3.4 Cycle Planner Auto-Draft

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 Drive 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

3.4 Cycle Planner Auto-Draft

How it works, architecture decisions, and troubleshooting