FS-DOC-01Operations
Launch Plan
CRM Data Hygiene Automation
[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for how the CRM Data Hygiene automation moves from confirmed process map to a live, running system. It covers what is being built, how FullSpec structures the four build stages, what you need to provide, and what your ongoing role looks like once the automation is running. FullSpec handles all technical design, wiring, testing, and go-live. Your contribution is limited to granting tool access, confirming one configuration decision before build starts, and reviewing the weekly Slack digest once the automation is live.
01What you're launching
Every week, your CRM accumulates duplicate contacts from form submissions and manual imports, records with missing job titles or company fields that break segmentation, and open deals that have gone cold but never been closed. Today, a sales ops person spends 4 to 6 hours each week exporting data, hunting duplicates in spreadsheets, enriching records one at a time, and chasing reps about stale deals. This automation replaces all of that with three agents that run on a weekly schedule and on new contact creation, handling deduplication, enrichment, and deal flagging automatically. The ops person receives a single Slack digest covering only the edge cases that need a human decision. Weekly hygiene time drops from up to 6 hours to under 30 minutes.
Process
CRM Data Hygiene: automated deduplication, contact enrichment, deal flagging, and exceptions reporting
Trigger
Weekly scheduled run every Monday at 7am, plus immediate trigger on new contact creation in the CRM
Final output
Cleaned and enriched CRM records, a Slack exceptions digest posted to #sales-ops, and an appended audit log row in Google Sheets
Agents being built
3 agents: Deduplication Agent, Enrichment Agent, Deal Hygiene Agent
Tools involved
HubSpot, Clearbit, Slack, Google Sheets
Volume
Approximately 300 to 600 records reviewed per month across weekly runs and new-contact triggers
Launch PlanPage 1 of 4
FS-DOC-01Operations
02How the build works
The build follows four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined owner for every action so nothing is left ambiguous. FullSpec leads all technical work at every stage. Your input is concentrated in Connect, where credentials and one configuration decision are confirmed, and in Test, where you review a sample output and sign off before go-live. The total delivery window is four business weeks from the close of Connect.
Complexity level: Moderate. Estimated delivery window: 4 business weeks. The delivery clock starts at the close of Connect, not payment. If tool access or the configuration decision is delayed, the timeline moves accordingly.
1Connect
Business days 1 to 3
FullSpec
Sends a credential request checklist covering HubSpot API key, Clearbit API key, Slack bot permissions, and Google Sheets share access. Reviews your existing CRM field structure and confirms the fields earmarked for enrichment. Agrees the duplicate confidence threshold and stale deal inactivity window with your ops lead.
You
Provide API credentials and tool access for all four connected tools (see Section 03). Confirm the one configuration decision around the confidence threshold and stale deal definition. Nominate the Slack channel for the exceptions digest.
2Build
Business days 4 to 14
FullSpec
Builds the Deduplication Agent with fuzzy email, phone, and name-plus-company matching and confidence scoring. Builds the Enrichment Agent connecting to Clearbit with field-level overwrite protection. Builds the Deal Hygiene Agent with stale deal flagging, unsubscribe suppression tagging, and the Slack digest formatter. Wires the Google Sheets audit log append. Completes all agent work in a staging environment before any live CRM writes.
You
No action required during this stage. FullSpec may send one or two clarifying questions by email if an edge case in your CRM field structure needs a decision. Typical response time needed is under 24 hours.
3Test
Business days 15 to 19
FullSpec
Runs the automation against a sample of real CRM records in a read-only pass, sharing the output with your ops lead. Conducts a parallel run for one full business week, comparing automated output against the manual process. Reviews any unexpected merges or enrichment results and adjusts thresholds before go-live. Prepares a go-live checklist confirming all agents passed QA.
You
Your ops lead reviews the sample output and confirms the duplicate matches and enrichment results look correct. Flags any records that should not have been matched. Signs off on the go-live checklist. The manual hygiene process continues in parallel this week and is not switched off until you confirm sign-off.
FullSpec
Switches the automation from staging to live, enabling the weekly schedule and new-contact trigger. Confirms the first live Slack digest is posted correctly and the first audit log row is appended to Google Sheets. Monitors the first two live runs and resolves any issues within one business day.
You
Checks the first Slack digest in #sales-ops and confirms it is readable and correctly formatted. Notifies reps that stale deal confirmation requests will now arrive via Slack rather than by direct message. The manual hygiene routine is retired from this point.
