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Automations · Workflows

Custom Dates & Birthdays

Last Updated: October 08, 2021

Client Birthday Reminders

Birthday Reminder Workflow

  1. Click on Automation > Workflows and click the blue + Create Workflow button in the top right of the screen.
  2. On the next screen, select Start from Scratch. Once in the workflow builder, at the top of the page, you can rename a workflow using the pencil icon next to the title.
  3. Click Add New Workflow Trigger and select Birthday Reminders. In filters, select when you want the workflow to run a number of days before the contact's birthday.
  4. Click the + to add a new event to the workflow. Use the drop-down menu to select the choose one or more actions to occur, such as Send Email (to the client), Internal Notification (to remind staff), or Add Task (to send a card in the post).
  5. Add any other required steps.
  6. Press Save and toggle on Publish.

Cancellation Date

You may want to create a custom date trigger to fire off on a particular date, such as a membership cancellation date.

Create a Custom Field

  1. Click on Settings > Custom Fields > + Custom Field.
  2. Select Date and enter a field name, such as Cancellation Date, and placeholder.
  3. Press Save.

Create a Cancellation Form

If you want members to fill in a form when they want to cancel, you could add this new custom field to a cancellation form. You can also create custom fields in the Form Builder. Click here for information about creating forms.

Custom Date Workflow

  1. Click on Automation > Workflows and click the blue + Create Workflow button in the top right of the screen.
  2. On the next screen, select Start from Scratch. Once in the workflow builder, at the top of the page, you can rename a workflow using the pencil icon next to the title.
  3. Click Add New Workflow Trigger and select Customer Date Reminder. Click Add Filters and choose Custom Date Field and select the cancellation date field.
  4. Click the + to add a new event to the workflow. Use the drop-down menu to select the choose one or more actions to occur. For example, you might want to Remove a Tag (such as member) and Add a Tag (such as canceled) or you might want to Send an Email to the member to confirm their membership has ended.
  5. Add any other required steps.
  6. Toggle on Publish and press Save.

Custom Date Trigger

  1. Click on Automation > Triggers and click on the green + Add Trigger button in the top right corner.
  2. Add a trigger name and, if required, add it to a folder.
  3. In Section 1 Event Trigger, use the drop-down menu to select Customer Date Reminder. Click Add Filters and choose Custom Date Field and select the cancellation date field.
  4. In Section 2 Trigger Action, choose one or more actions to occur. For example, you might want to Remove a Tag (such as member) and Add a Tag (such as canceled) or you might want to Send an Email to the member to confirm their membership has ended.
  5. Save and activate the trigger.

Program Start Date or Holiday Trigger

You may want to create a custom date trigger to fire off on a particular date, such as a group program start date or custom holiday (like New Year's Eve).

Add a Tag

You can also define an audience based on a tag, not just a custom field date. Click on Contacts, select the required contacts and click + Add Tag. You can also add a tag by using a trigger such as when someone completes a form or purchases a product through a two-step order form.

Create a Trigger

  1. Click on Automation > Triggers and click on the green + Add Trigger button in the top right corner.
  2. Add a trigger name and, if required, add it to a folder.
  3. In Section 1 Event Trigger, use the drop-down menu to select Customer Date Reminder. Click Add Filters and first choose the tag. Next, choose Month Is and select a month. Click Add Filter again and choose Date Is and select a date.
  4. In Section 2 Trigger Action, choose one or more actions to occur, such as Send an Email or Execute Webhook.
  5. Save and activate the trigger.

NOTE: You must define a specific audience using a tag or custom field. If you just choose a month/day the trigger will not fire. The system will assume NO ONE instead of EVERYONE without a particular audience defined.