Workflow template for marketing and content
Promotional send plan
Before a promotion goes out, the marketing lead gets one send plan across email and text: who can receive it under your own consent records, every send in order with its time, what it says and links to, the suppression lists applied, and what must be approved before the first send. Nothing is sent.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
A sale runs for five days, and the customers who hear about it should hear the right amount: one email when it opens, perhaps a text, a reminder for anyone who has not bought yet, and never more in one day than your rules allow. This plan puts the whole promotion on one page before anything is built in a sending tool.
The marketing lead sees every email and text in date order, with its time, the segments it goes to, the two or three points it makes, the offer facts behind each point and its tracked link. Beside the calendar sits the audience, counted channel by channel: who can receive, who is suppressed and on which list, who is excluded by their own consent status, and who is held back because their record says something your rules do not cover. Consent comes only from the records you supply. A blank is never read as a yes, and a purchase is never read as permission to text.
The plan then checks the things that go wrong in a busy week: a text set for after your window closes, an email and a text landing on the same person on the same day, a loyal customer who would get four messages when your limit is three, a request to say "only a few left" when no stock fact exists. Each one becomes a decision for the marketing lead or a question for the person who can answer it. It ends with what must be signed off before the first send, and by whom. The workflow template sends nothing, schedules nothing, loads no list and changes no record.
Who starts the work, and when
The marketing lead, or a marketer for them, starts it once the offer is approved and before anyone builds a send. The person who keeps the contact records answers questions about what a record shows. The person your company names to own its sending rules answers what a consent status or a list means. The offer owner, often the e-commerce manager, confirms the offer facts and the sale page. Run it again when the offer, the dates or an export changes.
What they supply
- The promotion brief. The offer in its approved wording, with dates, any code and exclusions; the link; the segments; the sends you have in mind, each with its channel, day, time and purpose; the time zone, or every zone your customers are in.
- Your sending rules. Which consent statuses permit promotional email and which permit texts, plus your windows, how many sends one person may receive in a day and in a promotion, what each suppression list covers, and who sends each channel. Where a setting is missing, the plan uses a stated default and asks about it.
- The contact export, one row per contact, with segment, whether an email address and a mobile number are on file, and the email and text consent statuses. No addresses or phone numbers are needed.
- The suppression lists: unsubscribes, opt-outs, bounces, complaints, staff and test contacts, in one file.
What comes out
One plan in a fixed order: the plan in brief, the settings used and where each came from, the numbered offer facts, the audience for email and for text with every count reconciled, any records that disagree, the send calendar, the sends each person would receive, the open questions with who answers each, the decisions for the marketing lead, the sign-offs needed before the first send, and what the plan could not judge. Each send carries a brief for the copywriter, not finished copy. Where a section is empty it says so. The last line is a blank approval for the marketing lead.
An invented example
Illustrative example with invented data. The company, the people, the contacts, the link (on the reserved .example domain), the dates and the counts below are all invented. Shop W is an invented online kitchenware shop with about thirty staff. Its marketing lead is planning a five-day autumn sale by email and text, with the marketing coordinator, who keeps the contact records and sends the emails, the e-commerce manager, who owns the offer and the sale page, and the operations manager, whom the company names as the owner of its sending rules. A content writer will write the copy once the plan is approved. First come the inputs the marketing lead supplied, in full, then the plan the workflow template returned.
The inputs
1. Promotion brief
Promotion: Autumn kitchen sale, November 2026
Brand name: Shop W
Sale name: the Autumn Kitchen Sale
Offer (approved wording): 20% off all cookware and bakeware
Code: AUTUMN20, entered at checkout
Dates: Thursday 19 November 2026, 08:00, to Monday 23 November 2026, 23:59
Exclusions: gift cards and items already marked down
Standing term: free shipping on orders over $75
Link: https://shop-w.example/autumn-sale
Audience segments: past_buyers, newsletter
Proposed sends:
1. Email, Thu 19 Nov, 08:00, past_buyers and newsletter. Sale opens.
2. Text, Thu 19 Nov, 12:00, past_buyers. Sale opens, for customers who
prefer texts.
