If you’re running campaigns with a team, you already know the pain: lost drafts, too many tabs, “who did what?” headaches. This guide is for anyone who wants to actually work together inside Mailstand, not just pass spreadsheets and hope for the best. Whether you’re in sales, marketing, or that awkward “growth” role that means a bit of everything, this’ll show you how to use Mailstand to keep things moving—and avoid the usual mess.
1. Get Your Team Set Up in Mailstand
Before you even think about collaborating, everyone needs access. Obvious, maybe, but you’d be surprised how many teams trip here.
- Invite your teammates: In your Mailstand account, go to “Team Settings” and send invites to everyone who needs in. Use their work email addresses.
- Set roles wisely: Mailstand lets you assign roles—admin, editor, viewer. Don’t give everyone admin rights. Editors can build and tweak campaigns; viewers can, well, view. Keep it tight to avoid accidental changes.
- Pro tip: If your team is bigger than five, write down who’s supposed to do what. Otherwise, things get fuzzy fast.
What to ignore: Don’t bother adding users who’ll never touch campaigns. If someone only needs reports, just export them.
2. Define How Your Team Will Work Together
Mailstand has tools, but they won’t fix vague plans or unclear jobs. Spend 15 minutes hashing this out—it’ll save you hours later.
- Decide who owns what: Campaign writing? Approvals? Sending? Each should have a clear owner.
- Set up a naming system: Name campaigns so people know what’s what. Example:
Q2-Outreach-Healthcare. - Pick your communication channel: Mailstand isn’t a chat app. Use Slack, Teams, or even a group text for quick back-and-forth.
What works: Short, clear campaign names. Weekly stand-ups to check progress.
What doesn’t: Long email threads about “who’s fixing that typo.” You’ll lose track and patience.
3. Build Campaigns Together—Without Stepping on Toes
Let’s get into the actual workflow. Here’s how to keep everyone in sync while building campaigns.
a. Start with a Template (or Not)
- Templates save time: Mailstand’s templates let you start fast. Grab one or build your own.
- Customize together: Editors can jump in and tweak copy, subject lines, and schedules.
- Be careful: Only one person should edit a campaign at a time. Mailstand doesn’t lock files like Google Docs, so you can overwrite each other by accident.
Pro tip: Assign one person as the “driver” during editing, and have others review later.
b. Use Comments and Version History
- Add comments: If you spot something, leave a comment instead of changing it yourself. Mailstand’s comment system is basic, but it’s better than nothing.
- Check version history: If someone makes a mess, you can roll back to a previous version. It’s not perfect—restores the whole campaign, not just one section.
What to ignore: Endless back-and-forth on tiny word choices. Pick your battles.
c. Assign Tasks and Deadlines (Outside Mailstand)
Mailstand isn’t a project manager. If you need tasks and reminders, use Trello, Asana, or a shared Google Doc.
- Write down who’s doing what, and the due date.
- Link the Mailstand campaign in your task tracker.
Why bother? Otherwise, someone will forget, and you’ll be stuck waiting.
4. Test Before Sending—Together
Nothing kills trust like a campaign with broken links or the wrong merge tag. Here’s how to avoid embarrassment:
- Send test emails to the team: Use Mailstand’s “Send Test” button. Everyone should check their inbox and look for issues.
- Check on mobile: At least one person should open the test on their phone.
- Proof for personalization: Look at how merge tags actually render. Don’t assume; check.
What works: Make a checklist. Have someone else (not the writer) review the test send.
What doesn’t: Last-minute “just hit send” moves. You’ll regret it.
Pro tip: Keep a shared Google Doc for campaign reviews. Paste in test results, screenshots of bugs, or “this link is broken” notes.
5. Approve and Schedule the Campaign
Once everyone’s happy, it’s time to get the campaign out the door—but with a sanity check first.
- Final approval: Only one person should hit “Schedule” or “Send Now.” Decide who that is ahead of time.
- Double-check recipients: Make sure the right lists are attached. It’s easy to pick the wrong one in a hurry.
- Confirm timing: Schedule sends when your audience actually checks email. (No, Tuesday at 11 p.m. isn’t ideal.)
What to ignore: Overcomplicating approvals. You don’t need a five-step process; just make sure at least one other set of eyes signs off.
6. Track Results and Share Insights
Campaign’s out—now what? This is where collaboration often dies, but it doesn’t have to.
- Check campaign analytics: Mailstand gives you open and click rates, bounces, etc. Keep it simple: Did it work? Why or why not?
- Share findings: Post results in your team’s chat or weekly meeting. Don’t just email a screenshot and forget it.
- Discuss what to try next: If a subject line bombed, talk about why. If something worked, steal it for next time.
What works: Quick, honest debriefs. Don’t sugarcoat bad outcomes—learn, then move on.
What doesn’t: Hiding poor results or skipping reviews. You’ll repeat the same mistakes.
7. Clean Up and Archive Old Campaigns
Collaboration isn’t just about working together; it’s also about not tripping over old junk.
- Archive finished campaigns: Mailstand lets you archive old stuff. Do it after every major send.
- Delete test campaigns: Those “Test-123” drafts? Get rid of them so nobody sends them by mistake.
- Document what you learned: If you tried something new, jot a note in a shared doc. Future you will thank you.
Pro tip: Set a monthly clean-up reminder. Otherwise, clutter builds up fast.
Final Thoughts: Keep It Simple, Iterate Often
You don’t need a “collaboration strategy.” You just need clear roles, open communication, and a workflow everyone actually follows. Mailstand makes basic team collaboration possible, but it won’t do your thinking for you. Start with a simple process, fix what doesn’t work, and don’t get lost in the weeds. Focus on running better campaigns—together.