Newsletter Production Pipeline Template
Ship every newsletter on schedule and in sync
Newsletter editors and content ops leads juggle pitches, drafts, reviewers, designers, and metrics every week. If you manage the send schedule, spreadsheets and Trello cards scatter approvals and QA across tabs. This Instaboard pipeline puts everything on one canvas: start in the Get Started section, duplicate the outline templates, and slide each issue across clearly labeled stages. Attach briefs, assign owners, tag blockers, and log QA where the work happens. When the issue is scheduled and sent, the same card captures timing and performance so handoffs never stall.
- Duplicate pitch cards, assign the owner, and set the due date from one lane
- Tag reviewers and check off approval tasks without leaving the issue card
- Track QA status with duplicate-locked logs and filterable labels
- Keep performance metrics attached to each card for fast reporting
Start in Pitch Queue
Open the Start Here card in the Get Started section to confirm the checklist. In Template Cards, drag a copy of “Issue Outline” into Pitch Queue. Rename the card for the upcoming send, assign the owner, and set the due date. Apply labels like Hot Topic or Evergreen so the team can filter. Attach any research brief or doc before you leave the stage.
Draft with context
Move the issue into Drafting once the outline is ready and drop the Production Checklist card inside. Assign the writer, add a status update in the description, and keep missing sources visible with the Needs Source label. Attach drafts or briefs so the file travels with the card as it advances to Edit & Approve. Use the duplicate-locked cards again for companion assets like teaser copy.
Route edits and approvals
Slide the card into Edit & Approve when you hand it off. Tag Awaiting Feedback so stakeholders know it is in their court. Use the Approval Tracker template to log reviewer focus areas and decisions. Add checklist tasks for compliance or legal sign-off and assign the right teammate. Once all feedback is resolved, add the final CTA copy to the card description before progressing.
Finalize layout and QA
Drop the card into Layout & QA and duplicate the Design Brief template for your designer. Attach the hero image, reference link, or file they need to build the visual. Track Litmus or device testing with the QA Log card so blockers are obvious. Flip the label to Design Ready when creative and rendering checks are complete.
Schedule and record results
When the send is queued, move the card to Scheduled and log send time, segment, and experiments in the description. After the campaign deploys, drag it into Sent & Metrics. Add open and click rates, CTA conversions, and any follow-up actions so performance lives with the creative. @-mention teammates in a card comment when they need to spin off social snippets or post-launch content.
What’s inside
Pitch Queue
Collect newsletter ideas with audience segments, CTAs, and source links, then filter by labels like Hot Topic or Evergreen before prioritizing.
Drafting Lane
Writers work through assigned drafts, attach research that travels with the card, and flag missing sources with labels.
Edit & Approve
Editors, stakeholders, and legal reviewers duplicate the Approval Tracker template to log feedback and mark sign-offs on the same card.
Layout & QA
Design tasks, Litmus checks, and dark-mode fixes live in a dedicated column with QA task cards.
Send & Measure
Scheduled sends and post-send metrics stay visible so the team can report results fast.
Why this works
- Align every phase on horizontal lists with labels you can filter to spot blockers fast
- Keep reviewers and designers aligned by tagging handoffs and tracking tasks on the same card
- Capture analytics inside the workflow so @-mentions trigger the next follow-up
- Reuse duplicate-locked cards to standardize briefs, approvals, and QA checks
FAQ
Can I track multiple newsletter series simultaneously?
Yes. Duplicate the Issue Outline card for each series, apply distinct labels, and filter by label to focus on a single stream.
How do I show stakeholder approvals?
Use the Approval Tracker template in Edit & Approve, assign each reviewer, and check off the task or leave a comment once they sign off.
Where should I store analytics attachments?
Drop files or links inside the Sent & Metrics column so reports travel with the issue record.
What if I need more QA steps?
Duplicate the QA Log card when you enter Layout & QA and add client-specific checks while keeping the core pipeline intact.