wiki/knowledge/crm-automation/client-email-marketing-platform-inventory.md · 474 words · 2025-12-03
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 |
- 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.