MailSequence
Log in Start with a paid plan

Agency operations checklist

Review every client campaign before it becomes a sending incident.

A repeatable agency QA gate checks client scope, infrastructure, audience, content, capacity, ownership, and restart rules inside the correct workspace.

Reviewed September 8, 202612 minute readProduct behavior checked against current implementation
Campaign QA is a release decision. The reviewer should be able to identify what was checked, what evidence passed, who approved it, and which condition will pause sending.

1. Confirm client and workspace scope

  • The campaign, contacts, suppressions, domains, inboxes, and reporting all belong to the intended client workspace.
  • Owner, admin, and member access matches operating responsibility.
  • No copied sequence contains another client's proof, links, address, or personalization fields.
  • API keys and webhooks use the required organization or workspace scope.
  • The plan has enough workspace, inbox, domain, sequence, contact, and member capacity.

2. Verify domain and mailbox readiness

  • SPF, DKIM, and DMARC are present and aligned for the actual sending path.
  • The mailbox connection and independent send-readiness test pass.
  • Warmup and campaign activity are accounted for separately.
  • Inbox and domain limits are below provider ceilings and fit the campaign schedule.
  • Health, DNS, bounce, complaint, and provider-response evidence has no unresolved stop condition.

3. Review audience and suppression

  • The audience definition, source, business relevance, geography, and intended use have been reviewed.
  • Addresses are verified using the chosen policy for valid, risky, invalid, and unknown outcomes.
  • Hard bounces, unsubscribes, complaints, manual blocks, and prior client suppressions are preserved.
  • Imports have been previewed and duplicate or malformed records resolved.
  • Every contact has the fields required by the published sequence or a safe fallback.

4. Inspect every rendered step

  • Sender identity, client identity, offer, proof, links, and call to action are truthful.
  • Personalization uses source data and avoids false familiarity.
  • Missing, long, and malformed merge fields render safely.
  • Each follow-up adds a new reason to continue.
  • Reply, unsubscribe, complaint, bounce, and suppression rules stop the correct scope.
  • The final published version is the one the reviewer approved.

5. Reconcile schedule and capacity

Estimate initial sends and follow-ups across eligible business days. Compare that demand with the lowest active mailbox, domain, provider, and plan limit. Account for time zones, quiet hours, other campaigns, retries, and temporary sender ineligibility.

Adding inboxes does not automatically create unlimited domain capacity. The campaign must remain safe when one sender becomes unavailable.

6. Assign launch and reply ownership

  • Name the person who can launch, pause, approve a restart, and change copy.
  • Define how replies are assigned, tagged, classified, and answered from the owning inbox.
  • State the campaign reply-rate denominator and positive-reply dispositions.
  • Record where the client will see reporting and how incidents are escalated.
  • Keep a dated approval record and a short change log.

7. Add a migration gate when switching tools

Audit the source campaign, preview the import, reconnect inboxes independently, test the destination, preserve suppression, and cut over one stable campaign first. Do not assume imported historical states or provider connections are equivalent to current MailSequence readiness.

Launch small, then use explicit restart criteria

Begin with a controlled cohort. Watch delivery failures, replies and dispositions, stop requests, complaints, and sender health before expanding. A restart after an incident should identify the cause, corrective action, validation evidence, restart scope, and approver.

Agency controls in MailSequence

MailSequence provides isolated client workspaces, role-based access, organization connections, migration workflows, reporting, and an organization-scoped provisioning API. It does not market custom branding or white-label domains as shipped. Plans include their listed provisioned-inbox allowance. Additional inboxes, domains, taxes, and customer-owned provider subscriptions cost extra.

Sources and product basis

Make QA repeatable across every client.

Use an isolated workspace, name the approver, record the evidence, and launch one controlled cohort before expanding.

Start agency setupExplore agency operations