Check email campaigns against a QA checklist before they send
Every campaign is tested before launch for broken links, missing tracking parameters, wrong audience segments, subject-line issues and unsubscribe handling. The owner receives a pass or a short fix list. For teams where one wrong send is too many.
Function: Marketing · Industry: Any industry
Check email campaigns against a QA checklist before they send
6 steps
At a glance
- Trigger
- A campaign is scheduled or submitted for review.
- Typical inputs
- Campaign content and settings
- Segment definitions and suppression lists
- UTM and naming conventions
- Brand and compliance checklist
- Systems it usually connects to
- HubSpot
- Mailchimp
- Klaviyo
- Slack
- How the work splits
4 rules, 1 model, 1 person steps
How it runs, step by step
6 steps, each tagged by what does the work. Rules are fixed logic, a model reads or drafts, and a person decides.
- Rules Fixed logic in code
- Model AI reads or drafts, with a confidence score
- Person A named person decides
- 1
Test the technical items
RulesLinks are crawled, tracking parameters are checked against your conventions and the unsubscribe link and sender details are verified.
- 2
Validate the audience
RulesThe segment size is compared with expectation, and suppression and consent lists are confirmed as applied.
- 3
Read the copy
ModelA model checks the copy against the brief and the claims list, and notes spelling issues, tone problems and unclear calls to action.
- 4
Preview across clients
RulesRendered previews are produced for the main email clients and devices for the owner to look at.
- 5
Fix and sign off
PersonThe campaign owner fixes the findings and a second person approves the send.
- 6
Lock and launch
RulesThe approved version is locked, and any later change returns it to review.
Where people approve
The decisions that stay with your team, whatever the confidence score says.
- A second person approves every send to a full list.
- Compliance approves content with regulated claims.
- Segment changes after approval require a new review.
KPIs to track
What to measure, before and after. Targets come from your own baseline.
- 01Campaigns that pass on the first check
- 02Errors found after sending (should trend to zero)
- 03Time from submission to approval
- 04Unsubscribe and complaint rates by campaign
Questions about this workflow
What does the model add if most checks are rules?
It reads the copy for the things rules cannot see, such as a call to action that does not match the brief or an offer that contradicts last week's email. Everything it flags is advisory, and the hard checks stay as code.
Can it block a send?
Yes, for failures you define, such as a missing unsubscribe link or a segment that includes suppressed contacts. Softer findings are warnings.
Which steps use rules, a model and a person?
Rules: test the technical items; validate the audience; preview across clients; lock and launch. Model: read the copy. Person: fix and sign off. Rules are fixed logic in code. A model reads or drafts and reports its confidence. A named person decides.
What do we need to start?
Typically: campaign content and settings; segment definitions and suppression lists; UTM and naming conventions; brand and compliance checklist. You also need read access to HubSpot, Mailchimp, Klaviyo and Slack, or the equivalents you use. A workflow audit measures your volumes and past cases first, then gives a fixed price for the build, so you can decide with real numbers.