E-commerce operations · E-commerce
Sale and promotion launch
Launch a sale or seasonal promotion with stock, prices, discount codes, the warehouse and customer service ready on day one. Every promotion follows the same checks, and nothing goes live without a go decision.
- Duration: 2 to 4 weeks
- How often: For every sale or promotion
- Steps: 10 steps
- AI agents: 1 AI agent
- Approvals: 2 approvals
Free plan, no credit card needed.
What changes with this template
Without it
A discount goes live before anyone has checked the margin or the stock.
Customers find codes that stack, never expire or work on excluded products.
Customer service learns the sale conditions from the first complaint.
Lessons from the last sale are forgotten by the next one.
With it
Prices and codes are set up only after the e-commerce lead approves the margin.
Every code has a limit and an end date, and is tested before the go decision.
An AI agent drafts the briefing, and the customer service manager checks it before launch.
Results and changes for next time are recorded on the run.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
Starts when
A sale, seasonal campaign or discount promotion is on the calendar. The marketing manager starts a run with the promotion name, dates and discount.
- 1
Define the promotion
Week 1Marketing manager · Team
Record the dates, the discount and its conditions, the products in scope and the sales target.
Checklist
- Products in scope listed
- Exclusions decided
- Sales target set
Fields to fill in
- Start date (required)
- End date (required)
- Discount and conditions (required)
- Sales target
- 2
Check stock and margin
Week 1Merchandiser · Team
Check that the products in scope have enough stock for the expected demand, and that the margin after discount stays above your floor.
Checklist
- Stock covers expected demand
- Margin after discount above the floor
- Low-stock products removed or reordered
Fields to fill in
- Link to the promotion product list (required)
- Lowest margin after discount in % (required)
- 3
Approve the discount and margin
Week 1E-commerce lead · Team
Review the promotion, the product list and the lowest margin, and approve the discount or send it back with changes.
Checklist
- Margin floor respected
- Stock risk accepted
- Promotion fits the calendar
Approval: Prices and discount codes are not set up until the e-commerce lead approves the discount and margin.
- 4
Set up sale prices and discount codes
Week 2Merchandiser · Team
Schedule the sale prices, create the discount codes with a usage limit and end date, and schedule the banners and emails for the start time.
Checklist
- Sale prices scheduled
- Codes created with usage limit and end date
- Codes only combine where intended
- Banners and emails scheduled
Fields to fill in
- Discount codes (required)
- Link to the campaign schedule
- 5
Prepare the warehouse for the volume
Week 2Warehouse manager · Team
Plan extra pick and pack shifts, packaging and carrier collections for the expected volume.
Checklist
- Extra shifts planned
- Packaging stocked
- Carrier told about the extra volume
Fields to fill in
- Expected extra orders per day (required)
- 6
Draft the customer service briefing
Week 3Briefing writer · AI agent
The briefing writer turns the promotion details into a briefing for customer service: dates, conditions, exclusions, codes, delivery times and answers to the questions customers will ask.
Fields to fill in
- Draft briefing (required)
- Draft answers to expected questions (required)
Checked by: The customer service manager corrects the briefing and ticks off the checks in step 7.
- 7
Check the briefing and prepare the team
Week 3Customer service manager · Team
Correct the briefing, add the answers to your helpdesk saved replies and walk the team through it.
Checklist
- Facts match the promotion
- Saved replies updated
- Team briefed
- 8
Test and give the go
Day before launchE-commerce lead · Team
Place test orders with every code on desktop and mobile, check that excluded products stay at full price, and decide. On a no-go, pause the scheduled prices and codes.
Checklist
- Test order with each code
- Excluded products at full price
- Checkout works on mobile
Fields to fill in
- Go decision (required)
Approval: The launch step stays locked until the e-commerce lead gives the go after testing.
- 9
Launch and watch the first hours
Launch dayMarketing manager · Team
Check that prices, codes, banners and emails switched on at the start time, and watch orders and customer questions in the first hours.
Checklist
- Sale prices live
- Codes work at checkout
- Banners and emails live
Fields to fill in
- Issues in the first hours
- 10
Close the promotion and record the results
Week after the endMarketing manager · Team
Check that prices and codes ended on time, and record revenue, margin and what to change next time.
Checklist
- Sale prices ended
- Codes expired
- Leftover stock noted
Fields to fill in
- Revenue during the promotion (required)
- What to change next time (required)
Done when
The promotion ran with tested prices and codes, ended on time, and its results and lessons are recorded for the next one.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Briefing writer
Turns the promotion details into a customer service briefing and answers to expected questions.
What it does
- Reads the dates, discount, conditions and codes on the run
- Follows the briefing format in its step instructions
- Writes the briefing and answers to expected questions into its step
- Completes its step, so the customer service manager can check it
Checked by: The customer service manager corrects the briefing and ticks off the checks in step 7.
Questions this template answers
Check stock, margin, codes, warehouse capacity and customer service in a fixed order, weeks before the sale. Steps 2 to 7 cover each of these, and step 8 holds the launch until the e-commerce lead gives the go.
Approve the margin after discount before any code exists, and give every code a usage limit and an end date. Step 3 is an approval gate on the discount and margin, and step 4 ticks off the limit, end date and stacking rule for each code.
Place real test orders with every code on desktop and mobile, including products that should stay at full price. Step 8 lists these tests, and the launch step stays locked until the e-commerce lead records the go decision.
Give customer service the conditions, exclusions and answers to likely questions before the first customer asks. In step 6 an AI agent drafts the briefing from the promotion details, and in step 7 the customer service manager checks it and briefs the team.
Tell the warehouse the expected volume early enough to plan shifts, packaging and carrier collections. Step 5 records the expected extra orders per day and ticks off each preparation.
Record results and lessons right after the promotion ends, while people still remember. Step 10 checks that prices and codes ended on time and records revenue and what to change next time.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.