Client integration scoping worksheet

Use this before committing to a fixed build price. Appointment request examples are hypothetical. Record agreed answers, name the owner of each open question and set a deadline for resolving it.

1.
Decision or check: What starts the process?
Answer to record: Name the event. Hypothetical example: a visitor submits an appointment request form.
Owner or approval needed: Agency account lead records the intended behaviour for client approval.

2.
Decision or check: What is the first-release outcome?
Answer to record: Describe what has happened when the visitor sees success. Hypothetical example: staff can find and process a request; no booking is automatically confirmed.
Owner or approval needed: Client operations lead approves through the agency account lead.

3.
Decision or check: What data is required?
Answer to record: List required fields and who may access them. Hypothetical example: name, contact details, requested service and preferred date.
Owner or approval needed: Client confirms the data requirements and permitted access.

4.
Decision or check: Which system holds the authoritative record?
Answer to record: Name the system. Mark the answer as proposed until confirmed.
Owner or approval needed: Client operations lead confirms.

5.
Decision or check: What is excluded?
Answer to record: Hypothetical example: payment, instant availability, rescheduling and cancellation.
Owner or approval needed: Agency account lead carries the agreed exclusions into the proposal.

6.
Decision or check: Can the connection support the behaviour?
Answer to record: Record documentation checked, test access, supported actions and any limits or supplier dependencies.
Owner or approval needed: Developer verifies the required behaviour.

7.
Decision or check: Does the subscription permit the connection?
Answer to record: Record whether the client’s subscription includes the required connection and any unresolved restriction.
Owner or approval needed: Client operations lead confirms before the developer fixes the build price.

8.
Decision or check: What happens when the destination is unavailable?
Answer to record: Agree safe retention and later processing, or a clear failure with an agreed contact route. Record the visitor message.
Owner or approval needed: Client agrees the path and names the person responsible for handling it.

9.
Decision or check: How are repeats and uncertain outcomes handled?
Answer to record: Record repeat recognition, how staff check an uncertain result and any reference both systems must support.
Owner or approval needed: Developer verifies the approach. Client names the person who investigates unresolved requests.

10.
Decision or check: How will acceptance be checked?
Answer to record: Agree tests for valid and invalid requests, repeats, unavailable systems, unknown outcomes, staff confirmation and changed access. Retain results and exceptions.
Owner or approval needed: Developer tests. Client operations lead approves through the agency account lead.

11.
Decision or check: What uncertainty needs investigation?
Answer to record: State the question, access needed and expected output. Keep the investigation separate from a commitment to build the feature.
Owner or approval needed: Agency account lead records the owner and resolution deadline before a fixed-price commitment.

12.
Decision or check: Who handles changes and failures after launch?
Answer to record: Record responsibility for service changes, subscription issues, expiring credentials and changed APIs.
Owner or approval needed: Agency and client agree responsibilities before handover.

Source: https://kyln.digital/insights/how-to-scope-a-client-integration