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

Book an Appointment

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.