FS-DOC-01Operations
Launch Plan
Lead Capture & Routing
[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for everything that happens between now and go-live. It covers what is being built, how the build is structured, what FullSpec needs from you before work begins, and what your ongoing role looks like once the automation is running. FullSpec handles every technical step of the build, testing, and deployment. Your job is to provide access to your existing tools and confirm one key configuration decision before work starts.
01What you're launching
Right now, every inbound lead requires a sales coordinator to manually check multiple sources, copy data into HubSpot, make an informal quality judgement, decide which rep to assign, send a Slack message, fire off an acknowledgement email, and create a follow-up task. The full cycle takes around 72 minutes per batch and leaves prospects waiting four to eight hours for a first response. This automation replaces the majority of those manual steps with two purpose-built agents that handle deduplication, scoring, CRM entry, rep routing, Slack notification, and prospect acknowledgement in under two minutes per lead. Low priority leads retain a human review step so your team stays in control of edge cases.
Process
Lead Capture & Routing
Trigger
A prospect submits a contact form, an ad platform fires a lead event, or an inbound email arrives in the sales inbox
Final output
An assigned HubSpot contact with a lead score, a prioritised follow-up task, a Slack alert to the rep with full context, and a personalised acknowledgement email sent to the prospect within 2 minutes
Agents being built
2 agents: Lead Scoring and Enrichment Agent, Lead Routing and Notification Agent
Tools involved
HubSpot, Typeform, Slack, Gmail, Google Sheets
Volume
~90 inbound leads/month (approximately 210 automation runs this month)
Launch PlanPage 1 of 4
FS-DOC-01Operations
02How the build works
FullSpec runs the build across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined owner and a clear set of actions. The stages are designed so that your time commitment is front-loaded in Connect, and then minimal until Launch. You do not need any technical knowledge to participate. FullSpec manages all platform configuration, agent logic, integration wiring, and testing internally.
Complexity level: Moderate. Estimated delivery window: 15 business days total. The delivery clock starts at the close of Connect, not payment. Connect must be completed and all credentials confirmed before the Build stage begins.
1Connect
Estimated time: 1 to 2 business days
FullSpec
Send the credentials request checklist, confirm API and webhook availability for each lead source, review existing HubSpot contact structure, and confirm the scoring rubric template with your sales manager
You
Provide login access or API keys for HubSpot, Typeform, Slack, Gmail, and Google Sheets; confirm the scoring criteria that define Hot, Warm, and Low Priority leads; confirm rep territory rules in writing
2Build
Estimated time: 6 to 8 business days
FullSpec
Configure the Lead Scoring and Enrichment Agent (Typeform and Gmail triggers, HubSpot deduplication, scoring model); then configure the Lead Routing and Notification Agent (territory routing rules, HubSpot task creation, Slack alerting, Gmail acknowledgement email); wire all tools to the orchestration layer and map every field
You
Remain available to answer questions about edge cases in the scoring rubric or rep territory logic; no technical action required during this stage
3Test
Estimated time: 3 to 4 business days
FullSpec
Run the full automation against 20 historical leads to validate scoring accuracy, routing decisions, CRM field mapping, Slack message formatting, and Gmail delivery timing; resolve any failures and retest; provide you with a summary test report
You
Review the test report and confirm that the scored and routed sample leads match your expectations; flag any routing decisions that do not align with your rep structure or priority logic
4Launch
Estimated time: 1 to 2 business days
FullSpec
Switch the automation live on all connected lead sources, confirm the first live lead runs end-to-end correctly, brief your sales coordinator and manager on the Low Priority exception review process, and hand over the SOP and routing rule update guide
You
Confirm go-live approval after reviewing the test report; brief your sales team that the manual routing process is being retired; monitor the first day of live runs alongside FullSpec
Launch PlanPage 2 of 4
FS-DOC-01Operations
03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from you or your team at any point. The table below lists each tool, exactly what access is needed, and when it must be provided. All credentials are handled securely and used solely to configure and run the automation on your behalf.
HubSpot
Private app API key with read/write access to Contacts, Deals, Tasks, and Owners
Before Connect closes
Typeform
Personal access token with read access to all active lead intake forms
Before Connect closes
Slack
OAuth bot token with permission to post messages to the relevant sales rep channels
Before Connect closes
Gmail
OAuth connection to the shared sales inbox used for prospect acknowledgement emails
Before Connect closes
Google Sheets
Editor access to the lead tracking spreadsheet used by the sales manager
Before Connect closes
One decision must be confirmed before Connect closes: your lead scoring rubric. This means agreeing in writing the criteria that define a Hot lead (for example, company size above 50 employees, budget confirmed, high-intent service selected) versus a Warm lead and a Low Priority lead. If this rubric is not confirmed before Connect closes, the Build stage cannot begin and the delivery window will shift. Your sales manager is the right person to own this decision.
04Your role once live
Once the automation is live, the day-to-day routing workload is removed from your team. The table below sets out what you remain responsible for and what you no longer need to touch.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / sales manager)
Review Low Priority leads flagged for human assessment; update rep territory rules or scoring criteria when your team structure changes; monitor the Google Sheets log for volume trends; contact FullSpec at support@gofullspec.com if a lead source changes or a new form is added
Manually checking multiple lead source inboxes; copying lead data into HubSpot; deciding which rep to assign for routine leads; sending acknowledgement emails by hand; creating follow-up tasks manually; chasing the coordinator for routing updates
FullSpec
Monitor automation health and uptime; resolve any integration errors or broken triggers; apply routing rule updates when requested; maintain tool connections if API credentials rotate; respond to support queries at support@gofullspec.com
N/A: FullSpec manages all technical operation of the automation end to end
Launch PlanPage 3 of 4
FS-DOC-01Operations
05What success looks like
The table below sets out what you should expect at each stage after go-live, and how to confirm the automation is working as intended. If anything does not match these benchmarks, contact FullSpec at support@gofullspec.com and the FullSpec team will investigate.
Timeframe
What to expect
Sign of success
Week 1
Every new lead from all connected sources is picked up automatically. Reps receive Slack notifications with context attached. Prospects receive an acknowledgement email within 2 minutes. Low Priority leads appear in the exception queue for human review. The Google Sheets log updates without any manual input.
Zero leads sitting unassigned after 10 minutes. Reps confirm they are receiving Slack alerts with HubSpot links. Sales coordinator confirms they have not manually routed a single standard lead.
Month 1
Routing decisions are consistent and reps report balanced workload. CRM contact records are complete and accurately reflect source, score, and lifecycle stage. The coordinator's time on lead handling has dropped significantly. First response time to prospects is consistently under 2 minutes.
Average first response time confirmed under 2 minutes across all leads. HubSpot contact records show 99% field completion. Follow-up tasks present on 100% of assigned contacts. Coordinator estimates 5 to 6 hours per week freed from manual routing work.
Month 3
The automation is running without intervention on the vast majority of leads. Any routing rule changes have been requested via FullSpec and applied cleanly. The sales manager has a reliable volume view in Google Sheets without chasing the coordinator. The business is on track for the projected annual saving of $9,360.
Approximately 75 coordinator hours recovered since go-live. No lead routing incidents or missed assignments reported. Scoring thresholds reviewed once and confirmed as accurate against closed deal data. Payback on the $2,400 build cost on track to complete within 3 months of go-live.
Next step: FullSpec will send you the credentials request checklist within one business day. Complete it and return it to start the Connect stage. Once Connect closes, the 15-day delivery clock begins. If you have questions before then, reach the FullSpec team at support@gofullspec.com.
Launch PlanPage 4 of 4