and the Slack user IDs or handles for the escalation manager(s)
Before Connect closes
Notion
Integration token with read and write access to the certification library database, plus confirmation of the target database ID and agreed naming convention for filed documents
Before Connect closes
Xero
API connection authorisation (via Xero OAuth) for the organisation account used by your finance team, with permission to create and forward bill records
Before Connect closes
Before Connect closes, you must confirm your urgency threshold windows. The default is 90, 60, and 30 days before expiry. If any certification type in your register requires a different lead time (for example, a 14-day window for short-cycle licences or a 120-day window for complex regulatory filings), this must be agreed before the Compliance Monitoring Agent is built. Changing thresholds after the build begins will require a rebuild of the classification logic and will extend the delivery window.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / Operations Manager)
Review received renewal documents to confirm validity and issuing authority before approving the register update. Add new items to the compliance register using the agreed schema when new licences or certifications are acquired. Update owner assignments in the register if staff responsibilities change. Check the weekly compliance report and escalate anything flagged red that requires a business decision.
Writing individual reminder emails. Posting manual Slack alerts. Chasing non-responses. Updating expiry dates in the register after renewals. Uploading documents to Notion. Forwarding invoices to finance. Compiling audit-ready compliance reports by hand.
FullSpec
Monitor automation health and alert you to any integration errors or failed runs. Apply updates if a connected tool changes its API or authentication requirements. Adjust agent logic if your register schema or escalation rules change. Respond to support queries at support@gofullspec.com within one business day.
Not applicable. FullSpec manages the technical layer entirely so your team never needs to access or maintain the automation platform directly.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The Compliance Monitoring Agent runs its first live daily scans. Reminder emails and Slack alerts go out automatically for any items within the threshold windows. Your Operations Manager receives the first automated weekly compliance report on the scheduled day.
Zero manual reminder emails written. Compliance report arrives in the inbox without anyone building it.
Month 1
The Escalation Agent has fired at least once for any unacknowledged items. The Renewal Processing Agent has processed at least one renewal, filed the document in Notion, updated the register, and (if applicable) routed an invoice to Xero. Your Operations Manager's active compliance work is down to under one hour per week.
Escalations handled without manager chasing. Register stays current without manual entry. Weekly time on compliance drops from 5.5 hours to around 1 hour.
Month 3
The automation has run through a full renewal cycle for multiple item types. The Notion certification library is consistently filed and linked back to the register. The weekly report has been used in at least one internal review or audit preparation without any manual rebuild. Estimated staff cost saving is on track toward $2,925 recovered in the first 90 days.
Audit report ready in under 2 minutes. No certification lapses. $2,925 in staff overhead recovered. Escalation rate trending down as owners respond faster to automated reminders.
Next step: forward your tool access credentials to the FullSpec team at support@gofullspec.com to open Connect. Once access is confirmed and the register schema is agreed, the delivery clock starts and FullSpec begins the build. If you have any questions before that point, the same address reaches the team directly.
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