Launch PlanPage 2 of 4
FS-DOC-01Operations
03What FullSpec needs from you
Getting the automation live requires only access to your existing tools. No technical knowledge is needed on your side. FullSpec will tell you exactly where to find each credential and will handle all configuration from there. The table below lists every tool, what is needed, and when it must be provided.
HubSpot
A private app API key with read and write scopes for contacts, companies, and deals. Admin-level access is required to enable merge write-back.
Before Connect closes
Clearbit
Your Clearbit API key from the Clearbit dashboard. Confirm your current plan supports the Enrichment API and that your monthly lookup allowance covers your record volume.
Before Connect closes
Slack
Bot token with permissions to post messages to a nominated channel. Share the exact channel name (for example, #sales-ops) and confirm the bot has been added to that channel.
Before Connect closes
Google Sheets
Share the hygiene audit log spreadsheet with the FullSpec service account email (provided during Connect). The sheet must have an existing header row matching the agreed column structure.
Before Connect closes
Configuration decision required before Connect closes: you must confirm the duplicate confidence threshold (the score above which two records are auto-merged without human review) and the stale deal inactivity window (for example, no activity in 30 days, 45 days, or another period your team uses). These two values control the core merge and flagging logic for all three agents. FullSpec cannot begin the Build stage until both are agreed. If you are unsure, FullSpec will recommend a conservative default based on your record volume and you can tighten it after the parallel run.
04Your role once live
Once the automation is live, the division of responsibility is straightforward. Your team reviews exceptions and acts on stale deal prompts. FullSpec monitors the automation, handles any errors, and applies updates if tool APIs or CRM configurations change.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / ops lead)
Review the weekly Slack digest in #sales-ops. Confirm or close stale deals flagged for rep action. Escalate any unexpected merge or enrichment result to support@gofullspec.com. Adjust the stale deal threshold or enrichment field priorities by request at any time.
Manual CRM exports to Google Sheets. Spreadsheet duplicate scanning. One-by-one record enrichment via LinkedIn or manual search. Chasing reps by direct message about stale deals. Weekly summary report writing.
FullSpec
Monitor weekly run logs for errors or failed enrichment calls. Resolve any API authentication issues or rate limit breaches within one business day. Apply updates if HubSpot, Clearbit, or Slack change their API behaviour. Notify you in advance of any scheduled maintenance window.
Not applicable. FullSpec does not review individual contact records or make CRM decisions on your behalf.
Launch PlanPage 3 of 4
FS-DOC-01Operations
05What success looks like
The table below sets out what you should expect to see at each milestone after go-live, and the signals that confirm the automation is working as designed. If any of these signs of success are not present at the stated timeframe, 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 first live Slack digest arrives in #sales-ops on Monday morning. A small number of borderline duplicates and stale deals are listed for human review. The Google Sheets audit log shows a new row with run counts. The manual hygiene routine has been retired.
Digest posted on schedule. Audit log row appended. No unexpected merges reported by the ops lead. First stale deal prompts sent to reps.
Month 1
Four weekly hygiene runs have completed without manual intervention. Duplicate detection is catching records the manual process was missing. Enrichment is filling job title, company size, and industry fields automatically. The ops person is spending under 30 minutes per week on hygiene instead of 4 to 6 hours.
95% or more duplicate pairs correctly identified on each run. Enrichment fill rate tracking toward 78% of previously blank fields. Weekly ops time on hygiene confirmed below 30 minutes. Pipeline view shows no deals open longer than the agreed stale threshold without a rep note.
Month 3
The CRM is materially cleaner than it was at go-live. Reps are no longer calling duplicate contacts. Segmentation campaigns are running against complete records. The pipeline report reflects live deal status rather than historical inertia. Approximately 65 hours of ops time have been recovered since go-live and the automation is on track to return its build cost within 4 months.
Annual run rate of 250 hours saved is on track. Pipeline report trusted by the sales manager without a manual audit. Enrichment failures below 10% per run. No reported cases of incorrect auto-merges. Reps confirming the Slack digest is useful rather than noisy.
Next step: send your HubSpot API key, Clearbit API key, Slack bot token, and Google Sheets share access to support@gofullspec.com, along with your preferred stale deal inactivity window. FullSpec will confirm receipt, schedule the Connect call, and the four-week delivery clock will begin from the close of that session.
Launch PlanPage 4 of 4