3. Email, Sun 22 Nov, 10:00, past_buyers and newsletter. Only people who
have not bought since the sale opened. Reminder: the sale ends Monday.
4. Text, Mon 23 Nov, 18:30, past_buyers. Only people who have not bought
since the sale opened. Last day.
Time zone: Pacific (all customers are on the US West Coast)
Exports taken: Thursday 12 November 2026
Copy written by: content writer
Plan goes to: marketing lead
Note from the e-commerce manager: can we say we only have a few cast-iron
pans left?
2. Shop W sending rules for promotions (the company's own document; owner: operations manager)
Email: promotional email goes only to email_consent "subscribed".
"unsubscribed" excludes a person.
Text: promotional texts go only to text_consent "opted_in".
"opted_out" and "never" exclude a person.
Texts go out between 10:00 and 18:00 in the customer's local time.
Start every send at least an hour before its window closes.
At most 1 promotional send per person per day, email and text together.
At most 3 promotional sends per person in one promotion.
No-send dates: none.
Suppression lists:
email_unsubscribe: email only; records unsubscribes.
hard_bounce: email only.
text_optout: text only; records opt-outs.
do_not_market: email and text (open complaints and refund disputes).
staff_test: email and text.
Texts start with "Shop W:" and end with "Reply STOP to opt out".
Our email tool adds the company address and the unsubscribe link to
every email.
Tracking: add ?src= then the channel and the send number, such as
?src=email-s1.
"Not bought since the sale opened": the marketing coordinator applies the
store's buyers list on the morning of the send.
Email is loaded and sent by the marketing coordinator.
Before every send, the marketing coordinator sends a test to the
staff_test list and opens the link.
3. Contact export (contacts.csv)
contact_id,segment,email_on_file,mobile_on_file,email_consent,text_consent
C01,past_buyers,yes,yes,subscribed,opted_in
C02,past_buyers,yes,yes,subscribed,opted_in
C03,past_buyers,yes,no,subscribed,
C04,past_buyers,yes,yes,subscribed,opted_out
C05,past_buyers,yes,yes,unsubscribed,opted_in
C06,past_buyers,yes,yes,subscribed,opted_in
C07,past_buyers,yes,yes,subscribed,imported
C08,newsletter,yes,no,subscribed,
C09,newsletter,yes,no,pending,
C10,newsletter,yes,no,subscribed,
C11,newsletter,yes,yes,subscribed,opted_in
C12,newsletter,yes,no,subscribed,
C13,wholesale,yes,yes,subscribed,opted_in
C14,past_buyers,no,yes,,opted_in
4. Suppression lists (suppressions.csv)
contact_id,list,added_on
C06,text_optout,2026-10-30
C10,hard_bounce,2026-08-14
C11,do_not_market,2026-11-03
C12,staff_test,2025-01-06
C14,vip_hold,2026-11-10
C21,email_unsubscribe,2026-09-02
The plan the workflow template returned
PROMOTIONAL SEND PLAN: Autumn kitchen sale, November 2026, Thu 19 Nov 2026 to Mon 23 Nov 2026. Status: draft for approval
For: marketing lead. Prepared 2026-11-12 from the inputs listed under Coverage. Nothing has been sent, scheduled, uploaded or changed.
THE PLAN IN BRIEF
4 sends (2 email, 2 text) to past_buyers and newsletter, Thu 19 Nov to Mon 23 Nov 2026. Email: of 14 contacts, 7 can receive, 4 suppressed, 0 no address on file, 1 excluded by consent, 1 held for a question, 1 outside this promotion. Text: of 14 contacts, 3 can receive, 2 suppressed, 1 no mobile number on file, 1 excluded by consent, 1 held for a question, 6 outside this promotion. 8 people can receive at least one send; at most 20 sends in all. 7 open questions; 4 decisions for the marketing lead. Can receive is not approved.
