FS-DOC-01Operations
Launch Plan
Post-Meeting Recap & Follow-up
[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for everything that happens between now and your automation going live. It covers what is being built, how FullSpec runs the build, what you need to provide, and what your day-to-day role looks like once the system is running. FullSpec handles all technical configuration, testing, and deployment. Your role is to supply tool access, confirm one configuration decision before build begins, and review the pilot results before full rollout.
01What you're launching
You are automating everything that happens after a sales meeting ends. Today, your reps spend up to 80 minutes per meeting manually reviewing transcripts, writing recap emails, updating HubSpot, creating follow-up tasks, logging notes to Notion, and pinging the manager on Slack. This automation detects when a qualifying sales call finishes, fetches the Fireflies.ai transcript, drafts a personalised recap email and Notion summary using an AI agent, syncs the deal record and action-item tasks in HubSpot, and posts a Slack alert for high-value deals. The only step that remains with a human is a quick review and send of the Gmail draft, keeping accountability with the rep who owns the relationship. Admin time per meeting drops from roughly 80 minutes to under 5 minutes.
Process
Post-Meeting Recap & Follow-up
Trigger
A calendar event tagged as a sales meeting reaches its scheduled end time, or a Zoom call concludes
Final output
Gmail recap draft delivered to rep, HubSpot deal record and tasks updated, Notion summary logged, and Slack alert posted for high-value deals
Agents being built
3 agents: Meeting Trigger Agent, Recap Drafting Agent, CRM and Task Sync Agent
Tools involved
Google Calendar, Zoom, Fireflies.ai, Gmail, HubSpot, Notion, Slack
Volume
Approximately 40 meetings per rep per month (~210 runs this month across the team)
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02How the build works
FullSpec runs the build across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions split between the FullSpec team and you. The total delivery window is four weeks from the close of Connect. The Build stage runs agents in sequence, meaning each agent is wired, tested in isolation, and handed to the next stage before the following agent begins. A two-rep pilot runs before full rollout so you can validate recap quality and CRM accuracy on real meetings before the entire sales team is switched over.
Complexity level: Moderate. Estimated delivery window: 4 weeks (approximately 20 business days). The delivery clock starts at the close of Connect, not payment. Until tool access is confirmed and the configuration decision in Section 03 is locked, the build cannot begin.
FullSpec
Review your existing meeting workflow and Fireflies.ai setup; document your preferred recap email structure and HubSpot deal-stage names; confirm the Slack value threshold requirement; issue a credential checklist for your team
You
Share Fireflies.ai API access, HubSpot API key, Google Calendar OAuth, Gmail OAuth, Notion integration token, and Slack bot token; confirm the deal-stage keyword map and the Slack notification value threshold (see Section 03)
FullSpec
Configure Meeting Trigger Agent (calendar and Zoom webhook detection, Fireflies.ai transcript retrieval); build Recap Drafting Agent (AI summarisation, Gmail draft creation, Notion append); build CRM and Task Sync Agent (HubSpot deal update, action-item task creation, conditional Slack notification); run unit tests on each agent in isolation using sample transcripts and a sandbox HubSpot account
You
Remain available to answer questions on deal-stage naming, recap email tone preferences, or unusual meeting formats; no daily action required during this stage
FullSpec
Run end-to-end tests across 30+ scenarios including missing transcripts, multi-stakeholder attendee lists, stage-keyword detection, and Slack threshold logic; run a two-rep live pilot over 20 real meetings; adjust prompt logic and field mappings based on pilot feedback; confirm recap quality meets the agreed standard before sign-off
You
Nominate two pilot reps; review a sample of five recap drafts produced during the pilot and provide written feedback to FullSpec within two business days; confirm you are satisfied with CRM accuracy and Notion output before full rollout is approved
4Launch
Business days 19-20
FullSpec
Switch the automation live for the full sales team; hand over the SOP, runbook, and all supporting documentation; confirm monitoring is active and alert rules are configured; deliver a 30-minute walkthrough session with the sales manager
You
Notify the sales team of the change and share the rep-facing one-pager; confirm the sales manager has received and reviewed the runbook; give the green light for full rollout
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from your side. The table below lists every credential needed, what it is used for, and when it must be in place. All credentials are stored securely in the automation platform's encrypted environment and are never shared outside the build environment. If you are unsure how to retrieve any of these, FullSpec will walk you through it during the Connect stage.
