Client Email Marketing Platform Inventory

Overview

As part of the planned ^[1], the team needs a clear picture of which clients are actively using email marketing, which platforms they're sending from, and how frequently campaigns are going out. This inventory was identified as a prerequisite for migration planning — you can't safely deprecate GHL email tooling until you know who depends on it and what the alternatives are.

The task was assigned to Asalya during the ^[2].

Why This Matters

GoHighLevel is being phased out due to DNS conflicts and operational disorganization following a team departure. However, some clients may have active email workflows running inside GHL that are not visible to current account managers. Migrating without this inventory risks:

Breaking active client email campaigns mid-flight
Losing template or list assets that live only inside GHL
Discovering platform dependencies too late to plan transitions

Additionally, some clients use third-party platforms entirely (e.g., Constant Contact), which means the migration plan needs to account for a mixed-platform environment, not a simple GHL → HubSpot lift-and-shift.

Survey Scope

For each client, capture the following:

Field	Notes
Client name
Email marketing active?	Yes / No / Unknown
Platform(s) in use	GHL, HubSpot, Constant Contact, Mailchimp, other
Send cadence	Weekly, monthly, ad hoc, etc.
Who manages sends	AM, specialist, client-side
Assets in GHL?	Templates, lists, automations — yes/no
Migration needed?	Yes / No / TBD

Known Platform Signals (as of 2025-12-03)

GoHighLevel — Previously used by Chris (departed) for email and landing pages. Current extent of active client email in GHL is unknown; this is the core gap the survey addresses.
HubSpot — Preferred destination platform for email and contact management going forward.
Constant Contact — Didion has an active account; Melissa was given access. Email work will run from there, not GHL or HubSpot.
Organic social in GHL — Remaining in GHL for now (free tier, useful 2FA approval workflow). This is explicitly out of scope for the email inventory.

Action Items

[ ] Asalya — Complete the email platform survey for all active clients: platform used, send cadence, and whether assets exist in GHL. Deliver to Melissa for migration planning.
[ ] Melissa — Once survey is returned, audit AMs to confirm they know where all client assets (landing pages, email templates, lists) are located, including any inherited from Chris.
[ ] All AMs — Ensure client account documentation includes a tools/platforms section (modeled on Carly's maternity-leave handoff docs) so this gap doesn't recur.

^[3]
^[2]
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