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Launch Plan
Sales Pipeline Management
[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear, stage-by-stage view of how your Sales Pipeline Management automation goes from confirmed brief to live in production. It covers what is being built, how FullSpec runs the build, what you need to provide, what your ongoing role looks like once the system is live, and how you will know it is working. FullSpec handles all technical design, configuration, testing, and deployment. Your role is limited to providing tool access, confirming one configuration decision, and reviewing the system during the test stage.
01What you're launching
Your sales team currently handles every pipeline task manually: logging new deals, assigning owners, scheduling follow-ups, sending intro and stage emails, spotting stalled deals, and producing weekly pipeline reports. Across reps and managers, this consumes 7 hours every week and leaves the pipeline dependent on individual discipline to stay accurate. Three automation agents will take over nine of the ten manual steps in this process, leaving only call and meeting note logging to the rep. Deal records will be validated and enriched automatically, stage-triggered emails will fire from the rep's own Gmail account, stall alerts will land in Slack before managers even open HubSpot, and a live Google Sheets report will refresh every business day without any manual export.
Process
Sales Pipeline Management
Trigger
A deal is created in HubSpot, its pipeline stage changes, or no activity has been logged for more than 5 business days
Final output
An updated HubSpot deal record, a stage-triggered email sent via Gmail, a Slack stall alert where needed, and a refreshed Google Sheets pipeline report
Agents being built
3 agents: Pipeline Admin Agent, Deal Health Monitor, Pipeline Reporting Agent
Tools involved
HubSpot, Gmail, Slack, Google Sheets, Calendly
Volume
Approximately 40 active deals at any time, with 15 to 25 stage changes per week and around 310 automation runs per month
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02How the build works
FullSpec runs the build across four stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions for the FullSpec team and a small number of inputs or reviews required from you. The total delivery window for this process is 5 weeks, based on a Standard build rated at Moderate complexity. You do not need any technical knowledge to move through these stages. FullSpec manages all configuration, integration, and testing work end to end.
Complexity: Moderate. Estimated delivery window: 5 weeks (25 business days). The delivery clock starts at the close of Connect, not payment. Connect must be completed and all credentials confirmed before the build timer begins.
1Connect
Business days 1 to 3
FullSpec
Sends a credentials checklist and a pre-build questionnaire covering your HubSpot pipeline stage names, deal property fields, territory assignment rules, and email template preferences. Reviews your existing HubSpot setup to identify field gaps and naming inconsistencies that would cause misrouting.
You
Complete the pre-build questionnaire, grant API access to HubSpot and Calendly, connect Gmail accounts for each rep who will send automated emails, and confirm the Slack channel for stall alerts. Provide or approve the document listing territory and deal-assignment rules.
2Build
Business days 4 to 20
FullSpec
Builds and configures all three agents in sequence: first the Pipeline Admin Agent (deal validation, owner assignment, Gmail stage emails, and HubSpot task creation), then the Deal Health Monitor (5-day inactivity check and Slack alerting), and finally the Pipeline Reporting Agent (daily HubSpot-to-Sheets sync and close-reason logging). Conducts unit testing on each agent before moving to the next.
You
Remain available to answer questions that arise during build, such as clarifications on stage rules, email template wording, or which Slack channel to use for escalations. No technical action required. Response within one business day keeps the build on track.
3Test
Business days 21 to 23
FullSpec
Runs end-to-end tests using live deal data in a staging environment: validates that emails send from the correct rep Gmail accounts, stall alerts fire at exactly 5 days of inactivity, the Sheets report refreshes on schedule, and close-reason entries log correctly. Shares a test results summary with you before sign-off.
You
Review the test results summary and confirm each output looks correct: check a sample email, verify a Slack alert lands in the right channel, and confirm the Sheets report matches your expected format. Raise any changes within 2 business days so FullSpec can apply fixes before Launch.
4Launch
Business days 24 to 25
FullSpec
Switches all three agents to production, confirms triggers are live, and monitors the first 24 hours of runs for errors or unexpected behaviour. Delivers the full documentation suite including the SOP and Runbook for ongoing management.
