Contacts Management

As of late 2025, our main contacts management tool is Monday.com. However, we also collect contacts through Wix (eg people who sign up for newsletters or events) and gmail. We also used Mailchimp directly prior to the US Champs.

In the ideal world, we would have a single database of contacts, accessible to everyone who needs it. 

Wix has a page on email marketing best practices. 

Use Cases

How do we want to use contacts?

• Knowing who to contact for each client or project; sharing this information between the admin and program staff who need to communicate with those clients. Sharing communications so that we each know what has been said to a given client, even in a previous year before a new staff member joined. 

• Newsletters emailed

• Email about blog posts, possibly segmented (eg educator, potential donor, public event attendees, parents, volunteers, locals)

• Ask active volunteers if they are available for upcoming volunteering opportunities

• Fundraising. Reach everyone who has been involved with NG.

• Targeted lists like former MSYEP students, former O team members, former staff (gig workers, volunteers, board/committees).

• People can opt out of emails

Question: best tool for sending email marketing

We can send mail from Wix, Monday.com, Google, and Mailchimp. Which mailing tools are best at not being sent to spam, etc.?

Monday.com isn't an email marketing platform - it's a project management tool with email integration capabilities. You can use it to track campaigns, but you still need to integrate it with actual email services like Mailchimp. You can send automated emails by integration with Gmail. 

Wix's own email marketing tools are apparently not that great. It costs extra. They increase the plan pricing regularly while removing features. Wix uses SendGrid as its delivery partner. Instead, the recommendation is to use a third-party email marketing solution that integrates with Wix, and that has a more generous free plan or advanced features that offer better value. Some options include Brevo, Mailchimp, HubSpot, Omnisend, Klaviyo. Mailchimp has a reputation for excellent deliverability. Mailchimp's free version gives you 1000 emails/month (max 500/day). It is possible to sync only a portion of the Wix contact list with Mailchimp, such as restricting to only people who subscribe to our email list, who fill out contact forms, who make purchases, or any combination. You can also create your own Wix segments and import them into specific MailChimp lists; you'll have to do manual updates.

Mailchimp is supposed to be good at "deliverability rates", but maybe gmail is too. For $13/month, you get up to 500 contacts, can send 10 times per month to each contact, have 3 seats, 3 "Audiences". You have to pay more for more contacts, so that's where it will get pricey. 2500 contacts cost 30-35/month. We'd have to filter out to just the contacts we cared about, I guess, to save money. 10,000 contacts are around $200/month. 

Constant Contact is another tool that is excellent, but similar costs to Mailchimp.

Google Workspace (Gmail) has the best deliverability. It restricts the number of emails sent per day to 2000 for GW accounts. It has built-in mail merge capability for some plans. However, it's not designed for mass email marketing (I don't know what at that means); "strict sending limits make it impractical for client newsletters"; no advanced marketing features like automatic opt-out; risk of account suspension if you exceed limits.

Comparison of Wix, Monday.com, Google