FS-DOC-01Operations
Launch Plan
End-of-day / Shift Handover Automation
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for everything happening between now and go-live. It covers what is being built, how the four build stages unfold, what FullSpec needs from you to get started, what your ongoing role looks like once the automation is live, and what good results look like across the first three months. FullSpec handles all configuration, testing, and deployment. Your role is to provide tool access, confirm one key decision before the build starts, and review the automated report during the pilot week.
01What you're launching
Right now, every shift ends with a team lead chasing staff for updates, reviewing scattered logs, writing a handover summary from memory, and manually distributing it before leaving the floor. The format varies by person, critical items get missed, and the incoming crew often starts their shift without a complete picture. This automation replaces the collection, compilation, and distribution steps entirely. At shift end, staff receive a structured prompt via Slack with a direct link to a short Google Form. Their responses feed automatically into a Google Sheets log. Two AI agents then compile a consistent handover report and deliver it to Slack, Gmail, and Notion, raising a PagerDuty alert if any unresolved incidents need immediate attention. The only remaining human step is the incoming lead reviewing and confirming the report, which keeps a person in the loop for anything requiring immediate judgement.
Process
End-of-day / Shift Handover
Trigger
Shift-end time is reached, or a shift-close event is recorded in Google Sheets
Final output
A formatted handover report delivered to Slack and Gmail, filed in Notion, with PagerDuty alerts raised for any unresolved incidents
Agents being built
2 agents: Handover Collector Agent and Handover Compiler Agent
Tools involved
Slack, Google Forms, Google Sheets, Notion, Gmail, PagerDuty
Volume
Approximately 10 handover reports per week, daily at the end of each shift
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02How the build works
FullSpec runs the build across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions, a clear owner for every task, and a fixed output that gates entry to the next stage. You will not need to manage any of the technical work. Your involvement is concentrated in Connect (providing access and confirming one decision) and Launch (communicating the change to your team leads). The Build and Test stages are handled entirely by FullSpec, with updates shared with you at each stage close.
Complexity level: Moderate. Estimated delivery: 15 business days across all four stages. The delivery clock starts at the close of Connect, not payment. Until tool access and the configuration decision in Section 03 are confirmed, the build cannot begin.
1Connect
Estimated time: 2 to 3 business days
FullSpec
Sends a credential request checklist for each tool in scope. Reviews the existing Google Sheets log structure and current handover format. Confirms the shift-end trigger source (scheduled time or manual close event). Maps required Google Form fields to the Sheets log columns.
You
Provides tool access credentials or invites the FullSpec service account to each connected tool. Confirms the shift-end trigger approach. Signs off on the Google Form field list and the agreed Sheets column structure before the build begins.
2Build
Estimated time: 6 to 8 business days
FullSpec
Configures the shift-end trigger and Slack message templates. Builds the Handover Collector Agent: connects the trigger to Slack prompts and Google Forms, maps form responses to the Sheets log, and adds missing-response flagging. Builds the Handover Compiler Agent: configures AI compilation, Notion filing, Gmail distribution, and PagerDuty escalation rules. Tests each component with sample shift data before handing to the Test stage.
You
Available to answer questions about escalation thresholds and report recipients. No technical action required during this stage. FullSpec will flag any clarifications needed and aim to resolve them without interrupting your day.
3Test
Estimated time: 3 to 5 business days
FullSpec
Runs the full workflow end to end against a live pilot shift. Tests normal completion, missing staff responses, unresolved incident escalation, and late shift-close triggers. Reviews each automated report for formatting accuracy and distribution reliability. Resolves any issues before recommending go-live.
You
Nominates one shift and one team lead for the pilot week. Reviews the automated handover reports produced during the pilot and confirms they accurately reflect what happened on the shift. Flags any missing fields or formatting issues to FullSpec for correction before full rollout.
4Launch
Estimated time: 1 to 2 business days
FullSpec
Enables the automation across all shifts. Confirms PagerDuty escalation contacts are correctly set. Delivers the process runbook and a brief reference guide for team leads. Monitors the first three live shifts and addresses any issues within one business day.