You
Brief your sales reps and manager on what is now automated and what is not. The one step that stays manual is logging call and meeting notes. No training session is required beyond sharing the one-page summary FullSpec provides at Launch.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required on your side. All connection and configuration work is handled by the FullSpec team. The table below lists exactly what is needed for each tool and when it must be provided. All credentials should be ready before Connect closes so the build can start without delay.
HubSpot
Private app API key or OAuth connection with access to Deals, Contacts, Tasks, and Pipeline properties. Admin-level access preferred so FullSpec can read and write deal fields.
Before Connect closes
Gmail
OAuth connection for each rep whose Gmail account will send automated stage emails. A Google Workspace admin may need to approve the connection if your organisation restricts third-party app access.
Before Connect closes
Slack
Incoming webhook URL or bot token for the channel where stall alerts will be posted. Confirm the channel name (for example, #pipeline-alerts) during Connect.
Before Connect closes
Google Sheets
Editor access to the pipeline report Sheet where the daily sync will write data. If the Sheet does not exist yet, FullSpec will create it using your preferred structure.
Before Connect closes
Calendly
API key or webhook subscription so that meetings booked via Calendly automatically trigger the Pipeline Admin Agent for new deal creation.
Before Connect closes
Before Connect closes, you must confirm your territory and deal-assignment rules in writing. The Pipeline Admin Agent uses these rules to route every incoming deal to the correct owner and starting stage. If the rules are not documented before the build begins, the agent cannot assign deals accurately and this step will be held until they are provided. A simple table listing rep names, territories or deal-value bands, and default stages is sufficient.
04Your role once live
Once all three agents are in production, the system runs continuously without manual intervention. The table below sets out what your team remains responsible for and what you no longer need to touch.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / sales manager)
Log call and meeting notes in HubSpot after each prospect interaction. Review Slack stall alerts and decide how to re-engage the deal. Update territory or assignment rules if your team structure changes, and notify FullSpec so the agent logic can be adjusted. Check the Google Sheets pipeline report to guide coaching and forecasting decisions.
Manually checking for stalled deals, preparing weekly pipeline exports, assigning deal owners and stages, scheduling follow-up tasks, sending stage-triggered emails, or chasing reps for CRM updates.
FullSpec
Monitor agent health and uptime. Apply fixes if a trigger fails, an API connection breaks, or a tool updates its authentication requirements. Update agent logic when you notify us of rule changes. Provide support via support@gofullspec.com for any questions or issues.
No manual pipeline tasks. FullSpec's responsibility is the reliability and accuracy of the automation layer, not the sales activity it supports.
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05What success looks like
The table below describes what you and your team should expect to see at three milestones after go-live, and what each sign of success tells you about the automation performing as designed.
Timeframe
What to expect
Sign of success
Week 1
All three agents are live and processing real deals. Stage-triggered emails fire within minutes of a deal moving in HubSpot. The first Slack stall alerts appear for any deals already past the 5-day inactivity threshold. The Google Sheets report refreshes on its first scheduled run.
Reps receive at least one automated stage email and at least one stall alert surfaces in Slack without any manager action. The Sheets report shows current-day data with no manual export required.
Month 1
Pipeline admin time drops noticeably for reps. Managers stop spending meeting time chasing status updates and begin using the Sheets report as their primary pipeline view. Stall alerts prompt re-engagement conversations that would previously have been missed until the weekly review.
Reps report spending less time on CRM admin. No stalled deals go unnoticed for more than 5 business days. The Sheets report is referenced in at least one team meeting as the live pipeline source.
Month 3
The automation is running at full volume across approximately 40 active deals and 15 to 25 stage changes per week. Time saved is on track toward the 350-hour annual target. Pipeline data quality is consistently higher because records are validated at creation rather than corrected in bulk.
The team has reclaimed close to 7 hours per week of pipeline admin time. Stall detection is same-day. Pipeline reports are always current. The sales manager's time is spent on coaching and strategy rather than data hygiene.
If anything does not look right in the first week, contact FullSpec at support@gofullspec.com before making manual changes to deal records or agent settings. Most early issues are minor configuration adjustments that the FullSpec team can resolve within one business day.
Next step: review the credentials list in Section 03 and begin gathering tool access ahead of your Connect session. FullSpec will send a calendar invite and a short pre-Connect questionnaire as soon as your build is confirmed. If you have questions before then, reach out at support@gofullspec.com and the FullSpec team will respond within one business day.
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