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Launch Plan
Demo and Discovery Scheduling
[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your end-to-end guide to getting the Demo and Discovery Scheduling automation live. It covers what is being built, how the build is structured across four stages, what FullSpec needs from you to get started, and what your ongoing role looks like once the workflow is running. FullSpec handles every step of the build, testing, and launch. Your role is to supply tool access, confirm one key configuration decision, and review the final handover.
01What you're launching
Right now, every demo booking request lands in a rep's inbox and triggers a chain of manual steps: qualify the lead, compose an availability email, chase non-responses, create a Zoom link, update the CRM, write a pre-call brief, post to Slack, and send a one-hour reminder. Across roughly 40 requests per month, that adds up to 6 hours of rep time every week. This automation replaces all but one of those steps with three purpose-built agents. The only task that stays with a person is reviewing leads that score below the confidence threshold. Everything else runs automatically from the moment a prospect signals interest to the minute the reminder lands in their inbox before the call.
Process
Demo and Discovery Scheduling
Trigger
A prospect submits a contact form, replies to an outreach sequence, or is manually flagged as ready to book in HubSpot
Final output
A confirmed, briefed meeting on the calendar: Zoom link created, CRM updated, pre-call brief sent to the prospect, Slack notification posted, and a one-hour reminder delivered automatically
Agents being built
3 agents: Lead Qualification Agent, Scheduling and Confirmation Agent, Pre-Call Comms Agent
Tools involved
HubSpot, Calendly, Gmail, Google Calendar, Zoom, Slack
Volume
~40 demo requests per month (approximately 42 runs this month)
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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 limited to supplying access credentials before Connect closes, confirming the lead scoring logic, and reviewing the finished workflow before go-live. The stages run in order and each one unlocks the next, so the fastest path to a live automation is completing your actions in Connect as quickly as possible.
Complexity level: Moderate. Estimated delivery window: 15 to 20 business days. The delivery clock starts at the close of Connect, not payment. The single biggest factor affecting timeline is how quickly tool access is granted and whether the HubSpot deal stage structure needs adjustment before build can begin.
1Connect
Business days 1 to 3
FullSpec
Sends the tool access request list, reviews your current HubSpot deal stage structure, maps the lead routing logic with your sales lead, and confirms the pre-call brief template approach
You
Grant OAuth access for HubSpot, Calendly, Zoom, Gmail, and Slack; share your current deal stages and any existing pre-call brief template; confirm the rep or team member who will be the point of contact during build
2Build
Business days 4 to 14
FullSpec
Builds all three agents in sequence: connects HubSpot and configures lead scoring rules (Lead Qualification Agent); wires Calendly booking events to Gmail, Zoom, and Google Calendar (Scheduling and Confirmation Agent); configures CRM deal stage updates, the pre-call brief email with personalisation tokens, the Slack notification, and the one-hour reminder trigger (Pre-Call Comms Agent)
You
Review and approve the pre-call brief email template before it is wired into the workflow; confirm the Slack channel name where booking notifications should be posted; respond to any clarification questions within one business day to avoid delaying the build
3Test
Business days 15 to 17
FullSpec
Runs end-to-end test bookings across all routing paths (auto-routed and ambiguous leads), verifies CRM deal stage updates, confirms Zoom link generation, checks email rendering and personalisation token accuracy, and tests the 48-hour follow-up nudge and one-hour reminder timing
You
Complete user acceptance testing (UAT) by booking a test demo through the live flow; confirm the pre-call brief reads correctly, the Slack notification arrives in the right channel, and the CRM record reflects the booked stage accurately; sign off via email to FullSpec at support@gofullspec.com
4Launch
Business days 18 to 20
FullSpec
Switches the workflow from test to live, delivers a short recorded walkthrough for your sales team, hands over the full document suite (SOP, runbook, integration spec, test plan), and monitors the first 48 hours of live runs for any unexpected errors
You
Share the recorded walkthrough with your sales team; notify reps that the manual scheduling steps are now handled automatically; confirm with FullSpec that the first live bookings have processed correctly
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03What FullSpec needs from you
Getting started requires only access to your existing tools. No technical knowledge is needed on your side. FullSpec handles all the connection and configuration work. The table below lists each tool, what access is required, and when you need to provide it. All access should be ready before Connect closes so the build can start on schedule.
