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Completion of the Implementation Timeline and Data Gathering Spreadsheet

To outline the process for completing the Implementation Timeline and Data Gathering Spreadsheet prior to the client kickoff call, ensuring that all critical client information—such as company details, tax setup, payroll schedule, benefits, and goals

Scope

This SOP applies to all Implementation Specialists (IS) responsible for onboarding new HR Butler clients between the time of assignment and the scheduled kickoff call.

Responsibilities

Role Responsibilities
Implementation Specialist (IS) Completes the Implementation Timeline and Data Gathering Spreadsheet with accurate client information prior to the kickoff call.
Implementation Manager Reviews and verifies that the spreadsheet is complete before the kickoff call is held.
Sales Administrator (if applicable) Ensures all client documents and signed agreements are provided to the Implementation Specialist at the time of assignment.

Procedure

This is required to be completed for every new client that is assigned to the Implementation Specialist.

A. Timing

  • The Implementation Specialist must complete the Implementation Timeline and Data Gathering Spreadsheet between client assignment and no later than one week prior to the kickoff call.

  • This allows adequate time for review and ensures all necessary data is prepared for discussion during the kickoff.

B. Accessing the Spreadsheet

  1. Implementation Timeline & Data Gathering

  2. Save a working copy locally and update with client-specific data as outlined below.

C. Completing the Spreadsheet

The spreadsheet is divided into several key sections. Each section must be reviewed and filled in using the most accurate and up-to-date information available from Sales and client documentation.

Section Description Source of Information
Client Information Basic company details including legal name, EIN, address, contact names, phone numbers, and email addresses. Sales packet, client agreements, HubSpot ticket, Hubspot Survey
Goals & Milestones Capture HR Butler Goals, desired go-live date, go live details, HR Butler Contact info, Client Contact Info Hubspot ticket/Hubspot Survey
Tax Setup Include federal, state, and local tax information, registration numbers, and unemployment account details. Tax forms (SS-4, 941, SUI letter), client documents
Payroll Schedule Document pay frequency, pay period start/end dates, check dates, and funding method (ACH, drawdown, live check, etc.). Hubspot ticket/Hubspot Survey
Benefits Setup List all employee benefits such as medical, dental, vision, life insurance, 401(k), etc. Include plan documents if available. Client benefits documentation
Employee Data Preparation Note the number of employees, payroll method (DD, live check, pay card), and data source for prior comp. Client-provided files, prior payroll reports
Key Contacts Identify the client’s payroll, HR, and benefits points of contact. Include backup contacts. Provided by client
Implementation Tasks & Deadlines Record internal and client deliverables, assigned owners, and due dates. Services in Hubspot ticket & on proposal, prior payroll reports 

D. Review and Verification

  1. Review all data for accuracy and completeness.

  2. Cross-check information with:

    • Client sales documents

    • Tax registration letters

    • Implementation forms (ACH, POA, 8655, etc.)

    • HubSpot ticket data

    • Hubspot Survey data

  3. Submit the completed spreadsheet to the Implementation Manager for review at least one week prior to the kickoff call.

E. Uploading and Sharing

  1. Once reviewed and finalized, upload the completed spreadsheet to:
    SharePoint → Client Folder → Client

  2. Attach the finalized spreadsheet to the Kickoff Call email sent to the client.

  3. Confirm upload in HubSpot by noting “Implementation Timeline & Data Gathering Spreadsheet Completed” in the notes section.

F. During the Kickoff Call

See the Kick Off Call SOP

  • Use the completed spreadsheet to guide discussion points, confirm data accuracy, and assign any remaining deliverables to the client.

  • Note updates or corrections during the meeting and upload the revised version post-call.

Quality Control Checklist

Task Responsible Party Verified By Date Completed
Spreadsheet accessed from client folder IS    
All client data fields populated IS    
Outstanding items noted and follow-up initiated IS    
Spreadsheet reviewed by Implementation Manager Implementation Manager    
Final version uploaded to SharePoint IS    
Logged in HubSpot as completed IS