SETTINGS USED
Permitted email statuses: subscribed (rules) Excluded email statuses: unsubscribed (rules) Permitted text statuses: opted_in (rules) Excluded text statuses: opted_out, never (rules) Email window: 08:00 to 20:00 Pacific (default, not from your rules; Q6) Text window: 10:00 to 18:00 Pacific (rules) Sending allowance: 60 minutes, so email starts by 19:00 and texts by 17:00 (rules) Most sends per person per day: 1, email and text together (rules) Most sends per person in this promotion: 3, email and text together (rules) No-send dates: none (rules) Suppression lists: email_unsubscribe, email, records unsubscribes; hard_bounce, email; text_optout, text, records opt-outs; do_not_market, email and text; staff_test, email and text (rules). vip_hold, email and text (default, not from your rules; Q4) Text sender prefix: "Shop W:" (rules) Text opt-out wording: "Reply STOP to opt out" (rules) Email identification and unsubscribe lines: added by the email tool (rules) Condition "not bought since the sale opened": the marketing coordinator applies the store's buyers list on the morning of the send (rules) Email sent by: the marketing coordinator (rules) Texts sent by: not supplied (Q7) Before every send: "the marketing coordinator sends a test to the staff_test list and opens the link" (rules) Link: https://shop-w.example/autumn-sale (brief) Tracking pattern: ?src= then the channel and the send number (rules) Time zones: Pacific, the only zone named (brief) Days counted in: Pacific, the zone of the brief's send times (brief)
OFFER FACTS
F1 the Autumn Kitchen Sale (brief: Sale name) F2 20% off all cookware and bakeware (brief: Offer) F3 AUTUMN20, entered at checkout (brief: Code) F4 Thursday 19 November 2026, 08:00, to Monday 23 November 2026, 23:59 (brief: Dates) F5 gift cards and items already marked down (brief: Exclusions) F6 free shipping on orders over $75 (brief: Standing term)
AUDIENCE: EMAIL
Contacts 14 (export rows 14; exact repeats collapsed 0). Outside 1 + suppressed 4 + no address 0 + excluded 1 + held 1 + can receive 7 = 14. Outside this promotion: 1 (wholesale: C13). By segment: past_buyers: can receive 6, held 0. newsletter: can receive 1, held 1. Suppressed: hard_bounce: 1 (C10). do_not_market: 1 (C11). staff_test: 1 (C12). vip_hold: 1 (C14, which also has no email address on file and a blank email consent). No address on file: None. Excluded by consent: unsubscribed: 1 (C05). Held for a question: 1 (C09: email consent "pending" is in neither of the rules' lists, Q2). Can receive: C01, C02, C03, C04, C06, C07, C08.
AUDIENCE: TEXT
Contacts 14 (export rows 14; exact repeats collapsed 0). Outside 6 + suppressed 2 + no mobile number 1 + excluded 1 + held 1 + can receive 3 = 14. Outside this promotion: 6 (newsletter: C08, C09, C10, C11, C12; wholesale: C13). By segment: past_buyers: can receive 3, held 1. Suppressed: text_optout: 1 (C06). vip_hold: 1 (C14). No mobile number on file: 1 (C03, which also has a blank text consent). Excluded by consent: opted_out: 1 (C04). Held for a question: 1 (C07: text consent "imported" is in neither of the rules' lists, Q1). Can receive: C01, C02, C05.
RECORDS THAT DISAGREE
C06: on text_optout since 2026-10-30 (suppressions, row 1); text consent "opted_in" (contacts, row 6). Kept suppressed. Q3.
SEND CALENDAR
S1 (brief 1) Email. Thu 19 Nov 2026, 08:00 Pacific.
- To: past_buyers, newsletter. Condition: none.
- Reach: 7 (C01, C02, C03, C04, C06, C07, C08).
- Purpose: Sale opens.
- Says: 1. The Autumn Kitchen Sale starts today: 20% off all cookware and bakeware, until Mon 23 Nov at 23:59 (F1, F2, F4). 2. Code AUTUMN20, entered at checkout; gift cards and items already marked down are excluded (F3, F5). 3. Free shipping on orders over $75 (F6).
- Call to action: shop the sale. Link: https://shop-w.example/autumn-sale?src=email-s1
- Required parts: the company's identification and unsubscribe lines, added by the email tool.