HubSpot
OAuth connection via HubSpot's connected apps screen; access to your deal pipeline, contact properties, and lifecycle stage configuration
Before Connect closes
Calendly
OAuth connection with permission to read event types and receive booking webhooks; confirm which booking links map to discovery calls vs full demos
Before Connect closes
Gmail
OAuth connection via Google Workspace for the sending account used by your sales team; confirm the from-address and reply-to address for prospect-facing emails
Before Connect closes
Google Calendar
Included in the Gmail OAuth scope; no separate step required if Gmail access is granted
Before Connect closes
Zoom
OAuth connection with permission to create meetings; if each rep needs meetings created under their own Zoom account, user-level tokens are required per rep
Before Connect closes
Slack
Bot token with permission to post messages; confirm the exact Slack channel name where booking notifications should appear
Before Connect closes
Key decision before Connect closes: You must confirm the lead scoring threshold that separates an auto-routed lead from one flagged for manual rep review. This threshold drives the core routing logic of the Lead Qualification Agent and cannot be built until it is agreed. If your team does not yet have a defined scoring model, FullSpec will propose a default ruleset based on role, company size, and lead source during the Connect session, and you will confirm or adjust it before build begins.
04Your role once live
Once the automation is live, your team's involvement in the scheduling process drops to a single exception case: reviewing leads that the qualification agent flags as ambiguous. The table below sets out the ongoing responsibilities for your team and for FullSpec.
Role
Ongoing responsibilities
What you no longer touch
You (business owner and sales team)
Review and action any leads flagged as below the confidence threshold for auto-routing; update the pre-call brief template in HubSpot when your messaging changes; notify FullSpec via support@gofullspec.com if volume spikes significantly or a new booking type needs to be added
Manually emailing availability options, chasing non-responses, creating Zoom links, updating CRM deal stages after booking, writing and sending pre-call briefs, posting Slack notifications, sending one-hour reminders
FullSpec
Monitor automation health and error logs; respond to any support requests at support@gofullspec.com; apply updates if an integrated tool changes its API or OAuth flow; advise on threshold adjustments as your team builds confidence in the scoring logic
Not applicable
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05What success looks like
The table below sets realistic expectations for the first three months after go-live. The numbers are drawn from the confirmed ROI model for this process: 6 hours saved per week, $9,100 in annual staff cost recovered, and a payback period of 3 months on the $2,200 build cost.
Timeframe
What to expect
Sign of success
Week 1
The workflow processes live demo requests end to end. Reps will notice that booking links go out without their input and that CRM records are updating automatically after each confirmed booking. A small number of leads may be flagged for manual review depending on data completeness in HubSpot.
At least one full booking cycle completes without rep involvement: booking link sent, Zoom link created, CRM updated, pre-call brief delivered, reminder sent
Month 1
Manual scheduling time drops from 6 hours per week to under 30 minutes. Pre-call brief delivery rises from roughly 55% of calls to 100%. The no-show rate should begin to fall as reminders land consistently. Any HubSpot property gaps that prevent personalisation tokens from populating will surface here.
Pre-call briefs sent on 100% of booked calls; no-show rate tracking below 15%; reps report no scheduling tasks landing back in their inbox
Month 3
The automation has processed approximately 120 demo requests. Time saved is on track for 75 hours across the quarter. The no-show rate should be at or near the 9% benchmark. The $2,200 build cost is recovered from staff time savings alone within this window, based on a $29/hour loaded rate.
300 hours on track to be saved over the year; no-show rate at or below 9%; zero manual scheduling steps required for standard leads; team confidence in the routing logic high enough to consider tightening the qualification threshold
Next step: To move into the Connect stage, send your tool access details to support@gofullspec.com and confirm the name of your sales lead who will be the point of contact during the build. FullSpec will schedule the Connect session within one business day of receiving your message and the delivery clock will start from the close of that session.
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