Automation agency · Client services
Quarterly automation health review
Show support clients every quarter what their automations did, what went wrong and what could break next. The client shares what is changing on their side through a shared link, the report is approved before they see it, and every improvement they approve becomes a planned piece of work.
- Duration: 2 to 4 weeks
- How often: Every quarter, for each support client
- Steps: 8 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
Free plan, no credit card needed.
What changes with this template
Without it
Support clients only hear from the agency when something breaks.
Credentials expire and connected apps change without warning.
The review report is put together the night before the meeting.
Improvement ideas are forgotten after the meeting.
With it
Every quarter the client gets a report of what ran, what failed and what is coming.
Expiring credentials and announced changes are listed and scheduled every quarter.
An AI agent drafts the report from the health data, and the solutions architect approves it.
The client approves improvements on the shared link, and each one becomes a change request.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
A quarter ends for a client on an automation support retainer. The delivery manager starts a run with the client name and the review meeting date.
- 1
Book the review and share the link
Week 1Delivery manager · Team
Book the review meeting and send the client contact the shared run link, so they can tell you what is changing on their side.
Checklist
- Review meeting booked
- Shared link sent to the client contact
Fields to fill in
- Client name (required)
- Review meeting date (required)
- Client contact email (required)
- 2
Share what is changing in your business
Week 1Client contact · Shared link
Through the shared link, the client notes changes in their systems and processes, plans for next quarter, and how well the automations served them.
Checklist
- Coming system changes listed
- Processes you want automated next listed
Fields to fill in
- Changes in your systems or processes (required)
- Plans for next quarter
- How well the automations served you (required)
- 3
Collect the health data
Weeks 1 to 2Automation engineer · Team
For each automation, record the run volume, failures and their causes, credentials that expire next quarter and changes announced by connected apps.
Checklist
- Runs and failures per automation noted
- Credentials expiring next quarter listed
- Announced changes in connected apps checked
- Usage against plan limits checked
Fields to fill in
- Health data per automation (required)
- Failures this quarter (required)
- Link to the run history export
- 4
Draft the health report
Week 2Health report writer · AI agent
The health report writer turns the client's input and the health data into a report: what ran, what failed and why, risks for next quarter and proposed improvements.
Fields to fill in
- Draft health report (required)
Checked by: The solutions architect corrects and approves the report in step 5.
- 5
Approve the report and the proposals
Hidden from the shared linkWeek 2Solutions architect · Team
Correct the report, check every risk against the health data, and decide which improvements to propose and at what price.
Checklist
- Every risk is backed by the health data
- Each improvement has an estimate
- Wording is right for the client
Fields to fill in
- Link to the final report (required)
- Proposed improvements and estimates (required)
Approval: Nothing goes to the client until the solutions architect approves the report.
- 6
Hold the review meeting
Week 3Delivery manager · Team
Walk the client through the report, the risks and the proposed improvements, email them the report, and agree priorities for next quarter.
Checklist
- Report walked through
- Owner and date agreed for each risk
- Priorities for next quarter agreed
Fields to fill in
- Meeting notes (required)
- 7
Choose next quarter's improvements
Week 3Client contact · Shared link
Using the report the delivery manager emailed, the client records through the shared link which improvements they approve and which they postpone.
Fields to fill in
- Improvements you approve (required)
- Improvements to postpone
- Purchase order or reference
- 8
Plan the follow-up work
Weeks 3 to 4Delivery manager · Team
Start a change request for each approved improvement, schedule the credential renewals and book the next review.
Checklist
- Change request started for each approved improvement
- Credential renewals scheduled
- Next review booked
Fields to fill in
- Next review date (required)
Done when
The client has reviewed an approved health report, chosen next quarter's improvements, and every risk found has an owner and a date.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Health report writer
Turns the client's input and the health data into a quarterly report.
What it does
- Reads the client's input and the health data on the run
- Writes what ran, what failed and why, and the risks for next quarter
- Proposes improvements for the solutions architect to decide on
- Records the draft report in its step
Checked by: The solutions architect corrects and approves the report in step 5.
Questions this template answers
Check run volumes, failures and their causes, credentials about to expire, announced changes in connected apps and usage against plan limits for every automation. Step 3 holds a checklist item for each of these, and step 4 turns the results into a report.
Show them what ran, what failed and how it was handled, next to what is likely to change next quarter. Step 4 drafts that report from the health data, and in step 6 the delivery manager walks the client through it.
Look ahead for expiring credentials, changes announced by connected apps, platform limits and changes in the client's own systems. Step 2 asks the client about coming changes through the shared link, and step 3 lists expiring credentials and announced changes for each automation.
Let AI turn the health data and the client's input into a first report, and have an expert approve it before the client sees it. In step 4 the health report writer drafts the report and proposes improvements, and step 5 is an approval gate where the solutions architect corrects it.
Propose improvements that come from the client's own data and let them choose in writing. In step 7 the client approves or postpones each improvement through the shared link, and step 8 starts a change request for each approved one.
Review every support client's automations once a quarter, and earlier when their systems change. Step 8 books the next review before the run closes, so no quarter is skipped.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.