FS-DOC-01Operations
Launch Plan
Job / Project Scheduling Automation
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your end-to-end guide to getting the Job / Project Scheduling automation live. It covers exactly what is being built, how the four build stages work, what FullSpec needs from you to get started, and what your day-to-day role looks like once the system is running. FullSpec handles all the technical work from configuration through to go-live testing. Your role is to provide tool access, confirm one key decision before build begins, and keep your team informed.
01What you're launching
Right now, every confirmed job triggers a chain of manual steps: your scheduler checks multiple calendars by hand, assigns a crew member, updates Jobber, sends a Slack message, emails the customer, and logs everything in HubSpot. That process takes 18 to 22 minutes per job and must be repeated from scratch every time a booking changes. This automation replaces that chain with a single triggered workflow. The moment a job is confirmed in Jobber, the system checks crew availability in Google Calendar, assigns the best match, creates the calendar event, updates Jobber and HubSpot, notifies the crew via Slack, and sends the customer a confirmation email via Gmail, all without the scheduler touching it. Genuine conflicts and exceptions are flagged for a human decision. The result is roughly six hours of scheduling time returned to your operations team every week.
Process
Job / Project Scheduling
Trigger
A job is marked confirmed in Jobber
Final output
Crew assigned, calendar event created, Jobber and HubSpot updated, Slack notification sent to crew, and confirmation email sent to customer
Agents being built
2 agents: Availability and Assignment Agent; Notifications and CRM Sync Agent
Tools involved
Jobber, Google Calendar, HubSpot, Slack, Gmail, Workflow Automation Platform
Volume
40 to 80 jobs/month (~280 automation runs/month at current scheduling frequency)
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02How the build works
The build is broken into four sequential stages: Connect, Build, Test, and Launch. FullSpec leads every stage. Your involvement is lightweight at each point, mostly confirming access and reviewing outputs rather than doing any technical work. The four stages run across approximately three to four business weeks from the close of Connect, and each stage has a clear handoff point so you always know where things stand.
Complexity level: Moderate. Estimated delivery window: 15 to 20 business days. The delivery clock starts at the close of Connect, not payment. Connect is the stage where tool access is confirmed and the build brief is locked. Until Connect closes, no build time is committed.
1Connect
Estimated time: Days 1 to 3
FullSpec
Conducts a scoping call to confirm the current scheduling flow, reviews the process map, prepares tool connection checklist, and confirms which Jobber webhook events are needed.
You
Join the scoping call, provide admin access to Jobber, Google Calendar, HubSpot, Slack, and Gmail, and confirm the one configuration decision around crew assignment rules (skills or zone matrix).
2Build
Estimated time: Days 4 to 14
FullSpec
Builds the Availability and Assignment Agent (Jobber webhook, Google Calendar availability query, crew assignment logic, calendar event creation, Jobber record sync), then builds the Notifications and CRM Sync Agent (Slack crew notification, Gmail customer confirmation, HubSpot deal update). Both agents are wired together and unit-tested in isolation.
You
Keep crew Google Calendar entries up to date during the build window. Respond to any clarification questions from the FullSpec team within one business day. No technical input is required.
3Test
Estimated time: Days 15 to 18
FullSpec
Runs end-to-end tests covering new job scheduling, same-day rescheduling, crew unavailability fallback, and notification delivery. Confirms exception handling routes unresolvable conflicts to the scheduler correctly. Documents the runbook and prepares handover materials.
You
Review two to three test scenarios in a staging environment and confirm outputs look correct: calendar event details, Slack message content, Gmail confirmation wording, and HubSpot record updates. Sign off on the test results before Launch begins.
4Launch
Estimated time: Days 19 to 20
FullSpec
Switches the automation to live traffic, monitors the first 24 hours of production runs, confirms all webhook events are firing correctly from Jobber, and delivers the final runbook, SOP, and handover pack.
You
Inform your scheduler and operations team that the automation is live. Direct crew members to keep their Google Calendar accurate from day one. Flag anything unexpected to support@gofullspec.com within the first week.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from you or your team. The table below lists each tool, what access is needed, and when it must be in place. Everything in this list should be ready before Connect closes so the build clock can start on time.
Jobber
Admin account credentials and access to webhook settings to configure the job-confirmed trigger
Before Connect closes
Google Calendar
A Google Workspace admin account or delegated access to crew calendars so the automation can query availability and create events
Before Connect closes
HubSpot
A HubSpot user account with permission to read and write deal and contact records (Operations Hub or Sales Hub access)
Before Connect closes
Slack
A Slack workspace admin or the ability to install a bot app into the relevant crew channel
Before Connect closes
Gmail
A dedicated Gmail account or Google Workspace user account to send customer confirmation emails from (OAuth authorisation only, no password sharing required)
Before Connect closes
The one configuration decision you must confirm before Connect closes: do your crew members need to be matched to jobs based on a skills set, a geographic zone, or both? If different technicians handle different job types or areas, FullSpec will build a simple skills or zone matrix into the assignment logic before the Build stage begins. If all crew are interchangeable, standard first-available assignment applies. This cannot be changed mid-build without adding to the delivery timeline.
04Your role once live
Once the automation is live, day-to-day scheduling coordination happens automatically. The table below clarifies the split between what your team continues to own and what FullSpec monitors and maintains on your behalf.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / operations team)
Keep crew Google Calendar entries accurate and up to date. Handle exception jobs that the automation flags for manual assignment (conflict or unusual requirement cases). Update FullSpec if you add new crew members, change crew zones, or alter job types that affect assignment rules.
Manually checking availability across multiple calendars; entering job details into Jobber and then repeating those updates in HubSpot; sending individual Slack messages to crew; writing and sending customer confirmation emails one by one; re-doing all coordination when a job reschedules.
FullSpec
Monitor automation run health, alert you if a webhook failure or API error is detected, apply fixes within one business day of a reported issue, and update the automation if tool APIs change. Contact: support@gofullspec.com.
N/A
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05What success looks like
The milestones below set realistic expectations for what you will see in the days and months after go-live. Use these as your internal benchmark for whether the automation is delivering as planned.
Timeframe
What to expect
Sign of success
Week 1
The automation handles new confirmed jobs end to end. Your scheduler may still receive a small number of exception flags for jobs the system cannot auto-assign. FullSpec monitors all runs and fixes any edge-case issues that appear.
At least 80% of confirmed jobs are scheduled, crewed, and notified without the scheduler intervening. Calendar events appear correctly in Google Calendar and Jobber is updated in under two minutes per job.
Month 1
The exception rate drops as assignment rules bed in. Your scheduler is spending time on genuine conflicts only, not routine coordination. Customer confirmation emails are going out within minutes of job confirmation rather than hours.
Manual scheduling time falls from six hours per week to under 30 minutes per week. Double-booking incidents drop to near zero. The scheduler and crew report fewer missed or incorrect job details.
Month 3
The workflow handles rescheduling events as smoothly as new bookings. The operations team has visibility of all confirmed jobs across Jobber, Google Calendar, and HubSpot without chasing anyone for updates. Savings are tracking toward the $8,400 annual benchmark.
Approximately 75 hours of scheduling time recovered in the first 90 days. Scheduling staff cost attributed to routine coordination has fallen by roughly $2,100 in the quarter. Your team is focused on exceptions, customer service, and growth rather than admin.
Next step: confirm your crew assignment rules (skills-based, zone-based, or first-available) and have the five tool access credentials listed in Section 03 ready before your Connect session. Once those are in place, FullSpec will schedule the Connect call and the build clock starts. Reach out any time at support@gofullspec.com.
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