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Multi-User Collaboration on Campaign Planning in Kenya.

August 22, 2025

written by Maingi

Multi-User Collaboration on Campaign Planning in Kenya.

Kenyan brands that win with mobile don’t rely on lone‑ranger marketers; they run collaborative, role‑based campaign processes that keep everyone in sync — from compliance and finance to copywriting and analytics. This guide shows how to structure multi‑user collaboration for SMS, WhatsApp, and short code campaigns, and how SMSLeopard makes it easy with permissions, tasks, approvals, and real‑time visibility.

Why collaborative planning matters

  • Speed with control: Launch faster without sacrificing approvals or audit trails.

  • Single source of truth: Briefs, copy, audiences, budgets, and performance live in one place.

  • Better outcomes: Cross‑functional inputs (Sales, CX, Compliance) improve message relevance.

  • Fewer errors: Role‑based access limits risky changes and duplicate work.

Core collaboration roles (typical Kenyan org)

Use these roles as a starting point and adapt to your team size.

  • Workspace Admin – Creates teams, assigns permissions, enforces data governance.

  • Campaign Manager – Owns goals, timelines, briefs, and final go/no‑go.

  • Copywriter/Content – Drafts SMS/WhatsApp copy, keywords, and links.

  • Designer – Produces visual assets/CTA banners for landing pages or WhatsApp.

  • Data & Analytics – Builds segments, runs A/B tests, and reports results.

  • Compliance Officer – Reviews consent, opt‑out language, quiet hours.

  • Finance/Procurement – Approves spend, monitors burn and invoicing.

  • Customer Support/CRM – Handles replies, routes escalations.

  • IT/Integrations – Connects APIs, webhooks, and data syncs to CRM/ERP.

SMSLeopard supports granular roles and role‑based access control (RBAC) so each user sees and edits what they should — nothing more.

A practical RACI matrix

Define who is Responsible, Accountable, Consulted, Informed per task.

Task

Campaign Manager

Copy

Analytics

Compliance

Finance

IT/Integrations

Support

Campaign brief

A

C

C

C

I

I

I

Audience/segments

A

I

R

C

I

C

I

Copy & CTA

A

R

C

C

I

I

I

Consent/opt‑out checks

I

C

I

R/A

I

I

I

Budget approval

I

I

I

I

R/A

I

I

API/webhook setup

I

I

C

I

I

R/A

I

Launch & monitoring

A

C

R

C

I

C

R

Reporting

A

I

R

I

I

I

C

The collaboration workspace: what “good” looks like

  • Campaign Briefs – Standardized template with goals, KPI, audience, send windows, budget, owner, risks.

  • Task Board (Kanban) – Columns: Brief → Draft → Review → Compliance → Approved → Scheduled → Live → Analyze.

  • Approvals – Built‑in reviewer steps with due dates and auto‑reminders.

  • Version History – See who changed copy, segments, or budgets, and roll back.

  • Comments & Mentions – Threaded discussions on any object (brief, segment, message).

  • Asset Library – Reusable copy blocks, short links, tags, and keywords.

  • Calendars & SLAs – Shared view of launch dates, quiet hours, and review SLAs.

SMSLeopard includes shared calendars, task assignments, comment threads, and approval gates you can enforce per workspace.

Compliance-by-design (Kenya‑ready)

  • Consent capture & audit logs for promotional SMS; log opt‑ins and source.

  • Opt‑out automation supporting STOP/TOKA/ONDOKA with global suppression lists.

  • Quiet‑hour controls for sensitive categories.

  • Data minimization & retention settings; export controls by role.

Compliance is a shared responsibility: the platform enforces guardrails; teams still review content, purpose, and segment fairness.

End‑to‑end workflow (example)

Scenario: A private hospital launching a post‑visit feedback journey integrated with their HMS.

  1. Brief – Objective: 25% survey completion. Audience: outpatient visits. KPI: CTR, completion, opt‑out.

  2. Tasks – Assign copy (Copywriter), API mapping (IT), consent check (Compliance), budget (Finance).

  3. Integration – IT adds a webhook from HMS to SMSLeopard to trigger messages after discharge.

  4. Draft & Review – Copywriter posts 3 variants; Compliance approves template with opt‑out.

  5. Schedule – Analytics selects best send window from heatmap (e.g., 6–8pm).

  6. Go‑Live – Campaign Manager flips status to Scheduled; system posts to shared calendar.

  7. Monitor – Real‑time dashboard; Support handles replies and escalations.

  8. Report & Retrospective – Analytics shares a templated report; tasks auto‑create for improvements.

Collaboration features in SMSLeopard

  • RBAC & Team Spaces – Separate workspaces for brands or departments; custom roles.

  • Tasking & Mentions – Assign owners, due dates, and @mention teammates.

  • Approval Flows – Multi‑step sign‑off before scheduling or sending.

  • Shared Calendars – Visualize launch dates and SLAs.

  • Version Control – Track edits to audiences, copy, and budgets.

  • Comment Everywhere – Threaded notes on campaigns, segments, and analytics widgets.

  • Integrations – REST API, webhooks, CSV imports/exports, and connectors to CRMs.

  • Analytics & Heatmaps – Time/location/segment performance to inform the plan.

Templates you can copy

1) One‑page Campaign Brief

  • Goal & KPI: e.g., Increase repeat orders by 15% in 30 days.

  • Audience: Loyalty tier A/B; Nairobi & Kiambu; opted‑in only.

  • Offer & CTA: 10% off code; link shortener.

  • Send Windows: Weekdays 6–8pm; weekends 10–12.

  • Budget: KES amount; cap per day.

  • Risks & Mitigations: Fatigue; segment overlap; network downtime.

  • Owners & Approvals: Names, dates, RACI.

2) Task Board Columns

Backlog → Brief → Draft → Compliance → Approved → Build Segments → QA → Schedule → Live → Analyze → Archive

3) Meeting Cadence

  • Weekly Stand‑up (15 min): blockers, slippage, approvals due.

  • Launch Sync (30 min): final checks, QA sign‑off.

  • Monthly Retro (45 min): what worked, what didn’t, next experiments.

KPIs that align teams

  • Time‑to‑Launch (brief to scheduled)

  • Approval Lead Time (content & compliance)

  • Error Rate (failed sends, wrong audience)

  • Engagement (CTR, reply rate)

  • Conversion (goal completions)

  • Cost per Outcome (spend / conversions)

Dashboards in SMSLeopard surface these KPIs by team, campaign, and time period.

Onboarding plan (Week 1)

Day 1–2: Create workspaces, roles, and approval rules. Day 2–3: Import contacts, define segments, set opt‑out defaults. Day 3–4: Connect APIs/webhooks, map triggers from CRM/HMS/ERP. Day 4–5: Pilot campaign with full RACI, run QA, schedule go‑live. Day 5: Review dashboard, log learnings, and lock templates.

Common pitfalls (and easy fixes)

  • Shadow work outside the platform → Centralize briefs, copy, and approvals in SMSLeopard.

  • Permission sprawl → Use predefined roles; review quarterly.

  • Skipped QA → Enforce a mandatory Compliance column before Schedule.

  • No post‑mortems → Calendar monthly retros; tie actions to tasks.

Why SMSLeopard for team collaboration

  • Built for Kenyan networks and workflows.

  • All channels (SMS, WhatsApp, short code, USSD) under one roof.

  • Human‑friendly UI with enterprise guardrails (RBAC, approvals, audit logs).

  • Actionable analytics to plan smarter, not louder.

Bring every stakeholder into one shared plan — and ship better campaigns, faster. Book a demo: smsleopard.com → Schedule a Demo

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