← caelith labs
artefact · 02 · 03
operations sprint — handover runbook.
Anonymized template · v0.1 · 8 sections
SAMPLE
This is the runbook shape every Operations Sprint engagement ships with — anonymized for review. Real engagement runbooks include named systems, named team members, and engagement-specific workflows. The structure below is the actual handover artefact.
§ 1system map
What we built. Three connected layers:
- CRM (Attio) — single source of truth for clients, contacts, pipelines, deals
- Intake (Calendly + form) — routes inbound to the right partner
- Project hub (Notion) — engagement tracking, document handoff, time-to-close metrics
who owns what
| System | Primary owner | Admin backup |
|---|
| Attio workspace | <ops lead> | <partner> |
| Calendly account | <ops lead email> | — |
| Notion workspace | existing — 3 new DBs added | <partner> |
| Vendor accounts | see § 6 (credentials) |
§ 2daily · weekly · monthly procedures
daily (5 min)
- Review Attio "Today's tasks" view — any due-today follow-ups
- Check Calendly bookings queue — confirm overnight inbounds routed correctly
weekly (30 min, Friday)
- Pipeline review with partner: open opportunities by stage
- Stale-lead check: any contact >14 days no follow-up gets flagged
- Notion dashboard: previous week's deals closed, average cycle time
- Vendor-bill check: Attio + Calendly + Notion usage stays within plan
monthly (1 hour, first Monday)
- Pipeline metrics review: conversion rates by service line
- Data hygiene: dedupe Attio contacts, archive >180-day-cold leads
- Backup verify: Notion export to <your local storage>
§ 3common tasks — step-by-step
add a new pipeline stage in Attio
- Open Attio workspace · sidebar → "Records" → select the relevant object (Opportunities, Companies, etc.)
- Click the kanban icon (top-right of the record view)
- Click "+" at the end of the stage row · name the stage
- Set the stage's probability field (used for forecast roll-up in the Notion dashboard)
- If the stage triggers automation (notification, task creation): see § 3.4 "sync Attio → Notion"
onboard a new team member to the CRM
- Attio: Settings → Members → Invite · set role (Admin / Member / Viewer)
- Calendly: Account → Teams → Invite · assign to the right routing pool
- Notion: ensure they have access to the project hub workspace
- 1Password vault: share the
<firm name> Ops vault with their account
- Walk them through this runbook (15 min)
set up Calendly routing for a new service line
- Create a new Calendly event type · name it after the service line
- Set the routing form: which partner gets which inbound (by industry / size / urgency)
- Connect to Attio: Calendly → Integrations → Attio · map fields (name, email, company → Attio Contact)
- Test: book yourself a test slot · verify the contact lands in Attio with correct pipeline assignment
sync Attio → Notion (manual)
- Open Attio · Opportunities view · filter "stage = Won this week"
- Export selected → CSV
- Notion · "Engagements" database · import CSV · map columns
- Update the Notion dashboard with the weekly close count
Automation path (if n8n is in scope): the Attio webhook fires on stage change; n8n picks it up and writes to Notion via the API. Manual sync above is the fallback.
migrate inbound from email-only to Calendly-form
- Add a Calendly link to the firm's website "Get in touch" section
- Configure email auto-reply for contact@<firm> to gently suggest the Calendly link for booking
- Run for 30 days; review uptake rate; adjust messaging if uptake <40%
§ 4troubleshooting — top 5 known issues
Issue 01
"Attio webhook to Notion isn't firing."
Diagnosis: Check Attio webhook log (Settings → Integrations → Webhooks → History). If green, check n8n run history. If yellow/red, check the Notion API integration token hasn't expired.
Recovery: Re-trigger via the manual sync (§ 3.4). Rotate the Notion token if needed (§ 6).
Issue 02
"Duplicate contacts after Pipedrive migration."
Diagnosis: Attio's import dedupes on email; duplicates usually mean the source had multiple email fields per contact.
Recovery: Attio · Contacts view · sort by email · merge duplicates (Attio has a built-in merge tool). Document the merge in the change log (§ 8).
Issue 03
"Calendly form routing to the wrong partner."
Diagnosis: Routing form logic has hit an edge case (likely a multi-criteria rule with overlap).
Recovery: Calendly · Routing → audit the rule order. Calendly evaluates top-down; reorder so most-specific rules fire first.
Issue 04
"Notion dashboard not refreshing weekly numbers."
Diagnosis: Either the sync didn't run (see Issue 01) or the dashboard formula has stale relations.
Recovery: Open the Notion dashboard · refresh the database queries (right-click → refresh). If still stale, rebuild the relation (15 min).
Issue 05
"User says they can't see their contacts in Attio after onboarding."
Diagnosis: Either Attio role permissions or a view-level filter is hiding records from them.
Recovery: Settings → Members → check their role · then on the relevant view check the filter pane for "Only show records assigned to me" toggles.
escalation path
| What broke | Call first | Call second |
|---|
| Vendor account / billing | Vendor support | — |
| Workflow logic seam | Julian — caelith labs | Vendor if needed |
| "We need a new service line" | Julian — caelith labs | — |
| Pipeline-wide failure | Julian + vendor support in parallel | — |
§ 5maintenance schedule
| Cadence | Task | Owner |
|---|
| Daily | Today's-tasks review | Ops lead |
| Weekly · Fri | Pipeline review | Partner + ops lead |
| Monthly · 1st Mon | Data hygiene + backup verify | Ops lead |
| Quarterly | Architecture review | Partner |
| Quarterly | Vendor cost review | Partner |
| Yearly | DPA + sub-processor renewal check | Partner |
§ 6credentials + access
where credentials live
1Password vault <firm name> Ops, shared with the partner + ops lead. Set up during engagement week 3.
rotation policy
| Credential | Rotate every | Trigger |
|---|
| Attio API key | 180 days | On team-member exit |
| Calendly OAuth token | 365 days | On team-member exit |
| Notion integration token | 365 days | — |
| n8n credentials (if in scope) | 180 days | On team-member exit |
sub-processors — your data routes through
- Attio (CRM data) — EU-hosted
- Calendly (booking metadata) — US-hosted, SCCs in place
- Notion (project tracking) — US-hosted, SCCs in place
- Anthropic Claude (if AI features active) — US-hosted, EU–US DPF safeguards, no-train-by-default
DPAs on file with each. Renewals tracked in <your compliance calendar>.
§ 730-day open line
Caelith Labs is available for follow-up questions for 30 days post-handover, free of charge.
After 30 days, optional retainer available (€1,500–€2,500 / month, billed quarterly). Discussed at handover, never required.
§ 8change log
| Date | Change | Author |
|---|
| W3 Day 4 | Initial handover | Julian Laycock |
| — | — | — |
| — | — | — |
Append new entries on top. Every change to the system should land in this table — keeps the runbook trustworthy.