Marketing, support and sales each send their own newsletters on one EDM platform — department permissions, list isolation and approvals (free trial for Taiwan teams)

Key takeaways

• A team is data isolation inside one account: each department sees only its own lists and campaigns, while all of them share one credit pool and one bill.
• SPF, DKIM and DMARC for the sending domain are set once by the Account Admin and shared by every department; no department applies separately.
• Five roles: Account Admin, Team Admin, Operator, Reviewer and Analyst, with Analyst read-only.
• Approvals are off by default; once on, an Operator’s newsletter is sent only after a Reviewer or Team Admin approves it, and submitting for review consumes no credits.
• A contact can belong to several teams at once; a back-office member belongs to exactly one.

Want to try it with your Taiwan team? Start a free trial: trial credit on signup, create two teams, send a test newsletter from each, no credit card required. Service details on EDM email marketing.

A very familiar scenario

A mid-sized company: marketing sends the monthly newsletter from one email platform, support sends system notices by Gmail, and each salesperson sends quotes and event invitations from Outlook. Three months later, mail from the company domain to Gmail and Yahoo starts landing in spam — including formal quotations.

Nobody sent spam. The cause is that the reputation of a sending domain is shared. Any department’s complaint rate or bounce rate counts against the whole domain. Why bulk sending from Gmail or Outlook never worked in the first place is covered in Why bulk marketing email from Outlook or Gmail does not work.

The fix is not yet another account. It is one account, several teams.

A team is not a sub-account

This is the point most people get wrong. A team is data isolation inside one account, not a set of separate accounts. Every team shares the same platform, the same credit pool, the same bill and the same sending-domain configuration. The only difference is who can see what.

One account
├── Account team (head office / IT) — sees everything, manages billing, domains and platform settings
├── Marketing team — sees only marketing lists, newsletters and forms
├── Support team  — sees only support contacts and notification emails
└── Sales team    — sees only its own leads and event invitations

Give each department its own account and you end up with three bills, three sets of SPF/DKIM/DMARC, three credit balances to top up separately, and no cross-department view at head office. Teams invert that: billing, domains and platform settings sit at the top; data is separated underneath.

What each department sees after login

• Marketing: only marketing lists, newsletter campaigns, lead forms and its own reports.
• Support: only its own contacts and notification emails.
• Sales: its own leads and event invitations.
• The Account Admin at head office: switches the viewing scope to see everything, or just one team.

Isolated resources include CRM contacts, tags, audiences, newsletters and other campaigns (SMS, MMS, LINE, WhatsApp), lead forms, form submissions, exports and orders.

One detail worth remembering: a back-office member belongs to one team, but a contact can belong to several. A customer who is both a marketing subscriber and a support case can sit in both teams, visible to each.

What is shared: domain, suppression list, credits

This is the most practical benefit of one platform for several departments, and all three bear directly on deliverability:

• The sending domain. SPF, DKIM and DMARC are set once by the Account Admin and every department’s mail is aligned. You never get “support’s mail isn’t DKIM-signed” dragging the whole company down.
• The suppression list. When a contact unsubscribes from the marketing newsletter or reports it as spam, that status is account-wide, and no other department mails them again. This protects domain reputation more than any template does.
• Credits. One pool, purchased once by head office; departments do not each expense their own. Reports show which team used what.

The five roles

Role	Which team	What it can do
Account Admin	Account team only	Whole account: members, billing, domains, platform settings, and every team’s data
Team Admin	Custom team	Manages its own members and lists; can send and approve directly
Operator	Custom team	Builds and edits newsletters; whether it can send directly depends on whether approvals are on
Reviewer	Custom team	Edits, plus approves and sends; the role appears only once approvals are enabled
Analyst	Custom team	Reports only; cannot change any data

Analyst suits people who need the numbers but should not touch lists: the owner, finance, an outside consultant.

When you need controls: the approval step

The most common pain point we hear from companies in Taiwan is “a new colleague sent an unfinished offer to the entire member base”.

The approval step (maker-checker) is an account-level option, off by default, enabled by the Account Admin under Permissions → Teams. Once on:

• An Operator can only “submit” a finished newsletter; a Reviewer or Team Admin approves before it sends.
• Content is locked while pending; the Operator cannot edit it. To change it, the Reviewer rejects it back.
• Submitting consumes no credits; they are counted when the approved campaign sends.
• Account Admins and Team Admins can always send directly.

You do not need several teams just to use approvals; a single team can run the flow. Full rules in Letting branches, agents and departments each manage their own lists — teams, roles and optional maker-checker.

Three configurations for companies in Taiwan

Retail chain. One account team at head office, one team each for north, central and south. Store operators see only their region’s members; head office sees everything, or one region at a time.

Group with several brands. One team per brand, sharing the group domain and credit pool. Each brand’s marketing sends its own; the group CMO uses the Analyst role for consolidated reports.

A single marketing department that needs controls. Create one “Marketing” team and switch on approvals. Operators build, the manager approves — that is the complete maker-checker.

Personal data law and unsubscribes

Taiwan’s Personal Data Protection Act requires personal data to be used within the specific purpose for which it was collected. When “case data collected by support” gets used by sales for promotions, that line starts to strain. Team isolation turns the principle into a system setting instead of relying on colleagues’ discipline.

Every newsletter needs a working unsubscribe link, and the unsubscribed status syncs across the whole account. That is both respect for the recipient and a hard requirement Gmail and Yahoo place on bulk senders.

Free trial: how a Taiwan team starts

1. Sign up — trial credit on signup, no credit card required.
2. The Account Admin sets up the sending domain (SPF/DKIM/DMARC), once.
3. Under Account → Permissions → Teams, create two teams (say Marketing and Support) and invite one Operator to each.
4. Import a small list into each, send one test newsletter from each, then return to the account team and view reports across “all teams”.
5. To try approvals, go back to Permissions → Teams and switch them on.

The interface and documentation are in Traditional Chinese. LINE, which Taiwan teams rely on, is on the same platform, so member communication can split between newsletter and LINE with one set of lists and one suppression list — see LINE Official Account.

FAQ

Do I have to use teams at all?
No. The default account team works fine on its own. Create custom teams only when several departments, stores or brands need to manage their own lists.

Can each department’s credits be billed separately?
No. Teams separate what people can see, not money; credits and the bill are one per account. Reports show usage per team.

Can marketing use its own sending domain?
Domains are managed centrally by the Account Admin at account level; departments do not, and cannot, configure their own. That is exactly the guarantee that one department’s misconfiguration cannot take the whole company down.

Can a company in Taiwan use it?
Yes. Sign up and the trial starts; the interface is in Traditional Chinese, and a newsletter to recipients in Taiwan behaves no differently from one to Hong Kong.