Implementation templates
The decisions that have to exist before anyone starts building.
Free Markdown templates covering sales, marketing, operations, analytics, and AI governance. Each one is a set of decisions rather than a document to file — the prompts exist to force the decision, not to be answered for their own sake.
Free
Markdown download, no signup
Decision-shaped
Prompts force a choice, not a description
Buildable
A completed template is a brief ARIA can act on
Introduction
A filled-in template is a specification, not paperwork.
Each template captures the decisions a workflow depends on: which system owns which record, who owns each exception, which actions may run unattended, and what completion looks like. Those decisions get made either way — the choice is whether they are made explicitly or inherited from whoever implemented first.
The value shows up as disagreement. Two people filling in the same template rarely agree first time, and surfacing that in a room costs a conversation. Surfacing it after the build costs a migration.
- Format
- Markdown, downloadable
- Categories
- Five
- Cost
- Free, no signup
- Typical effort
- One to two hours
Why this exists
Implementations fail on decisions nobody wrote down.
The common failure is not a wrong decision; it is an unmade one. Field authority, exception ownership, and the definition of done get settled implicitly by whoever builds first, and nobody else knows that is what happened.
It surfaces later as disagreement about data quality or forecast accuracy, which is a symptom rather than the cause. The actual cause was a definition that two teams held differently.
Writing them down is cheap and unglamorous, which is exactly why it gets skipped in favour of starting the build.
You're likely here because
- A build is about to start and the decisions are verbal
- Two teams describe the same process differently
- Nobody can state what "done" means for the workflow
How to choose
Which template you need.
If
The work is pipeline, CRM, or outbound
If
The work crosses teams and stalls in handoffs
If
Two reports disagree on the same number
Start with
The KPI dictionaryIf
A system is about to get autonomous scope
How it works
From a blank template to a running workflow.
The order matters — you cannot set an automation boundary before you know who owns the record.
Step 01
Answer the prompts
Work through the sections with the people who own the process, not alone.
Step 02
Name the authority
For every record and field, record which system and which person is authoritative. This is the step most implementations skip.
Step 03
Set the boundaries
Mark what may run automatically, what needs approval, and what stops the workflow entirely.
Step 04
Hand it over
The completed template is a structured brief — for ARIA, an internal team, or a vendor.
Step 05
Measure against it
The measurement section becomes the baseline the running workflow is judged against.
Templates
Every template — 20 in total.
sales
AI CRM Requirements Template
Define the records, stages, ownership rules, automations, integrations, and measurements an AI-enabled CRM actually needs before anyone starts building.
Open the template →sales
Sales Pipeline Blueprint
Map pipeline stages, exit criteria, next actions, ownership, and measurable conversion before changing CRM software.
Open the template →sales
AI Outbound Sequence Planner
Plan a bounded outbound sequence with target criteria, research inputs, message logic, stop rules, reply handling, and attribution.
Open the template →sales
Lead Qualification Scorecard
Create a transparent qualification model that combines fit, intent, timing, and human review instead of opaque AI scoring.
Open the template →marketing
AI Website Build Brief
Turn a business objective into a clear website build brief covering audience, message, proof, conversion, analytics, and connected follow-up.
Open the template →marketing
Landing Page Conversion Checklist
Review a landing page against message clarity, proof, friction, analytics, and connected follow-up before sending paid or organic traffic.
Open the template →marketing
Campaign Measurement Plan
Define how campaign activity connects to qualified pipeline and revenue before launch.
Open the template →marketing
Content Operations Workflow
Create a repeatable system for briefs, drafting, review, approval, publishing, distribution, and performance learning.
Open the template →operations
Business Workflow Discovery Template
Document one workflow from trigger to completed outcome, including systems, handoffs, exceptions, ownership, and measurable baseline.
Open the template →operations
AI Automation Readiness Checklist
Score whether a workflow is ready for automation based on repeatability, data quality, permissions, exception rate, and consequence level.
Open the template →operations
Approval Workflow Template
Design approvals with explicit thresholds, owners, evidence requirements, escalation, and auditability.
Open the template →operations
Client Onboarding Workflow
Map client onboarding from signed agreement through intake, access, kickoff, delivery setup, and first success milestone.
Open the template →analytics
AI Dashboard Specification
Define a dashboard around decisions and actions instead of accumulating charts.
Open the template →analytics
KPI Definition Dictionary
Create one source of truth for KPI definitions, formulas, source systems, owners, and decision use.
Open the template →analytics
AI Workflow ROI Baseline
Calculate the current cost and throughput of a workflow before estimating automation value.
Open the template →ai governance
AI Agent Design Canvas
Define an agent by outcome, tools, context, memory, permissions, stop conditions, and human escalation before implementation.
Open the template →ai governance
Human-in-the-Loop Decision Matrix
Choose where AI may act, where it should recommend, and where humans must retain final authority.
Open the template →ai governance
AI Vendor Evaluation Scorecard
Compare AI platforms using workflow fit, integration depth, governance, observability, implementation effort, and measurable business value.
Open the template →ai governance
30-Day AI Pilot Plan
Run a bounded AI pilot with a measurable baseline, explicit scope, control points, evaluation criteria, and go/no-go decision.
Open the template →ai governance
AI Governance Register
Track AI use cases, owners, models, tools, data access, permissions, risk level, evaluation, and review cadence in one register.
Open the template →Scope
What a template will not do.
- It records decisions; it does not enforce them until systems are configured to match.
- It assumes the people who own the outcome are in the room.
- Measurement sections need a baseline period before they produce anything comparable.
- Sector-specific regulatory requirements are not covered and take precedence.
FAQ
Questions about this collection.
Are these really free?
Yes. Markdown download, no email, no gate.
How long does one take?
A focused session, usually one to two hours. Sections that take much longer are pointing at a real disagreement, which is the template working rather than failing.
Do I need UbiVibe to use them?
No. They specify what any implementation has to get right, and are useful whoever executes.
What is the difference between a template and a playbook?
A template is the artifact for one decision set. A playbook is the sequence — which template to reach for and when.
Can I modify them?
Yes, they are meant to be adapted. The prompts are a starting set rather than a standard.
What happens after it is filled in?
It becomes the specification the build works from. Hand it to ARIA to resolve into an objective and an execution path, or to whoever is building.
Start with ARIA
Ask ARIA about templates.
You do not have to pick your way through this collection to get started. Describe the outcome you want and ARIA determines which capabilities, systems, and workflows the job needs.
- ARIA acts only through the systems and permissions you connect.
- Connections use scoped credentials you can change or revoke.
- Actions are recorded, and consequential ones can require approval.
Start here
Fill one in, then hand it to ARIA.
A completed template is a structured brief. ARIA can resolve it into the objective, the systems involved, and the execution path — so the specification becomes a running workflow rather than another document.