You
Briefs all team leads and incoming shift managers on the new process: what they will receive, what they need to fill in, and who to contact if something looks wrong. Communicates that the old manual write-up step is now replaced by the automated form and report.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required on your side. The table below lists every tool in scope, what access is needed, and when it is needed. All credential requests will be sent to you at the start of the Connect stage with a simple step-by-step guide for each tool.
Slack
Admin access or the ability to invite a FullSpec bot to the relevant workspace and operations channel
Before Connect closes
Google Forms
Edit access to create or modify the shift handover form within your Google Workspace
Before Connect closes
Google Sheets
Edit access to the shift log spreadsheet, or permission to create a new one in a shared drive
Before Connect closes
Notion
Member-level access to the workspace so FullSpec can create and write to the shift-date database page
Before Connect closes
Gmail
OAuth authorisation for a sending address (typically the operations manager inbox or a shared ops address) to send handover report emails
Before Connect closes
PagerDuty
Account access to create a new service and escalation policy, or responder credentials for an existing on-call policy
Before Connect closes
The one decision you must confirm before Connect closes: how the shift-end trigger fires. If your team always ends shifts at a fixed scheduled time, a time-based trigger works reliably. If shift end times vary, or if you already use shift scheduling software, connecting the trigger to a manual shift-close event in Google Sheets is more reliable and will not break during schedule changes or public holidays. FullSpec will present both options with a recommendation during Connect, but the final call is yours as the operations owner.
04Your role once live
Once the automation is live, the day-to-day handover process runs without manual intervention. The table below sets out what each party is responsible for on an ongoing basis.
Role
Ongoing responsibilities
What you no longer touch
You (business owner)
Review the incoming handover report at the start of each shift (approximately 8 minutes). Respond to any PagerDuty alerts for unresolved incidents. Notify FullSpec if shift patterns change, new staff are added, or escalation contacts change.
Chasing staff for status updates. Writing handover summaries from scratch. Manually distributing reports via Slack or email. Filing reports to Notion. Monitoring whether reports have been sent.
FullSpec
Monitors automation health and delivery reliability. Responds to support requests at support@gofullspec.com. Applies fixes or adjustments when form fields, Sheets structure, or escalation rules need updating.
Not applicable. FullSpec does not have an ongoing operational role in the handover itself; its role is maintaining the automation that runs it.
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05What success looks like
The table below sets out what you can expect at each stage after go-live, and what a healthy result looks like. If anything falls short of these markers, contact FullSpec at support@gofullspec.com and the team will investigate within one business day.
Timeframe
What to expect
Sign of success
Week 1
The automation runs on all active shifts. Staff receive their Slack prompt at shift end and complete the Google Form. Automated reports arrive in Slack and Gmail within three minutes of the shift-end trigger. The incoming team lead reviews the report instead of waiting for a verbal brief.
Every shift produces a complete, consistently formatted report without any manual writing by the outgoing team lead.
Month 1
Report delivery is reliable across all shift patterns. PagerDuty alerts are firing only for genuine unresolved incidents, not false positives. The incoming team is reading reports before the shift starts rather than asking the outgoing lead for a verbal catch-up. Approximately 20 hours of team lead time has been reclaimed.
Zero late or missing handover reports. Incoming shift managers confirm they have everything they need before the outgoing lead leaves the floor.
Month 3
The process is embedded as standard operating procedure across all team leads and sites. Approximately 63 hours of cumulative time have been saved. The Notion archive holds a searchable record of every handover since go-live. Recurring incidents that were previously missed between shifts are being caught and escalated in real time.
The automation is running without any manual intervention or workarounds. Staff treat the Slack form prompt as a normal part of clocking off, and the incoming lead has never started a shift without a complete handover report.
Next step: the FullSpec team will send you a credential request checklist within one business day of you confirming this plan. Once tool access is in place and the trigger decision is confirmed, Connect closes and the build clock starts. If you have any questions before then, reach out directly at support@gofullspec.com.
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