Overview #
Every engagement at Shopstars is managed through a structured lifecycle that has been refined across dozens of projects. This framework ensures that deliverables are predictable, communication is consistent, and responsibilities are transparent. Clients should treat this article as the definitive reference for how projects are planned, executed, and delivered.
The lifecycle is not rigid—it adapts to project size and complexity—but the same core principles always apply: clear kickoff, collaborative planning, accountable execution, rigorous testing, and well-managed launch.
Discovery and Kickoff #
The lifecycle begins with a discovery process, usually completed during the kickoff call. In this session we gather requirements, define success criteria, and align expectations. We clarify:
- Business goals: for example, faster load times, higher conversion rates, or a complete rebrand
- Deliverables and dependencies: design files, product data, access credentials, or ad account information
- Timeline and constraints: seasonal deadlines, budget limits, or platform restrictions
The outcome is a shared understanding of what success looks like and how it will be measured. Kickoff also establishes the main communication channels, assigns the Project Manager, and logs any immediate risks.
Planning #
After kickoff, we translate the discovery insights into a detailed project plan. Planning involves:
- Creating milestones in Basecamp, each with defined deliverables and due dates
- Logging dependencies that must be provided by the client (e.g., product CSVs or DNS access)
- Identifying risks, such as third-party system complexity or slow approvals, and setting mitigation strategies
- Mapping resource allocation within Shopstars, including developer, designer, and strategist assignments
The plan is then reviewed with the client to ensure alignment before execution begins.
Execution #
Execution is where the bulk of the work occurs. Developers, designers, and strategists work in parallel to deliver features and campaigns according to the agreed plan. All deliverables are tracked in Basecamp as to-dos, each assigned to a responsible owner with a deadline. Slack is used for day-to-day clarifications, but the Project Manager consolidates updates into formal reports.
Progress is monitored weekly through status updates that include:
- Tasks completed during the past week
- Tasks planned for the coming week
- Risks or blockers that require client input
- Timeline adjustments if scope changes occur
The Project Manager is accountable for keeping execution on track and escalating issues early.
Review and QA #
Before anything is moved live, deliverables are reviewed in a staging environment. QA (Quality Assurance) is conducted on multiple levels:
- Technical QA: Developers verify code stability, integration accuracy, and absence of regressions
- Design QA: Designers confirm that the implementation matches approved mockups and branding guidelines
- Performance QA: Load times, responsiveness, and tracking accuracy are tested on multiple devices and browsers
The client is invited to review and provide feedback. All feedback is logged in Basecamp for traceability, and no deliverable is marked complete until it has passed both Shopstars QA and client review.
Launch #
Launch is managed as a controlled process rather than a single event. Typical launch steps include:
- DNS or domain updates to point to the Shopify store
- Final regression testing on the live environment
- Pixel and analytics verification to ensure events fire correctly
- Activation of integrations such as ERPs, CRMs, or payment gateways
The Project Manager coordinates timing with the client to minimize disruption. For stores with high traffic, launches are often scheduled during off-peak hours.
Post-Launch and Handover #
Once a project is live, we transition into the post-launch phase. This involves:
- Delivering a final project report summarizing milestones, outcomes, and any outstanding tasks
- Providing documentation for custom features, integrations, or workflows
- Offering training sessions if the client’s internal team will manage ongoing updates
- Beginning ongoing support or retainer services if included in the contract
A project is considered closed only after final acceptance is confirmed by the client.
Key Principles #
- Transparency: all deliverables, approvals, and issues must be documented in Basecamp
- Accountability: each task has a clear owner and deadline
- Flexibility: plans can adapt, but changes must be logged and approved
- Quality: nothing goes live without passing QA and client review
