How to collaborate with team members on campaigns in Sendtrumpet

Getting a campaign out the door is hard enough when you're doing it solo. Add a team—each with their own opinions, schedules, and quirks—and things can get messy fast. If you’re using Sendtrumpet to run marketing campaigns, you might be wondering: How can you actually collaborate with your team without stepping on toes or losing your mind? This guide is for anyone—whether you’re a team lead, a marketing manager, or just the person who got “volunteered”—who wants a clear, honest breakdown of what works (and what doesn’t) when teaming up in Sendtrumpet.

Step 1: Know What “Collaboration” in Sendtrumpet Really Means

First, let’s get this out of the way: Sendtrumpet is a campaign management tool, not a full-blown project management suite. Its collaboration features are solid if you keep your expectations straight. You can:

  • Invite teammates to your workspace
  • Assign roles and permissions
  • Share and edit campaigns together
  • Leave comments and feedback inside campaigns

But don’t expect Slack-level chat or Trello-style task boards. If you need deep project management, you’ll still want to use something else alongside Sendtrumpet.

Pro Tip: Decide up front what you’ll use Sendtrumpet for as a team, and what you’ll handle elsewhere (like approvals, brainstorming, or big-picture planning).

Step 2: Set Up Your Team in Sendtrumpet

Before anyone can start collaborating, you need to get everyone in the same workspace. Here’s how to do it without a headache:

  1. Invite Teammates
  2. Go to your workspace settings.
  3. Click “Invite Members.”
  4. Enter their email addresses and choose their roles (admin, editor, viewer, etc.).
  5. Send the invites.

What works: The invite process is straightforward, and roles are simple to understand.

What to ignore: Don’t over-complicate roles—keep it simple unless you have a real need for tight restrictions.

  1. Set Permissions Wisely
  2. Only give admin rights to people who actually need them.
  3. Editors can create and tweak campaigns, viewers can just look.

Real talk: Too many admins = chaos. If everyone can change everything, mistakes happen.

  1. Get Everyone Oriented
  2. Do a quick walk-through for new users (even a 10-minute screen-share helps).
  3. Point out where to find active campaigns, drafts, and team comments.

Pro Tip: Save time by making a 2-minute Loom video for onboarding—way faster than answering the same questions over and over.

Step 3: Build Campaigns Together (Without Losing Track)

This is where most teams trip up. Here’s how to actually work together on a campaign in Sendtrumpet:

  1. Create a Campaign Draft First
  2. Start campaigns as drafts so you can work out the kinks before they go live.

  3. Name campaigns clearly—avoid “Untitled Campaign #47.”

  4. Assign Tasks (Kind Of)

  5. There’s no built-in task assignment, but you can use comments to @mention teammates.
  6. Use clear, direct language (“@Sarah please update the banner image by Friday”).

What works: Comments are visible to everyone, so nothing gets lost in someone’s inbox.

What doesn’t: If you need complex task tracking, Sendtrumpet can’t do it. Use Asana, Jira, or even a shared Google Doc for task lists.

  1. Edit and Review Together
  2. Multiple people can edit a campaign, but you can’t do real-time co-editing like in Google Docs. Changes save when you hit “Save.”
  3. To avoid overwriting each other, agree on an editing schedule or work in shifts for big campaigns.

Pro Tip: Use the campaign “History” or “Activity” feature to see who changed what. If something breaks, you’ll know where to start.

Step 4: Use Comments and Feedback Features (But Don’t Overdo It)

One of the best ways to keep everyone on the same page in Sendtrumpet is through campaign comments.

  • Add comments directly on campaign elements (images, text blocks, etc.).
  • @Mention teammates to notify them—no need for side emails.
  • Use comments for feedback, approvals, or quick questions.

What works: In-context feedback beats a 15-email thread any day.

What doesn’t: Don’t use comments for long debates or brainstorming. It gets messy fast. Take complex conversations to your chat app or a quick call.

Pro Tip: At the end of each day (or sprint), clear out resolved comments so the campaign stays tidy.

Step 5: Handle Approvals and Final Reviews

Here’s where Sendtrumpet’s collaboration tools hit their limits—and where most teams struggle.

  • You can mark campaigns as “Ready for Review” or similar (depending on your workflow).
  • Use comments to call out what needs approval or what’s changed.
  • Some teams set up a workflow: Draft → Peer Review → Final Approval → Launch.

What works: Simple approval flows are easy to follow if everyone uses the same process.

What to ignore: Don’t expect automated approval chains. If you need those, look elsewhere or build a workaround using another tool (like a shared checklist in Google Sheets).

Pro Tip: Assign a single person as “final checker” for each campaign. This avoids the classic “I thought you approved it!” problem.

Step 6: Launch Together—And Communicate

Once a campaign’s approved, launching it is usually just a button click. But keep your team in the loop:

  • Before launching, tag the team in a comment so everyone knows it’s happening.
  • If you’re scheduling a campaign, make sure everyone’s aware of go-live times and any dependencies.
  • After launch, use comments to note any issues or quick wins.

What works: Transparency keeps surprises to a minimum and helps everyone learn for next time.

What doesn’t: Don’t assume people are watching notifications. If it’s urgent, ping them directly (outside Sendtrumpet if needed).

Step 7: Track Results and Share Feedback

Campaigns don’t end when you hit “send.” Here’s how to keep the loop closed:

  1. Check Analytics Together
  2. Sendtrumpet gives you campaign metrics—open rates, clicks, etc.

  3. Review as a team, not just solo. A 15-minute recap can surface what worked (and what flopped).

  4. Leave Comments on Results

  5. Use comments to note ideas for next time, unexpected results, or needed tweaks.
  6. Keep it short and actionable.

Pro Tip: If you’re in a bigger team, do a quick retro in Slack or your chat tool, linking back to the campaign in Sendtrumpet for reference.

  1. Archive or Duplicate Campaigns
  2. When you’re done, archive campaigns to keep things tidy.
  3. If something worked well, duplicate the campaign for next time—no need to reinvent the wheel.

What to Skip (Unless You Like Wasting Time)

  • Don’t try to use Sendtrumpet as your only team communication tool. It’s not built for that.
  • Skip complex role hierarchies. Most teams just need admins and editors.
  • Don’t rely on email notifications alone. People miss them. Check in proactively.
  • Avoid using comments for everything. It’s a collaboration tool, not a chat room.

Summary: Keep It Simple, and Don’t Overthink It

Collaborating on campaigns in Sendtrumpet can be smooth if you keep things clear and simple. Use roles and comments for what they’re good at, agree on a workflow up front, and don’t try to force Sendtrumpet to do things it wasn’t built for. When in doubt, communicate early and often—outside of the platform if you have to. Most of all, treat your campaign process as a living thing: tweak it, trim what doesn’t work, and keep iterating until your team finds its groove.