11. Sign-Off & Go-Live

Sign-Off & Go-Live

Outcome: Feedback implemented, workflow deployed, client transitioned to Accelerator Trigger: UAT complete, client happy with workflow Duration: 2-3 hours

Role Clarification

Role	Responsibility
Dev	Implement feedback, prepare workflow, deploy, documentation, folder move
Ben	Sign-off call, payment, Accelerator enrollment, scope decisions

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Quick Reference

Step	Action	Time
1	Implement UAT feedback (skip if none)	1-2 hrs
2	Prepare final workflow	30 min
3	Book Ben's sign-off call	10 min
4	Handle post-call scenarios	Variable
5	Deploy to production	15 min
6	Create handover documentation	30 min
7	Move client to Accelerator folder	5 min

---

Full Guide

Part 1: Implement UAT Feedback

Skip this step if: Client approved with no changes, or workflow didn't require formal UAT (e.g., simple automations, internal tools). → Go directly to Part 2.

Capture & Categorize

Create: clients/{CODE}/context/feedback/uat-feedback-{DATE}.md

# UAT Feedback - {Workflow Name}
Date: {DATE}

| # | Priority | Description | Action | Status |
|---|----------|-------------|--------|--------|
| 1 | Critical | ... | Fix | Done |
| 2 | High | ... | Fix | In Progress |
| 3 | Medium | ... | Fix | Pending |
| 4 | Low | ... | Phase 2 | Documented |

Priority Actions

Priority	Action	Timeline
Critical	Blocker - fix immediately	Same day
High	Core functionality	Before go-live
Medium	Enhancement	Before go-live
Low	Nice-to-have	Queue for Phase 2

Implement & Test

For each critical/high/medium item:

1. Make the change

2. Test the change

3. Document what was changed

4. Run full regression test

---

Part 2: Prepare Final Workflow

Workflow Cleanup

• Remove all test data

• Update tags: status-uat → status-production

• Verify credentials are CLIENT credentials (not dev)

• Export final JSON to {client}/workflows/{CODE}-{NNN}/

Update Workflow README

clients/{CODE}/workflows/README.md:

# {Client Name} Workflows

## Production Workflows

### {Workflow Name}
- Status: Production
- Deployed: {DATE}
- Trigger: {Description}
- Dependencies: {List}

## Maintenance Notes
{Any special considerations}

---

Part 3: Book Ben's Sign-Off Call

Objective: Schedule Ben to handle formal sign-off, payment, and Accelerator enrollment.

Confirm Client Readiness

Ask the user:

Is the client happy with the workflow and ready for the formal sign-off call with Ben?

If no → loop back to Part 1.

Check Ben's Availability

Use Google Calendar MCP:

1. Check Ben's availability for next 5 business days

2. Find 30-minute slots during business hours (9am-5pm AEST)

3. Identify 2 suitable times

Propose Times

Present to user (who relays to client):

Ben is available for the sign-off call at:
- Option A: {Day}, {Date} at {Time} AEST
- Option B: {Day}, {Date} at {Time} AEST

What Ben Handles

• Formal sign-off and approval

• Payment collection

• AI Accelerator enrollment

• Scope/pricing decisions

• Feature request assessment

Dev does NOT attend this call.

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Part 4: Handle Post-Call Scenarios

After Ben's call completes:

Scenario A: Happy Path ✅

Client approved, payment received. → Proceed to Part 5

Scenario B: Feature Request

Ben messages dev with scope details:

1. Assess the request

2. Implement the feature

3. Re-test

4. Return to Part 5

Scenario C: Internal Deployment

For workflows without external client sign-off: → See SOP 15 (Internal Deployment) - coming soon

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Part 5: Deploy to Production

Pre-Deployment Checklist

• Ben's sign-off call completed

• Production credentials verified

• Avoid peak hours for deployment

Deploy

1. Activate workflow in n8n (toggle ON)

2. Verify trigger is receiving data

3. Monitor first 3-5 executions

4. Confirm successful runs (green checkmarks)

Update Settings

clients/{CODE}/settings.json:

{
  "lifecycle": {
    "stage": "production",
    "stage_entered_date": "{YYYY-MM-DD}",
    "sign_off_date": "{YYYY-MM-DD}"
  },
  "workflows": [
    {
      "name": "{Workflow Name}",
      "id": "{n8n-workflow-id}",
      "status": "active",
      "deployed": "{DATE}",
      "environment": "production"
    }
  ]
}

Rollback Plan

If critical issues occur:

1. Deactivate workflow immediately

2. Notify client of temporary pause

3. Investigate root cause

4. Fix and redeploy

---

Part 6: Handover Documentation

Generate Handoff Verification

/create-handoff-verification {CODE}

This skill:

• Extracts scope commitments from Technical Proposal

• Reads settings.json for workflow inventory

• Creates verification document

Fill all {ENGINEER_FILLS} markers:

• Proof links (n8n execution URLs, test screenshots)

• Test metrics (pass/fail counts)

• Go-live date

Create HANDOVER.md

clients/{CODE}/context/docs/HANDOVER.md:

# Handover Document: {Client Name}

## Workflow Summary
| Workflow | Status | Deployed |
|----------|--------|----------|
| {Name} | Production | {DATE} |

## How It Works
{Business-friendly explanation}

## Monitoring
- Check n8n dashboard weekly
- Review error notifications
- Monthly performance review

## Known Limitations
- {Limitation 1}
- {Limitation 2}

## Support Contacts
- Technical: [email protected]
- Account: [email protected]

## Change Request Process
1. Email support with request
2. Assessment within 48 hours
3. Estimate provided
4. Approval and scheduling
5. Implementation and deployment

---

Part 7: Move to Accelerator Folder

CRITICAL: This transitions the client from AI Automator to AI Accelerator.

Move Command

git mv ai-automator/{client} ai-accelerator/{client}

Commit

git commit -m "chore({CODE}): Move to AI Accelerator

Client completed AI Automator.
Transitioning to ongoing support.

Co-Authored-By: Claude Opus 4.5 <[email protected]>"

Verify

• Folder exists in ai-accelerator/

• Folder removed from ai-automator/

• No broken path references

---

Email Templates

go-live

When to send: After successful deployment, first executions verified Sent by: Ben (after sign-off call) or Dev (if delegated)

Subject: Live: {Workflow} is now active!

Hey {Name},

Great news - your {Workflow} is now live!

What's Happening:
• Workflow is active and processing real data
• First executions verified - all successful

Our Monitoring:
• Watching all executions for 48 hours
• Any issues flagged immediately

Congrats on going live!

Cheers,
{Sender Name}
The Entourage AI

---

Verify

• All critical/high/medium feedback implemented

• Final testing passed

• Ben's sign-off call completed

• Workflow deployed to production

• First 5 executions successful

• settings.json updated (stage: "production")

• HANDOVER.md created

• Handoff verification generated

• Client folder moved: ai-automator/ → ai-accelerator/

• Git commit for folder move

---

Notes

• SOP 15 (Internal Deployment): For workflows without external client sign-off, use SOP 15 instead.

• Ben's Role: All payment, pricing, and scope discussions go through Ben.

• Folder Structure: Moving to ai-accelerator/ signals ongoing support, not project delivery.

Next: Accelerator Kickoff (Ben schedules welcome call)