Email Platform Setup & Optimization

Starting fresh with a new email platform or feel like your current setup isn't working? I'll configure your email service provider, import your templates, and set you up for long-term success.

Screenshots of various digital communication and volunteer management tools, including event volunteer reactivation and donation requests, with images of smiling volunteers.

Starting at

$1000

(Varies based on platform complexity and migration needs)

What you’ll get

Timeline: 2-3 weeks from kickoff to delivery

    • Account setup and optimization

    • Contact list import and segmentation

    • Form creation and embedding

    • Automation workflow setup

    • Upload and configure email templates

    • Test across all major email clients

    • Train your team on editing

    • Deliverability optimization

    • Compliance setup (GDPR, CAN-SPAM)

    • Tracking and analytics configuration

    • 1-hour live training session

    • Recorded video tutorials

    • Written documentation

    • 2 weeks of support

    • Mailchimp

    • Constant Contact

    • Campaign Monitor

    • HubSpot (Nonprofit discount)

    • Beehiiv

Process

I've refined my process to be as smooth and efficient as possible for nonprofit teams. You'll know exactly what to expect at every stage, and I'll handle all the technical details while you focus on your mission.

  • Timeline: Week 1

    What Happens:

    Kickoff Meeting (60-90 minutes)

    We'll discuss:

    • Your nonprofit's mission and programs

    • Target audience and supporter segmentsTarget audience and supporter segments

    • Current email performance and challenges

    • Goals for this project

    • Brand guidelines and visual preferences

    • Technical setup (ESP, integrations)

    Email Audit

    I'll review:

    • Your last 10-15 email campaigns

    • Open rates, click rates, and engagement patterns

    • Mobile display and accessibility issues

    • CTA effectiveness and placement

    • Brand consistency

    Strategy Document

    You'll receive a detailed plan including:

    • Recommended template structure

    • Design approach and rationale

    • Success metrics we'll track

    • Project timeline and milestones

    What I Need From You:

    ✓ Brand guidelines (or logo + color hex codes)
    ✓ Access to your ESP
    ✓ Examples of past emails
    ✓ 2-3 competitor/inspiration examples
    ✓ Any copy or content for templates

  • Timeline: Weeks 2-4

    What Happens:

    Week 2: Initial Concepts

    • I create mood boards and style direction

    • Design first template (usually newsletter)

    • Share for your feedback

    Week 3: Design Execution

    • Incorporate your feedback

    • Design remaining templates

    • Ensure mobile responsiveness

    • Optimize for conversion

    Week 4: Refinement

    • Present complete template system

    • Make requested revisions

    • Test across devices and email clients

    • Finalize all designs

    Collaboration:

    • Async feedback via email or Loom videos

    • Optional mid-project check-in call

    • Clear revision process (included rounds vary by package)

    What I Need From You:
    ✓ Timely feedback (within 3-5 business days)
    ✓ Content for template examples
    ✓ High-quality photos/images (or I can source)
    ✓ Approval from key stakeholders

  • Timeline: Week 5

    What Happens:

    ESP Setup

    • Upload all templates to your platform

    • Configure for easy editing

    • Set up any automations

    • Test thoroughly

    Team Training (60 minutes)

    Live session covering:

    • How to edit each template

    • Best practices for customization

    • Image sizing and optimization

    • Troubleshooting common issues

    • When to reach out for help

    Documentation Package

    You'll receive:

    • Recorded training video

    • Step-by-step editing guide

    • Image sizing cheat sheet

    • Brand guidelines (if created)

    • Template maintenance tips

    Final Review

    • Send test emails together

    • Answer any questions

    • Ensure your team feels confident

    What I Need From You:

    ✓ Schedule training session
    ✓ Have team members attend training
    ✓ Test templates after setup

  • Timeline: Week 6 onward

    What Happens:

    Soft Launch

    Send first email using new templates

    Monitor performance

    Gather team feedback

    Make any necessary adjustments

    30-Day Support Period You have:

    Email support for questions

    Minor tweaks and adjustmentsj

    Troubleshooting help

    Check-in at 2 weeks and 4 weeks

    Ongoing Optimization

    After 30 days:

    • Optional monthly retainer for ongoing support

    • A/B testing services

    • Template updates as needed

    • Strategy consultations

✺ Frequently asked questions ✺

  • Email Primary communication for updates, sharing drafts, and feedback

    Video Calls Kick-off meeting, mid-project check-in (optional), training session

    Loom Videos I often record quick videos to present designs or explain concepts

    Your Project Portal (if applicable) Centralized place for files, feedback, and timeline tracking

    Response Times:

    My responses: Within 24 hours on weekdays

    Your feedback: Requested within 3-5 business days to keep your project on track

  • Educational Approach I don't just hand over templates. I empower your team to use them confidently

    Nonprofit Expertise I understand your constraints, compliance needs, and donor psychology

    Flexible & Understanding Nonprofit schedules are unpredictable. I build in flexibility for delayed feedback or changing priorities.

    Mission-Focused Every design decision is made with your goals and impact in mind, not just aesthetics

  •  Life happens, especially at nonprofits! We can pause for up to 2 weeks without issue. Longer pauses require rescheduling.

  • Absolutely! Additional templates can be added for $300-500 each depending on complexity.

  • First draft is always exploratory. Your feedback guides the direction. We iterate until you're thrilled.

  • I provide copy structure guidance and placeholder text, but final copy is typically yours or from a copywriter I can recommend.

  • I can migrate templates to a new platform for a fee. Amount depends on complexity.

Book an Appointment

Let's discuss how strategic email design can help you engage more supporters and raise more funds.

Not sure what your needs are? Start with a free audit. I’ll review your current email designs and discuss improvements at no cost.