Fireflies.ai
API key from the Fireflies.ai dashboard (Settings > API); bot must already be added to your Zoom or calendar integration
Before Connect closes
Google Calendar
OAuth 2.0 authorisation for the sales rep accounts whose calendars will be monitored; read access to calendar events is sufficient
Before Connect closes
Gmail
OAuth 2.0 authorisation for each rep's Gmail account; draft-creation and read scope only; no send permission is requested
Before Connect closes
HubSpot
Private app API key with read/write access to Deals, Notes, Tasks, and Contacts; created in HubSpot Settings > Integrations > Private Apps
Before Connect closes
Notion
Internal integration token from Notion Settings > Connections; the relevant database or page must be shared with the integration
Before Connect closes
Slack
Bot token with chat:write and channels:read scopes; bot must be added to the target sales channel before testing begins
Before Connect closes
Zoom
Server-to-Server OAuth app credentials or webhook subscription confirming meeting-end events; available under the Zoom Marketplace developer account
Before Connect closes
One decision you must confirm before Connect closes: What is the deal value above which the Slack notification to the sales channel should fire? For example, deals above $5,000. This threshold controls which meetings trigger a manager alert. Without it, FullSpec cannot configure the CRM and Task Sync Agent's conditional routing logic. You also need to confirm your HubSpot deal-stage names exactly as they appear in your account, so the keyword detection map can be built correctly. Both can be confirmed in a single short reply or during the Connect call.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / sales manager)
Review the occasional recap draft flagged for attention; update the deal-stage keyword map if new stage names are added to HubSpot; adjust the Slack value threshold if deal sizes shift; review automation run logs monthly (the runbook explains exactly how); notify FullSpec at support@gofullspec.com if a meeting type needs to be excluded from the trigger
Writing recap emails; manually updating HubSpot deal records; creating follow-up tasks from memory; logging meeting summaries to Notion; sending ad hoc Slack updates to the manager for every high-value call
FullSpec
Monitor automation health and uptime; apply fixes if an API change from Fireflies.ai, HubSpot, or Google breaks a connection; update prompt logic if transcript quality changes affect recap output; respond to support queries at support@gofullspec.com within one business day
N/A
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The automation runs on every sales meeting for the two pilot reps. Recap drafts appear in Gmail within 10 minutes of each call ending. HubSpot records are updated automatically. A few prompt tweaks may be needed based on real-transcript output.
Pilot reps confirm recap drafts are usable with minimal editing; no HubSpot fields are being missed; Slack alerts fire correctly for deals above the threshold
Month 1
Full sales team is live. Admin time per meeting is tracking at under 5 minutes versus the previous 80-minute average. CRM hygiene improves noticeably as every meeting is logged. Reps report fewer end-of-day admin backlogs.
94% of recap emails sent within 10 minutes of call end; 100% of HubSpot deal fields completed per meeting; reps report no recap-related tasks on their manual to-do lists
Month 3
The process is fully embedded. The team has saved approximately 62 hours of admin in the quarter. The sales manager has full visibility of every deal interaction without chasing reps. Deal momentum improves because prospects receive consistent, timely follow-up after every call.
Approximately $1,950 in recovered rep time in the first 90 days; follow-up tasks created for 100% of meetings versus the previous 50%; managers able to coach from accurate, timestamped call records rather than rep recollection
Next step: share the tool credentials listed in Section 03 with the FullSpec team and confirm your Slack deal-value threshold and HubSpot deal-stage names. Once those two items are received, FullSpec will close the Connect stage and the 20-business-day build clock will start. Reach out to the FullSpec team at support@gofullspec.com with any questions before or during the build.
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