For AI Consultants & Automation Agencies
Change request template for automation consultants
“Can we just add one more field?” Before you touch the workflow, get clear on what that changes. Copy this template and adapt it to your client’s request.
Fill it in before you open the workflow.
Plain text, so it pastes cleanly into an email, a doc or your project tool. Leave out anything that doesn’t apply.
Blank template
Change request
Draft. Not approved. Work has not started.
Request details
- Client
- Request date
- Consultant
- Affected workflow
The client's request
Paste it word for word, as they sent it.
- Original request
The change
- What happens today
- Requested result
Scope
- Included in this change
- Not included in this request
Before work starts
- Dependencies
- Access needed
- Open questions
Effect on delivery
Write "To confirm" for anything you don't know yet.
- Timing
- To confirm
- Fees
- To confirm
- Ongoing support
- To confirm
Proposed checks
The plan. None of these have been run yet.
- How the result will be checked
- Failure cases to test
- Rollback plan
Approval
- Scope version being approved
- Who needs to approve
- Decision
- Not decided (Approved / Changes requested / Declined)
- Decision date
Check results
Fill this in only after the work is done and the checks have run.
- Checked by
- Date checked
- What happened
Routing leads by ZIP code instead of round robin.
Dana from Halfmoon Solar (fictional, but you’ve met her) wants each web quote to go to the rep who covers that area. Here is the request Sam sends back before touching the router.
Completed example
Change request: route web quotes by ZIP code
Sent for approval. Waiting for Dana's decision. Work has not started.
Request details
- Client
- Halfmoon Solar
- Request date
- Thursday, 9:47 PM
- Consultant
- Sam Okafor, Cedar Automation
- Affected workflow
- Web quote router in n8n, which assigns new website quotes to a rep in HubSpot
The client's request
- Original request
- “Can we route web quotes by ZIP code? Marco got 14 last week. Jess got 2.”
The change
- What happens today
- New web quotes go round robin between Marco Bell and Jess. Quotes that already have a HubSpot owner keep that owner, and most repeat customers already belong to Marco.
- Requested result
- New, unassigned web quotes go to the rep who covers the quote's ZIP code, using a list Halfmoon provides.
Scope
- Included in this change
- Add Halfmoon's ZIP code list to the web quote router.
- Assign each new, unassigned quote to the rep listed for its ZIP code.
- Match a ZIP+4 such as 85016-1234 on its first five digits.
- If the ZIP code is missing or not on the list, keep today's round robin and add the HubSpot note "ZIP not matched" so Dana can reassign it.
- Not included in this request
- Quotes that already have a HubSpot owner. They keep that owner.
- Reassigning quotes that arrived before the change.
- The website quote form, HubSpot fields and rep notification emails. These stay as they are.
- Phone and referral leads.
Before work starts
- Dependencies
- Halfmoon's final ZIP code list, with one rep for each ZIP code.
- Access needed
- View access to wherever Halfmoon keeps the list. The current n8n and HubSpot access is enough.
- Open questions
- Which ZIP codes belong to Marco and which to Jess?
- Who updates the list when territories change?
- Should unmatched quotes keep the round robin (proposed) or go straight to Dana?
Effect on delivery
- Timing
- Two working days after the final list arrives.
- Fees
- To confirm. Sending unmatched quotes to Dana would add a notification step.
- Ongoing support
- Halfmoon keeps the ZIP code list up to date. A change to the routing rules is a new request.
Proposed checks
The plan. None of these have been run yet.
- How the result will be checked
- Send test quotes through the router and check the HubSpot owner of each: a ZIP code on Marco's list, one on Jess's list, and a ZIP+4.
- Failure cases to test
- No ZIP code.
- A ZIP code that is not on the list.
- A four-digit typo such as 8501.
- A quote that already has a HubSpot owner.
- Rollback plan
- Save the current router version before the change. If routing goes wrong, switch back to it and reassign the affected quotes by hand.
Approval
- Scope version being approved
- Version 1, sent Friday
- Who needs to approve
- Dana Reyes, Halfmoon Solar
- Decision
- Not decided
- Decision date
Check results
Empty until Sam runs the checks after the work is done.
- Checked by
- Date checked
- What happened
Work starts after Dana sends the ZIP code list, answers the open questions and approves version 1. Halfmoon Solar, Dana, Sam, Marco and Jess are fictional.
How to use it
Agree on it before you build.
Fill it in before you open the workflow, and paste the client's request word for word.
Write down what stays the same. Surprises usually come from the part nobody mentioned.
Put “To confirm” wherever you don't know yet. A guess about fees has a way of becoming a promise.
Send it and ask for a decision on that version. If the scope changes, call it version 2 and ask again.
Fill in the check results only after the checks have actually run.
Where AgentHub helps
Keep each request and its decisions in one place.
If a doc per request gets hard to track across clients, AgentHub keeps it for you. Your automations stay in n8n, Make, Zapier or your own code, and AgentHub does not run or edit them.
Paste the client's message and AgentHub drafts the request. It stays a draft until you confirm it.
Send the client a link to approve the exact saved scope, no account needed. The link lasts 14 days.
Approval records the client's decision and stops there. It does not start the work or check the result.
You run the checks and record the result. AgentHub keeps it with the request and the approval.
AgentHub prepares the client update. It stays private until you publish it as a read-only link, and publishing sends nothing.
Common questions
Questions about change requests.
What should a change request for an automation include?
The client's request in their own words, what happens today, the result they want, what is included and what is not, dependencies and access, the effect on timing, fees and support, how you will check the result, a rollback plan, and who approves which version. The template on this page has a place for each.
Who should approve an automation change request?
The person at the client who can agree to the scope, timing and fees. Name them in the request and ask for a decision on the exact version you sent. A thumbs-up on an earlier message does not cover a later version.
What if the client changes the request after approving it?
Make it a new version. Update the scope, note what changed and ask for a decision again. An approval covers only the version it was given for.
Does AgentHub make the change in n8n, Make or Zapier?
No. You keep building and running automations in n8n, Make, Zapier or your own code. AgentHub drafts the request from the client's message, keeps the client's decision and your recorded checks with it, and prepares a client update for you to review.
Can clients approve a change request without an AgentHub account?
Yes. AgentHub freezes the saved scope in a secure link that lasts 14 days, and the client can approve it or ask for changes without an account. AgentHub creates the link, and you decide when and where to send it. It records when the approval page first opened, but not who opened it. Approval records the decision and never starts the work.
How are the checks after a change recorded?
AgentHub can suggest an editable plan for checking the change. A person runs the checks, records the outcome and decides whether the result matched the approved scope. AgentHub stores who recorded it and when. It does not run the tests or decide that a check passed.
Related operating notes
Go deeper on the client record.
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