- Copy by: content writer. Brief only; copy not written here.
S2 (brief 2) Text. Fri 20 Nov 2026, 12:00 Pacific (brief proposed Thu 19 Nov, 12:00: C01 and C02 can also receive S1 that day, against a limit of 1 send per person per day; decision 1).
- To: past_buyers. Condition: none.
- Reach: 3 (C01, C02, C05).
- Purpose: Sale is on, for customers who prefer texts (brief: "Sale opens, for customers who prefer texts"; moved a day later, when the sale has already opened).
- Says: 1. The Autumn Kitchen Sale is on until Mon 23 Nov at 23:59: 20% off all cookware and bakeware (F1, F2, F4). 2. Code AUTUMN20, entered at checkout (F3).
- Call to action: shop the sale. Link: https://shop-w.example/autumn-sale?src=text-s2
- Required parts: sender prefix "Shop W:" first and "Reply STOP to opt out" last.
- Copy by: content writer. Brief only; copy not written here.
S3 (brief 3) Email. Sun 22 Nov 2026, 10:00 Pacific.
- To: past_buyers, newsletter. Condition: only people who have not bought since the sale opened, applied by the marketing coordinator from the store's buyers list on the morning of the send.
- Reach: at most 7 (C01, C02, C03, C04, C06, C07, C08).
- Purpose: Reminder: the sale ends Monday.
- Says: 1. The Autumn Kitchen Sale ends Mon 23 Nov at 23:59 (F1, F4). 2. 20% off all cookware and bakeware with code AUTUMN20, entered at checkout (F2, F3). 3. Gift cards and items already marked down are excluded (F5).
- Call to action: shop the sale. Link: https://shop-w.example/autumn-sale?src=email-s3
- Required parts: the company's identification and unsubscribe lines, added by the email tool.
- Copy by: content writer. Brief only; copy not written here.
S4 (brief 4) Text. Mon 23 Nov 2026, 17:00 Pacific (brief proposed 18:30: texts go out between 10:00 and 18:00 and the last send starts an hour before the close, so the latest start is 17:00; decision 2).
- To: past_buyers. Condition: only people who have not bought since the sale opened, applied by the marketing coordinator from the store's buyers list on the morning of the send.
- Reach: at most 3 (C01, C02, C05).
- Purpose: Last day.
- Says: 1. Last day of the Autumn Kitchen Sale: it ends at 23:59 (F1, F4). 2. 20% off all cookware and bakeware with code AUTUMN20 (F2, F3).
- Call to action: shop the sale. Link: https://shop-w.example/autumn-sale?src=text-s4
- Required parts: sender prefix "Shop W:" first and "Reply STOP to opt out" last.
- Copy by: content writer. Brief only; copy not written here.
SENDS PER PERSON
Limits: at most 1 per person per day; at most 3 per person in this promotion (rules). On the proposed schedule: 8 people can receive at least one send. Within the promotion limit: 6 (C03: S1, S3. C04: S1, S3. C05: S2, S4. C06: S1, S3. C07: S1, S3. C08: S1, S3). Over the promotion limit: C01: 4 sends (S1, S2, S3, S4) against 3. C02: 4 sends (S1, S2, S3, S4) against 3. Decision 3. More than the daily limit on one day: None on the proposed schedule; on the brief's schedule, C01 and C02 would receive S1 and S2 on Thu 19 Nov (decision 1). Most sends that could go out: 7 + 3 + 7 + 3 = 20.
OPEN QUESTIONS
Q1 Held for a question, text: C07
- Files show: contacts, row 7: segment past_buyers, mobile on file yes, text consent "imported". The rules permit "opted_in" and exclude "opted_out" and "never".
- Other reasons: none
- Question: What does "imported" mean in Shop W's text consent records?
- Who answers: operations manager
Q2 Held for a question, email: C09
- Files show: contacts, row 9: segment newsletter, email on file yes, email consent "pending". The rules permit "subscribed" and exclude "unsubscribed".
- Other reasons: none
- Question: What does "pending" mean in Shop W's email consent records?
