Email Operations: Subscription & Compliance - Project Details / Task List
Tag: email-subscription
Total Hours: 25h
Structure: Single Milestone (<=50h)
Milestone: Email Operations: Subscription & Compliance
Description: A technical implementation project that establishes comprehensive email subscription management within a Marketing Automation Platform (HubSpot or Marketo), including subscription type configuration, preference centers, opt-in/opt-out automation, and GDPR/CCPA compliance mechanisms.
Task List: (Email Subscription) 1. Assessment & Configuration
Contains: Parts 1-2
| Task | Est | Description |
|---|---|---|
| 1. Audit Current Subscription Management | 2h | Evaluate existing opt-in/opt-out processes, subscription types, and consent tracking in the current MAP. End state: Gap analysis document identifying compliance risks and missing capabilities. • Pull current subscription type configuration from HubSpot/Marketo • Review existing opt-in mechanisms (forms, landing pages, import processes) • Assess how consent is currently tracked (field-level, timestamps, source) • Identify any existing preference center or unsubscribe flow • Document which regions/countries the client markets to (GDPR, CCPA applicability) • Interview marketing team on current pain points and known compliance gaps |
| 2. Define Subscription Type Requirements | 2h | Work with stakeholders to define the subscription types needed based on email programs and audience segments. End state: Approved list of subscription types with clear definitions. • Catalog all current email types being sent (newsletters, product updates, events, sales outreach) • Map email types to logical subscription categories (Marketing, Product, Transactional) • Define granularity level (broad categories vs. specific topics) • Document subscription type names and descriptions for preference center • Get stakeholder approval on final subscription type list • Determine default opt-in/opt-out status for each type |
| 3. Build Subscription Types in MAP | 3h | Create and configure subscription types within HubSpot or Marketo with proper settings and defaults. End state: All subscription types created with correct configuration. • Create each subscription type in HubSpot/Marketo admin settings • Configure default opt-in/opt-out status for new contacts per type • Set up subscription type descriptions (visible in preference center) • Define which types are required vs. optional • Configure email associations (which emails map to which subscription type) • Test subscription type behavior with sample contacts |
| 4. Build Preference Center | 3h | Create or customize the preference center where contacts manage their email subscriptions. End state: Functional preference center allowing self-service subscription management. • Design preference center layout (subscription options, frequency settings) • Configure preference center branding (logo, colors, copy) • Implement subscription type checkboxes/toggles • Add "Unsubscribe from All" option with appropriate warnings • Include email frequency options if applicable (daily digest vs. immediate) • Set up confirmation messaging for preference updates • Test preference center across devices and browsers |
| 5. Configure Unsubscribe Handling | 2h | Set up compliant unsubscribe processes that honor requests immediately. End state: One-click unsubscribe working with proper confirmation and suppression. • Enable one-click unsubscribe in email headers (required for compliance) • Configure unsubscribe confirmation page messaging • Set up suppression list automation for hard unsubscribes • Define behavior for partial unsubscribes (one type vs. all) • Test unsubscribe flow end-to-end • Verify unsubscribe requests are honored within required timeframes |
Task List: (Email Subscription) 2. Compliance, Automation & Rollout
Contains: Parts 3-5
| Task | Est | Description |
|---|---|---|
| 6. Set Up Consent Tracking Fields | 2h | Create contact fields to track consent status, source, and timestamps for GDPR/CCPA compliance. End state: Consent data captured at field level with full audit trail. • Create consent status field (Opted In, Opted Out, Not Set) • Create consent date/timestamp field for each subscription type • Create consent source field (form name, import, API, preference center) • Create legal basis field for GDPR (consent, legitimate interest, contract) • Set up field update automation when consent changes • Document field mapping for data subject access requests |
| 7. Configure GDPR-Specific Requirements | 2.5h | Implement GDPR-specific consent mechanisms for EU contacts including double opt-in and explicit consent capture. End state: GDPR-compliant opt-in flows for EU audience. • Configure double opt-in workflow for EU contacts • Create confirmation email with explicit consent language • Set up geographic-based consent rules (EU vs. non-EU treatment) • Implement explicit consent checkboxes on forms (no pre-checked boxes) • Configure consent withdrawal mechanisms • Document lawful basis for each email type (consent vs. legitimate interest) |
| 8. Configure CCPA-Specific Requirements | 2h | Implement CCPA-specific requirements including "Do Not Sell" handling and response procedures. End state: CCPA-compliant processes for California residents. • Create "Do Not Sell My Personal Information" tracking field • Configure opt-out of sale mechanism if applicable • Set up data subject request response workflow (10-day acknowledgment requirement) • Document data categories collected for disclosure requests • Configure contact deletion/anonymization workflow • Create internal SOP for handling CCPA requests within required timeframes |
| 9. Create Subscription Management Automations | 2.5h | Build workflows to automate subscription status updates based on contact actions and form submissions. End state: Automated system that keeps subscription status accurate without manual intervention. • Build form submission workflow to update subscription types based on selections • Create import process rules for setting subscription status on list uploads • Configure API integration rules for subscription updates from external systems • Set up re-engagement workflow triggers based on subscription changes • Build sunset automation for chronically unengaged contacts • Create welcome workflow triggered by new subscription opt-ins |
| 10. Validate Subscription Filtering in Email Sends | 2h | Ensure all email sends properly filter contacts based on subscription type preferences. End state: Verified that emails only go to opted-in contacts. • Audit existing email programs for subscription type filtering • Update email send lists to respect subscription preferences • Configure smart lists/segments that dynamically filter by subscription status • Test email sends with various subscription status combinations • Document email program to subscription type mapping • Set up monitoring for subscription filter compliance in future sends |
| 11. Conduct Marketing Team Training | 1.5h | Train the marketing team on the new subscription management system, preference center, and compliance requirements. End state: Marketing team confident in using the system correctly. • Schedule training session (45-60 minutes) • Cover: subscription types, preference center, consent tracking, compliance requirements • Demonstrate how to properly set up emails with subscription filtering • Walk through data subject request handling process • Create quick-reference guide for common scenarios • Address questions and edge cases • Send recording and documentation to team |
| 12. Hand Off to Client | 2.5h | Transfer ownership of the subscription management system with full documentation. End state: Client self-sufficient with admin access, SOPs, and compliance checklists. • Deliver documentation package (subscription type definitions, field mappings, workflow documentation) • Create compliance checklist for ongoing email operations • Transfer admin access and explain configuration options • Document process for adding new subscription types in the future • Provide GDPR/CCPA request response SOP (with reminder: not legal advice) • Schedule 30-day check-in to address questions • Close out project |
Summary
- Total Task Lists: 2 (consolidated from 5 Parts)
- Total Tasks: 12 (one per Step)
- Total Hours: 25h
- Generated from: playbook_email-operations-subscription-and-compliance.md
- Generated on: 2025-12-31