This proposal is confidential. Please enter your email address to continue.
A custom, purpose-built platform for creating, sending, and tracking email campaigns — simple, focused, and ready to grow.
This proposal outlines the scope, functionality, and delivery plan for a custom Email Marketing Application. The application will allow the client to create and manage email campaigns, maintain a subscriber database, track campaign performance, and control all email sending settings from a single, easy-to-use admin dashboard.
The application is designed to be simple, focused, and practical — covering all essential email marketing needs without unnecessary complexity.
The following items must be arranged and confirmed by the client before the application setup can begin. These are not part of the development work but are required for the system to function correctly.
mail.clientdomain.com or campaigns.clientdomain.com). This keeps the application separate from the main website.newsletter@clientdomain.com). This account must not be used for any regular business communication.The admin dashboard is the first screen the user sees after logging in. It provides a quick overview of the entire system at a glance.
When creating a new campaign, the admin will fill in the following details:
| Field | Description |
|---|---|
| Campaign Name | An internal label for the campaign (not visible to subscribers) |
| Email Subject | The subject line that appears in the subscriber's inbox |
| Sender Name | The display name shown as the sender (e.g. "Acme Newsletter") |
| Sender Email | The email address the campaign is sent from |
| Reply-To Email | The email address subscribers will reply to (can be different from the sender email) |
| Subscriber List | Select one or more subscriber lists to send the campaign to |
After filling in the campaign details, the admin will design the email content using the built-in Email Template Builder (described in Module 3).
Before sending a campaign to all subscribers, the admin can send a test email to up to five email addresses. The test email will look exactly the same as the actual campaign, allowing the admin to review the content and layout before it goes out to the full list.
Each campaign displays a clear status so the admin always knows where it stands:
| Status | Meaning |
|---|---|
| Draft | Campaign is created but not yet sent or scheduled |
| Scheduled | Campaign is set to send at a future date and time |
| Sending | Campaign is currently being sent |
| Completed | Campaign has been fully sent |
| Cancelled | A scheduled campaign that was cancelled before sending |
| Failed | Campaign encountered an error during sending |
The email template builder allows the admin to design professional email templates using a visual drag-and-drop interface, similar to Brevo's email editor. The builder is divided into two sections:
The admin can drag any widget from the right sidebar and drop it into the email layout. Each widget can be selected and customised using editing options that appear in the sidebar.
The following content blocks are available in the right sidebar panel:
1. Bulk Import via CSV or Excel
2. Manual Add
The admin can manually add a single subscriber by entering their email address, first name, and last name.
Each subscriber has a status that determines whether they are eligible to receive campaigns:
| Status | Description |
|---|---|
| Active | Subscriber is eligible to receive campaigns |
| Unsubscribed | Subscriber clicked the unsubscribe link and will not receive any further emails |
| Bounced | The email address could not receive email (invalid or inactive address) |
| Suppressed | Subscriber has been blocked from receiving emails — either manually or due to a complaint |
In the initial phase, the system will use Microsoft 365 SMTP as the email sending provider, using a dedicated email account created specifically for campaign sending. This account will be separate from the client's main business email accounts, ensuring campaign activity does not interfere with regular business communications.
When a campaign is sent, the system uses a queue-based sending system that processes emails in controlled batches:
After a campaign is sent (or while it is in progress), the admin can view a detailed report:
| Metric | Description |
|---|---|
| Total Targeted | The total number of subscribers selected for this campaign |
| Total Sent | The number of emails successfully submitted for delivery |
| Total Failed | The number of emails that could not be sent due to an error |
| Total Unsubscribed | The number of subscribers who unsubscribed after receiving this campaign |
| Campaign Status | The current status of the campaign (sending, completed, etc.) |
| Sending Date & Time | When the campaign was sent or started sending |
The admin can export the campaign report as a CSV file for record-keeping or sharing.
| Setting | Description |
|---|---|
| SMTP Host | The mail server address (e.g. smtp.office365.com) |
| SMTP Port | The port number used for sending (e.g. 587) |
| Encryption Type | The encryption method (TLS or SSL) |
| SMTP Username | The email account used for sending |
| SMTP Password | The password for the sending account |
| Test Connection | A button to verify that the SMTP settings are working correctly |
| Setting | Description |
|---|---|
| Default Sender Name | The name that appears as the sender in all campaigns |
| Default Sender Email | The email address that campaigns are sent from |
| Default Reply-To Email | The email address subscribers will reply to |
The User Management module allows the Super Admin to add multiple users to the system and control exactly what each user can see and do. Access is managed screen-by-screen and module-by-module, ensuring that each user only has access to the areas relevant to their role.
| Role | Description |
|---|---|
| Super Admin | Full access to all modules and settings, including user management. Only the Super Admin can create users and assign permissions. |
| Admin / Staff User | Access limited to the specific modules and screens assigned by the Super Admin. Can have read-only or full write access per module. |
The Super Admin assigns permissions to each user on a per-module basis. For every module in the system, the Super Admin can set one of the following access levels:
| Access Level | What the User Can Do |
|---|---|
| No Access | The module is completely hidden from this user. They cannot see or open it. |
| Read Only | The user can view all data in the module but cannot create, edit, or delete anything. |
| Full Access (Read & Write) | The user can view, create, edit, and delete records within the module. |
Permissions can be configured individually for: Dashboard, Campaign Management, Email Template Builder, Subscriber Management, Campaign Reporting, Global Settings, and User Management.
The application will be built using modern, professional web technologies suitable for this scale of email marketing:
Currently, the project is in the starting phase, so it is recommended to begin with Microsoft 365 SMTP using a dedicated sending account. This avoids additional third-party costs at launch and keeps the setup simple.
If the email sending limit is exceeded in the future, or if the client experiences any delivery limitations, the system can be switched to a professional email delivery provider such as Brevo, SendGrid, Mailgun, or Amazon SES. This switch can be made from the settings panel without requiring any redevelopment of the application. The application is designed to support this transition from day one.
Project setup, admin login, global settings (SMTP configuration, sender defaults, footer), SMTP connection with rate control.
Subscriber import (CSV/Excel), manual add, subscriber lists, duplicate prevention, email validation, unsubscribe handling.
Campaign creation, email template builder (drag-and-drop), test email, queue-based sending, scheduled send, bounce handling.
Campaign reporting, admin dashboard, UI refinement, end-to-end testing, bug fixes, deployment.
The following dedicated professionals will be assigned to this project to ensure proper development, testing, and quality assurance:
The Email Marketing Application will give the client a complete, self-contained tool for managing and sending email campaigns. All key functionality is covered in a simple, professional interface: