FS-DOC-01Operations
Launch Plan
New Client Onboarding Handoff
[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your end-to-end guide to getting the New Client Onboarding Handoff automation live. It covers what is being built, how the build unfolds across four stages, what FullSpec needs from you before work begins, and what your team's role looks like once the automation is running. FullSpec handles every technical step of the build, testing, and deployment. Your role is to provide access to your existing tools and make one configuration decision before the build starts.
01What you're launching
Right now, every signed contract triggers a chain of manual tasks spread across your sales rep, ops admin, and delivery lead: updating HubSpot, creating a Google Drive folder, writing a handoff brief in Slack, setting up a Notion workspace, and sending a welcome email. Any one of these steps being missed or delayed damages the client's first impression and leaves your delivery team starting work without context. This automation replaces eight of those ten steps with a coordinated sequence that fires the moment DocuSign confirms both parties have signed, completing the full handoff in under five minutes.
Process
New Client Onboarding Handoff
Trigger
Contract reaches fully executed status in DocuSign (webhook fires automatically)
Final output
HubSpot deal updated, client workspace created in Google Drive and Notion, Slack handoff brief posted, welcome email sent to client, completion logged in HubSpot
Agents being built
3 agents: Handoff Trigger Agent, Workspace Provisioning Agent, Communications Agent
Tools involved
DocuSign, HubSpot, Google Drive, Notion, Slack, Gmail
Volume
~18 new clients/month, triggered on every signed contract
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02How the build works
FullSpec manages every phase of the build from the first credential check through to go-live. The process follows four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions that FullSpec completes and a small number of inputs or decisions required from you. You will not need to write any code, configure any integrations yourself, or manage any of the underlying automation platform. The stages below show exactly what happens and who owns each action.
Complexity level: Moderate. This build involves three agents, OAuth authentication across multiple tools, conditional logic for incomplete CRM data, and coordinated multi-channel communications. Estimated delivery window: 3 to 4 weeks. The delivery clock starts at the close of Connect, not payment.
1Connect
Business days 1 to 3
FullSpec
Audit your DocuSign webhook configuration, HubSpot field structure, Google Drive folder conventions, and Notion template. Identify any data mapping gaps and confirm the automation logic before any build work begins. Share a brief gap summary with you for sign-off.
You
Share access credentials for DocuSign, HubSpot, Google Drive, Notion, Slack, and Gmail (see Section 03 for the full list). Confirm which Gmail address or addresses send the welcome email. Review and approve the gap summary from FullSpec.
2Build
Business days 4 to 15
FullSpec
Build and connect all three agents in sequence: Handoff Trigger Agent (DocuSign webhook to HubSpot), Workspace Provisioning Agent (Google Drive and Notion), and Communications Agent (Slack and Gmail). Configure conditional logic for incomplete HubSpot data. Set up all OAuth connections and template substitution logic.
You
Provide a sample completed HubSpot deal record for FullSpec to use during build. Confirm the standard Google Drive folder template and the Notion page template to be duplicated. Respond to any clarification questions within one business day to keep the build on schedule.
3Test
Business days 16 to 18
FullSpec
Run five full end-to-end tests using sandboxed deal records, covering a clean data scenario, an incomplete HubSpot field scenario, and three client data variations for personalisation. Document all pass and fail results. Fix any issues before presenting for your review.
You
Review two or three of the test outputs (the Slack message, welcome email, and Notion workspace) and confirm they match your expected format and tone. Flag any wording or layout changes needed before sign-off. Your sales or delivery lead should be available for a 30-minute review call.
4Launch
Business days 19 to 20
FullSpec
Switch the workflow from sandbox to live. Brief the sales and delivery team leads on what is automated, what remains manual, and how to handle exceptions. Monitor the first three live runs to confirm all outputs are correct. Deliver the full SOP and runbook for ongoing reference.
You
Brief your sales rep and delivery lead that the automation is live. Ensure no one manually duplicates the automated steps for the first batch of new clients. Report any unexpected outputs to support@gofullspec.com within 48 hours of go-live.
