FS-DOC-01Operations
Launch Plan
Sales Rep Activity Tracking
[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 four build stages work, what FullSpec needs from you to get started, what your team does once the automation is running, and how to tell whether it is working. FullSpec handles all of the technical build, testing, and deployment end to end. Your role is to provide tool access, confirm one configuration decision, and brief your reps when the time comes.
01What you're launching
Today, your sales reps spend several minutes after every call, meeting, and email opening HubSpot, writing notes, selecting outcome fields, and creating follow-up tasks. The sales manager then spends time each week chasing missing logs before pipeline reviews and manually assembling a spreadsheet report. This automation removes that entire cycle. Activity signals from Gmail, Google Calendar, and Zoom are detected automatically and converted into structured HubSpot log entries, follow-up tasks, and a daily Slack digest, without any rep or manager effort. The two steps that remain with your team are backfilling activities that happen outside the monitored channels, such as in-person visits with no calendar entry, and reviewing AI-generated notes for deals in late-stage negotiation.
Process
Sales Rep Activity Tracking
Trigger
A Google Calendar event ends, a Zoom meeting concludes, or an outbound Gmail is sent to a HubSpot contact
Final output
A structured HubSpot activity log, a follow-up task assigned to the rep, an updated Google Sheets tracker row, and a morning Slack digest posted to the sales channel
Agents being built
3 agents: Activity Capture Agent, Follow-Up and Task Agent, Reporting and Nudge Agent
Tools involved
HubSpot, Gmail, Google Calendar, Zoom, Google Sheets, Slack
Volume
Approximately 120 logged activities per rep per month, approximately 360 automation runs per month across the team
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02How the build works
The build runs across four stages: Connect, Build, Test, and Launch. FullSpec leads every stage. The Connect stage is where credentials are confirmed and any HubSpot property mapping is agreed. Build covers all three agents. Test runs a live pilot with two reps to confirm note quality and task accuracy before the full team goes live. Launch is the final handoff, rep briefing, and go-live sign-off. Your team's involvement is light at every stage: you provide access, confirm one decision, and join a short briefing call at the end.
Complexity: Moderate. Estimated delivery: 3 to 4 weeks (approximately 22 build hours). The delivery clock starts at the close of Connect, not payment. Quick turnaround on tool credentials and HubSpot property confirmation keeps the timeline on track.
1Connect
Business days 1 to 3
FullSpec
Reviews your confirmed process map and tooling list. Sends you a credential checklist for HubSpot, Gmail, Google Calendar, Zoom, and Slack. Maps existing HubSpot activity types and outcome fields so agents write to the correct properties. Confirms Zoom cloud recording and auto-transcription status. Closes Connect with a written scope confirmation.
You
Share API credentials and connection access for each tool using the checklist FullSpec provides. Confirm which HubSpot activity types and outcome values are in use. Confirm one configuration decision (see Section 03). Reply to any clarifying questions within one business day to keep the clock moving.
2Build
Business days 4 to 15
FullSpec
Builds the Activity Capture Agent (Gmail, Calendar, and Zoom triggers, contact-matching logic, and structured note generation). Builds the Follow-Up and Task Agent (next-step extraction and HubSpot task creation). Builds the Reporting and Nudge Agent (evening HubSpot query, Google Sheets append, and Slack digest formatter). Runs internal unit tests on each agent before moving to Test.
You
No active involvement required during Build. Remain available by email for any configuration questions that arise. FullSpec will not need more than one short reply per agent if scoping was thorough in Connect.
3Test
Business days 16 to 20
FullSpec
Runs a one-week live pilot with two reps. Monitors note quality across call types, verifies task date extraction, confirms the Slack digest formats correctly for multiple reps, and checks Google Sheets rows are appending as expected. Logs and fixes any issues before full go-live.
You
Nominate two pilot reps ahead of Test week. Ask the pilot reps to flag any note that looks wrong or any task with an incorrect due date. Share that feedback with FullSpec within 24 hours of it arising so fixes can be applied before Launch.