- Who answers: operations manager
Q3 Records that disagree, text: C06
- Files show: suppressions, row 1: C06 on text_optout, added 2026-10-30. Contacts, row 6: text consent "opted_in". C06 is kept off both texts.
- Other reasons: none
- Question: Which of the two records is current for C06's texts?
- Who answers: marketing coordinator
Q4 A list the rules do not name: vip_hold
- Files show: suppressions, row 5: C14 on vip_hold, added 2026-11-10. The rules do not mention vip_hold, so it is applied to email and text, and C14 receives nothing in this plan.
- Other reasons: no email address on file and a blank email consent (contacts, row 14)
- Question: Which channels, if any, does vip_hold cover, and does it record opt-outs?
- Who answers: operations manager
Q5 Fact asked for: cast-iron stock
- Files show: the brief's note asks whether the sends can say only a few cast-iron pans are left. The brief holds no stock fact, so no send says it.
- Question: Is there a stock fact, in approved wording, that the sends may state?
- Who answers: e-commerce manager
Q6 Default used: email window
- Files show: the rules give a window for texts and none for email, so 08:00 to 20:00 Pacific was used. S1 at 08:00 sits at its opening.
- Question: What is Shop W's window for promotional email?
- Who answers: operations manager
Q7 Not supplied: who sends texts
- Files show: the rules name the marketing coordinator for email and nobody for texts.
- Question: Who loads and sends S2 and S4?
- Who answers: operations manager
DECISIONS FOR THE MARKETING LEAD
- S2, brief Thu 19 Nov at 12:00. C01 and C02 can receive both S1 (email, 08:00) and S2 that day, against a limit of 1 send per person per day. Proposed Fri 20 Nov at 12:00, when no other send goes. Keep the proposal or choose another time.
- S4, brief Mon 23 Nov at 18:30. Texts go out between 10:00 and 18:00 and the last send starts an hour before the close, so the latest start is 17:00. Proposed 17:00 the same day. Keep it or choose an earlier time.
- C01 and C02 would receive 4 sends (S1, S2, S3, S4) against a limit of 3 per person in this promotion, because they can receive both email and text. Which send do they go without?
- Approve this plan, or ask for changes.
BEFORE THE FIRST SEND
- Offer facts F1 to F6, the code, the dates and the exclusions confirmed. Who: e-commerce manager. Done: ____________ Date: ________
- The landing page live at https://shop-w.example/autumn-sale, stating the offer and its exclusions, and code AUTUMN20 tested at checkout. Who: e-commerce manager. Done: ____________ Date: ________
- The copy for S1 to S4 written from their briefs and approved. Who: marketing lead. Done: ____________ Date: ________
- The final wording of S2 and S4 starts with "Shop W:" and ends with "Reply STOP to opt out". Who: operations manager. Done: ____________ Date: ________
- Q1 to Q7 answered, and this plan run again if an answer changes who can receive. Who: marketing lead. Done: ____________ Date: ________
- The suppression lists refreshed from the email and texting tools on the day of each send, and the buyers list applied before S3 and S4. Who: marketing coordinator. Done: ____________ Date: ________
- A named person loads and sends each channel; texts have nobody yet (Q7). Who: marketing lead. Done: ____________ Date: ________
- This plan approved. Who: marketing lead. Done: ____________ Date: ________
- From the rules: "Before every send, the marketing coordinator sends a test to the staff_test list and opens the link." Who: marketing coordinator. Done: ____________ Date: ________
COVERAGE
Used: the promotion brief (every line); Shop W's sending rules (every line); contacts.csv (14 data rows); suppressions.csv (6 data rows). Missing: nothing. Not used: none. Suppression rows for contacts not in the export: C21 on email_unsubscribe (suppressions, row 6). Could not judge: whether any consent is sufficient; what any law or carrier rule requires; whether the landing page states the offer and its exclusions; whether the code works; who will buy, unsubscribe or opt out after 12 November. Ignored: none found. Checked and fine: email 1 + 4 + 0 + 1 + 1 + 7 = 14; text 6 + 2 + 1 + 1 + 1 + 3 = 14; email segments, can receive 6 + 1 = 7 and held 0 + 1 = 1; text segment, can receive 3 and held 1; email suppressed by list 1 + 1 + 1 + 1 = 4; text suppressed by list 1 + 1 = 2; no exact repeat rows and no repeated contact_id; every send on the proposed schedule falls between the offer's start, Thu 19 Nov at 08:00, and its end, Mon 23 Nov at 23:59.
