CRM Handoff Plan — Ben Takes Over Automations
Overview
Ben is taking over Citrus CRM automation work from Chris. This article documents the handoff plan defined in a weekly call with Mark on 2026-04-05, with a hard deadline of a client call with Miriam the following Thursday.
Attendees: Ben San Fratello, Mark Hope
Client contact: Miriam (Citrus America)
Related client: [1]
Context
- Ben committed during a Citrus client call to taking over the CRM automation work previously owned by Chris.
- Ben has no prior HubSpot backend/build experience and currently holds only viewer-level access to the HubSpot account.
- Miriam's specific expectations for the Thursday call are unclear — she did not enumerate outstanding items during the prior meeting.
- A ClickUp task with relevant Fathom recordings already exists and Ben has begun reviewing it.
Handoff Plan (3 Steps)
Mark outlined the following sequence to get Ben ready before Thursday:
1. Compile Automation Spec List (Ben — due same day)
Review past Fathom recordings to extract all automations Chris was working on or that Citrus expects to be built.
Format each item as:
Trigger → Action
e.g., "This thing happens → This other thing happens"
2. Audit Session with Mark (Mon or Tue — 1 hour)
Ben and Mark meet to go through the spec list together and:
- Identify which automations are already complete
- Identify which are incomplete and define next steps for each
3. Secure HubSpot Build Access (Ben — ASAP)
Ben needs to be elevated from viewer to a permission level that allows building automations in the HubSpot backend before any hands-on work can begin.
Key Decisions
- Ben will own the Citrus CRM automation work going forward.
- The spec list format (
Trigger → Action) is the agreed standard for documenting automation requirements. - Mark will join the Thursday client call with Miriam.
Action Items
| Owner | Task | Due |
|---|---|---|
| Ben | Compile automation spec list from past Fathom recordings | 2026-04-05 (same day) |
| Ben | Schedule 1-hour audit meeting with Mark | Mon 2026-04-07 or Tue 2026-04-08 |
| Ben | Secure HubSpot build-level access | ASAP |
Deadline
All prep (spec list + audit) must be complete before the Thursday client call with Miriam (2026-04-10).
Transcript Excerpts
Mark: "What we need to do, like, as soon as you can, get a summary of what automations they're expecting, and what they're supposed to do… This thing results in this thing happening… Whatever they think the automations are, just get a list of them."
Mark: "Then what you and I can do together is go through and look at them and see which ones are already done and which ones that are not already done and figure out what we need to do to get them done."
Mark: "Go through that today and then schedule a time with me Monday or Tuesday to go through it… book at least an hour."