FullSpec
Confirms all agents are passing quality checks and running on schedule. Delivers the SOP and monitoring runbook. Joins a 30-minute handoff call to walk through the live system. Provides post-launch monitoring for the first two weeks and handles any issues via support@gofullspec.com.
You
Brief your full rep team: explain that activity logging is now automated, confirm which steps they still own (unmatched contacts and late-stage note review), and set expectations on the Slack digest. Sign off on go-live. Point the team to support@gofullspec.com for any questions after handoff.
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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. Everything below is a login, an API key, or a permission setting that already exists in tools your team uses every day. The checklist FullSpec sends at the start of Connect walks you through each one step by step.
HubSpot
A Private App token with scopes covering contacts, deals, activities (engagements), and tasks. Admin access to confirm property names for activity type and outcome fields.
Before Connect closes
Gmail
OAuth connection authorised by the inbox used for outbound sales emails. Read access to sent messages is sufficient.
Before Connect closes
Google Calendar
OAuth connection to the calendar(s) used to schedule prospect and customer meetings. Read access to event titles, attendees, and timestamps.
Before Connect closes
Zoom
A Server-to-Server OAuth app (or equivalent account-level integration) with access to meeting recordings and transcripts. Cloud recording and auto-transcription must be enabled on the Zoom account.
Before Connect closes
Google Sheets
Edit access to the activity tracker spreadsheet, or confirmation that FullSpec can create a new sheet in a shared Drive folder.
Before Connect closes
Slack
A Slack app installation with permission to post to the designated sales channel. The channel name or ID must be confirmed.
Before Connect closes
One decision to confirm before Connect closes: which deal stages, if any, should require a rep to review and approve the AI-generated note before it is saved to HubSpot? For late-stage negotiations, a review step is strongly recommended in the first 30 days. FullSpec will build the flow either way, but this setting must be agreed before the Activity Capture Agent build begins.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner and sales manager)
Review the daily Slack digest each morning. Triage any contacts flagged as unmatched and create those records in HubSpot manually. Spot-check AI-generated notes on late-stage deals during the first 30 days. Brief any new reps joining the team on how the automation works and which two steps remain manual.
Writing manual call notes in HubSpot. Logging activity types and outcomes after each interaction. Chasing reps for missing log updates before pipeline reviews. Exporting activity data to Google Sheets. Formatting and distributing the weekly activity summary.
FullSpec
Monitors the automation platform for failed runs and resolves any issues. Maintains the integration connections as tool APIs update. Responds to support requests at support@gofullspec.com. Reviews automation health at agreed intervals and alerts you to any pattern of failures or declining match rates.
No ongoing action is required from your team for the automated steps. FullSpec owns the technical layer end to end.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The two pilot reps have their calls, meetings, and emails logging automatically to HubSpot. A small number of contacts may not match (typically new prospects not yet in the CRM). The Slack digest posts each morning and the Google Sheets tracker is updating without manual exports.
At least 85% of activities are logging without rep input. No missed activities for contacts already in HubSpot. Pilot reps report no action needed after calls.
Month 1
The full rep team is live. HubSpot activity completeness is climbing toward 90%. Managers are using the Slack digest instead of chasing reps individually. Follow-up tasks are appearing on deal records without reps creating them. The late-stage note review step, if configured, is running smoothly.
CRM activity completeness above 90% (up from 55 to 65%). Manager chase time eliminated. Rep logging time reduced to under 20 minutes per week. First pipeline review run entirely from live HubSpot data.
Month 3
The automation is running without intervention. Activity data is consistent enough to support rep coaching conversations based on evidence rather than memory. The weekly activity report is produced automatically and distributed via Slack without any manual formatting. The team is saving approximately 5 hours per week in total.
250 hours saved annually on track. Annual staff cost of logging reduced from $7,800 to $1,560. Build cost recovered within 4 months of go-live. Pipeline reviews and forecast conversations driven by accurate, real-time CRM data.
Next step: FullSpec will send you the credential checklist and a short scope confirmation within one business day of you approving this plan. Completing the checklist and confirming the late-stage note review decision closes Connect and starts the build clock. If you have any questions before then, reach out to support@gofullspec.com and the team will respond the same business day.
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