---
title: 3.4 Cycle Planner Auto-Draft
description: Cycle Planner
---

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# 3.4 Cycle Planner Auto-Draft

## How it works, architecture decisions, and troubleshooting

**What is a cycle planner?**

A cycle planner is a Google Doc created for every 2-week delivery cycle with a client. It contains: the definition of done, inclusions/exclusions, open questions, a task table with owners and statuses. As of Cycle 3, cycle planners are shared with clients.

**Trigger**

| **When it fires** | Same trigger as the recap automation — Fellow.ai webhook fires when meeting notes are ready. The cycle planner scenario runs in parallel with the recap scenario. |
| --- | --- |

**Step-by-step flow**

| **Step** | **Tool** | **What happens** |
| --- | --- | --- |
| **1. Fellow webhook received** | Fellow.ai → Make.com | Same trigger as recap |
| **2. Validate attendance** | Make.com | If no attendees joined, sequence STOPS — same guard as recap automation |
| **3. Validate transcript quality** | Make.com | Checks if the Fellow transcript has sufficient content. If the transcript is empty or too short (no legitimate meeting content), sequence STOPS — no planner is generated. |
| **4. Detect meeting cadence** | Make.com | Reads the meeting title to determine if this is a weekly or bi-weekly client meeting. The prompt and template structure differ based on cadence. |
| **5. Find previous cycle planner** | Google Drive | Searches the client's folder for the most recent cycle planner by modified date |
| **6. Copy the previous planner** | Google Drive | Makes a copy of the previous planner — preserves structure and client context. Does NOT copy a blank template. |
| **7. Generate new content** | Anthropic API (Claude) | Sends Fellow action items + decisions + cadence type to Claude → returns updated Definition of Done rows, task table entries, and open questions |
| **8. Insert content into doc** | Google Docs API | Make.com inserts Claude's output into the copied document |
| **9. Create HubSpot Project** | HubSpot | Creates a new Project record for this cycle, linked to the client deal |
| **10. Add Google Doc link** | HubSpot | Updates the HubSpot Project with the Google Doc URL |
| **11. Post to Slack** | Slack | Posts the draft link to the architect's client channel: 'Cycle planner draft ready for \[Client\] — review and finalize before sharing' |

**IMPORTANT: why cycle planners are standalone Google Docs**

| **Architecture decision** | Cycle planners are created as individual standalone Google Docs — NOT as tabs inside a master roadmap document. This is a deliberate architectural decision, not a bug. Google Docs tabs cannot be created programmatically via the Google Docs API. Any future maintainer should NOT attempt to 'fix' this back to tabs. |
| --- | --- |

**Google Doc naming convention**

| **Format** | \[Client Name\] — Weekly or 2-Week Cycle Planner — \[Start Date\] - \[End Date\] Example: MTMC — 2-Week Cycle Planner — March 26 - April 2nd 2026 |
| --- | --- |

**Fellow.ai coverage gaps**

Vannoppen and Nuance Medical do not use Fellow. Cycle planners do NOT auto-generate for these clients.

**Troubleshooting**

| **Symptom** | **Likely cause** | **Fix** |
| --- | --- | --- |
| **No draft created after meeting** | Attendance guard triggered (no-show), transcript too short, or Google Drive permission error | Check Make.com log — identify which guard or module stopped the sequence |
| **Draft created but content is empty** | AI API timed out or Fellow notes too short | Check AI API module — re-run manually if timeout |
| **HubSpot Project not created** | HubSpot API error or deal not found | Check the HubSpot module — confirm deal exists and is linked to correct contact |
| **Weekly/bi-weekly detected incorrectly** | Meeting title doesn't include cadence signal | Check the meeting title — it should include 'Weekly' or 'Bi-Weekly' for the detection to work correctly |

 

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