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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 every credential needed and when to have it ready. All access should be in place before Connect closes so the build can begin without delays.
DocuSign
Admin account access to configure and activate the webhook for contract signed events
Before Connect closes
HubSpot
Super Admin or Private App token with deal read and write permissions; confirmation of the custom field names used for contract value, scope, and key contacts
Before Connect closes
Google Drive
Access to the standard client folder template and permission for the automation platform service account to create and share folders in the target directory
Before Connect closes
Notion
Integration token with read and write access to the workspace; access to the standard new client page template
Before Connect closes
Slack
Workspace admin approval to install an app and post to the delivery team channel; confirmation of the target channel name
Before Connect closes
Gmail
OAuth authorisation for each account manager's Gmail address that will send the welcome email; if a shared inbox is used, additional alias configuration will be needed
Before Connect closes
One decision to confirm before Connect closes: which Gmail address or addresses will send the client welcome email. If multiple account managers own different clients, FullSpec needs to know whether each sends from their own address or from a shared inbox. This affects how the OAuth connections are configured and cannot be changed mid-build without adding delay. Please confirm this in writing before your Connect session ends.
04Your role once live
Once the automation is live, the majority of the onboarding handoff runs without anyone on your team touching it. The table below clarifies what you remain responsible for and what FullSpec continues to own on the technical side.
Role
Ongoing responsibilities
What you no longer touch
You (business owner and team)
Assign delivery team members to the new client after reviewing the Slack handoff brief. Schedule and confirm the kickoff call with the client. Complete any missing HubSpot fields flagged by the automation within 10 minutes of the Slack prompt. Report any unexpected outputs to FullSpec.
Updating HubSpot deal stage after signing. Writing the Slack handoff brief. Creating the Google Drive folder. Setting up the Notion workspace. Uploading the signed contract to Drive. Sending the client welcome email. Logging handoff completion in HubSpot.
FullSpec
Monitor the automation for errors and alert you if any run fails. Maintain all API connections and OAuth tokens. Apply updates when connected tools change their API behaviour. Respond to support queries at support@gofullspec.com. Provide monthly run summaries on request.
Not applicable. FullSpec does not carry out any manual onboarding steps on your behalf. All build-side operations remain with FullSpec.
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05What success looks like
The table below sets out realistic expectations for the first three months after go-live. These benchmarks are based on a volume of approximately 18 new clients per month and the current manual time of roughly three hours per onboarding.
Timeframe
What to expect
Sign of success
Week 1
The automation runs on all new signed contracts. FullSpec monitors the first three to five live runs. Your team may still instinctively want to duplicate steps manually, particularly the welcome email and Slack brief. Expect a short adjustment period as the team builds trust in the system.
Every signed contract produces a Slack handoff brief, a Notion workspace, and a client welcome email within 5 minutes of signing, with no manual input from the sales rep.
Month 1
The automation has processed roughly 18 client onboardings. CRM data accuracy improves as the Closed Won update runs consistently. Delivery leads report receiving structured, complete briefs on every client. Time freed from admin begins to flow back into sales and delivery work.
CRM same-day update rate reaches 100%. Welcome email send rate reaches 100%. Sales reps report spending less than 30 minutes per new client on onboarding admin, down from approximately 3 hours.
Month 3
Approximately 53 onboardings have run through the automation. Manual hours saved are tracking at around 53 hours across the quarter. The delivery team has a reliable, consistent brief format they can depend on. Leadership has a clean audit trail in HubSpot for every new client.
Staff onboarding admin cost is running at approximately $1,560 per year (residual manual steps only) versus the previous $10,920 per year. The automation is on track to return its build cost within 4 months.
Next step: FullSpec will send you a Connect session invite within one business day of your build being confirmed. That session takes approximately 45 minutes and is where all credentials are shared and the one configuration decision (Gmail sending address) is confirmed. Once Connect closes, the build begins immediately. If you have questions before then, reach out at support@gofullspec.com.
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