Checklist: Handing over Mail+ during your vacation

Are you going on vacation and having a colleague temporarily take over your work in Spotler Mail+? Use this checklist to prepare the handover step by step. This ensures your replacement knows exactly which mailings require attention, which settings should be used, and where to go with any questions.

We've also written an article for your colleague who will be taking over your work.
➡️ Taking over Mail+ during a vacation? Here's how to get started quickly

The following topics are covered on this page:

• Preparation
• Mailing schedule
• Preparing messages
• Target audiences and contacts
• Images and files
• Sending settings
• Workflow for your replacement
• Questions and support
• Final check before departure

Preparation

Before you leave, check that your replacement has access to Spotler Mail+. Verifying this together in advance helps prevent surprises when a mailing needs to be sent.

At the very least, check the following:

• Your replacement has their own Spotler Mail+ user account.
• The correct user roles have been assigned so they can view, edit, and send mailings.
• They can log in without any issues.

Also discuss which login method is used (username and password, Spotler ID, or Single Sign-On), where to find the Mail+ environment URL, and how to reset a password if necessary.

Mailing schedule

Create an overview of all mailings that require attention during your absence. For each mailing, specify what action needs to be taken so there is no confusion. Make sure it is clear:

• Which mailings are fully prepared and may already be scheduled for sending.
• Which mailings only need to be checked and sent.
• Which mailings still require content updates.

Preparing messages

Good preparation helps prevent mistakes while you're away. Prepare as many messages as possible in advance and clearly indicate which version should be used. Check the following:

• Draft messages have already been created.
• Messages have clear and recognizable names.
• All relevant messages are stored together in a single folder.

Remove old drafts that are no longer used. If you can't prepare messages in advance, let your replacement practice editing a message in the editor.

Target audiences and contacts

Record which target audience should be used for each mailing. This helps prevent a mailing from being sent to the wrong recipients.

Also check:

• Any exclusions or segmentations.
• The correct unsubscribe package.
• Whether lists and permissions are configured correctly.

Images and files

Prevent your replacement from having to search for files by making all required materials available in one central location in advance, such as within Mail+. At the very least, make sure that:

• All required images and logos are already available in the Images module.
• PDFs and campaign materials are available in the Documents module.
• Files are organized logically, for example in a folder named Vacation handover.

Sending settings

Record the most important sending settings for each mailing. This saves your replacement from having to look up this information.

Workflow for your replacement

Briefly go through the most important workflow together. This ensures your replacement knows where messages are created and how to send a mailing safely.

• Messages are created in Messages.
• Mailings are sent from Mailings.
• Always send a test email first.
• Check all links before sending a mailing.
• Duplicate an existing message before making changes.

Questions and support

Not every question can be anticipated in advance. Therefore, agree on who your replacement can contact if they have questions about the content of a mailing or about using Spotler Mail+.

Internal contacts

Note one or more colleagues who can help during your absence, such as a marketing manager, team leader, or key user. Also share any internal work instructions or documentation.

Final check before departure

Just before you leave, go through the entire handover together one last time. Once the points below are clear, your replacement can carry out the planned tasks independently.

Are all checklist items checked? Then you can leave for your vacation with peace of mind, knowing your replacement can manage the scheduled mailings independently.