Draft for approval. Nothing has been sent, scheduled, uploaded or changed. Approved by (marketing lead): ____________ Date: __________
Where it fits
- Marketing and content, where one promotion has to read as one plan across every email and text the team sends.
- Advertising and lead generation, where paid campaigns point at the same offer and the owned sends need the same dates and facts.
- E-commerce and retail, where a sale weekend reaches past buyers and newsletter readers through two channels at once.
- Consumer brands, where loyalty members, online buyers and newsletter readers each carry their own consent history.
- Hospitality, where a seasonal menu or a midweek offer goes to guests who asked to hear about them.
- Marketing and advertising, where an agency lays out a client's promotion for the client to approve.
- Growth & scaling, when promotions multiply and nobody is counting how often each customer hears from you.
- Established businesses, when years of sign-up forms have left consent statuses and lists in several shapes.
It does not write the copy: welcome and nurture emails are email sequence drafting, and a text-only campaign drafted word by word is promotional text campaign plan. A full record-by-record review of a doubtful list is campaign audience check.
What has to change for your company
Write your sending rules down if they are not already: which consent statuses permit promotional email and texts, which exclude a person, your sending windows, your limits per day and per promotion, what each suppression list covers, and who sends each channel. Your rules owner and your own advisers set those rules; the workflow template applies the ones you give it and takes no view on what any law or carrier requires. Map the columns your customer or sending tool exports to the defaults once. Agree who confirms the offer facts, who writes the copy from each send's brief, and who signs each item before the first send.
What has been checked
Fully Powered AI wrote this workflow template. It was editorially reviewed on 12 November 2026. It was tried on its invented example on 12 November 2026 in Claude; the record is published with it. The template was revised after that trial, and the revised version has so far been run again only by the session that revised it, not independently. It has not yet been tested in a client environment, or as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on a past promotion whose problems you already know: a status your rules do not name, a contact on the opt-out list whose record still says opted in, a text scheduled after your window, a customer who would hear from you too often. The person who keeps the contact records recomputes every count before the plan is relied on. Pilot acceptance-test preparation builds that test set, and What we test before we call an AI workflow ready shows the record.
Who decides
Your people keep
- Which consent statuses permit promotional email and texts
- Moved send times, and which send a customer goes without
- Who sends each channel
- Approval of the plan
It does not
- Sends nothing and schedules nothing
- Loads no list and changes no record
- Does not write the copy
- Takes no view on what any law or carrier requires
Questions people ask
Who is this for?
The marketing lead, or a marketer for them, once the offer is approved and before anyone builds a send. The person who keeps the contact records, the owner of your sending rules and the offer owner answer the questions it raises.
What do I need to supply?
The promotion brief, your sending rules, the contact export with email and text consent statuses, and the suppression lists. No addresses or phone numbers are needed.
Does it write the emails and texts?
No. Each send carries a brief for the copywriter, not finished copy. Welcome and nurture emails are email sequence drafting, and a text-only campaign drafted word by word is promotional text campaign plan.
Does it send anything or decide consent?
No. The workflow template sends nothing, schedules nothing, loads no list and changes no record. Consent comes only from the records you supply, and your rules owner decides what a status means.
What has been checked?
Fully Powered AI wrote this workflow template and it was editorially reviewed. It was tried on its invented example on 12 November 2026 in Claude; the record is published with it. The template was revised after that trial and has been run again only by the session that revised it, not independently. It has not yet been tested in a client environment.
The full workflow template
Everything above is the outline. The complete workflow template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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Next step
Put this workflow template to work for your team: on your plan, or built with you in a sprint.
Build this in a sprint
In a sprint, Fully Powered adapts this workflow template to your rules, proves it on your own work and puts it in the hands of the roles that own it.
Two ways to begin: