How to send an automatic email based on a specific date, such as a birthday or anniversary?
Introduction
Sending automatic emails based on specific dates, such as birthdays or anniversaries, helps you deliver timely and personalized messages that strengthen customer relationships. These emails can be used to share greetings, special offers, or rewards, making customers feel valued and engaged.
In this article, you’ll learn how to set up date-based automation using workflows, allowing you to trigger emails automatically on important occasions and create meaningful, well-timed interactions with your customers.
Note: This workflow is only recommended if you are not assigning Loyalty points on birthdays. If you are using the Loyalty points rewards for birthdays, Click here.
Here are the steps to send an automatic email based on a certain date, like a birthday or an anniversary:
Step 1: Go to Workflow Automation >> Workflows and click on the Create from scratch button.
Step 2: Drag the date property trigger to the workflow editor and click on the date property trigger.
Step 3: A left menu will appear, select the date property. The available options are:
- Birthday: Triggers the workflow on the customer’s birthday. Ideal for sending greetings, offers, or rewards.
- Created Date: Triggers based on when the customer account was created. Useful for anniversary or onboarding campaigns.
- First Order Date: Triggers when a customer’s first order date matches the defined condition. Great for celebrating first purchase anniversaries.
- Last Order Date: Triggers based on the customer’s most recent purchase. Useful for re-engagement or follow-up campaigns.
- Membership Renewal Date: Triggers around membership renewal timelines. Ideal for reminders or renewal offers.
Step 4: Select the date filter and choose whether the flow should repeat or not. The available date filters are:
- On the exact date (e.g., on the customer’s signup date)
- Before the date (e.g., 3 days before a birthday)
- After the date (e.g., 7 days after the last order)
Select if the flow should repeat or not
- Should not repeat: The workflow runs only once for the selected date condition. Use case: One-time events like account creation follow-ups.
- Monthly (e.g., subscriptions): The workflow repeats every month based on the selected date. Use case: Subscription reminders or monthly billing notifications.
- Yearly (e.g., birthdays): The workflow repeats every year on the same date. Use case: Birthdays, anniversaries, or yearly milestones.
Once you add both the date filter and repeat conditions, click on the Done button.
Step 5: Add the filters and actions as per your needs. I am using Send email action.
Step 6: Click on Send email action, which has been added to the workflow editor. A left menu will appear, select the email template, add the required details, and click on Done.
Step 7: Now, give a name to the workflow, and mark the workflow as active.
Now, the email will be sent to the customers as per the date set in the workflow
Important Notes
- Ensure the selected Date Property (e.g., Birthday, Created Date, Order Dates) is properly populated in customer data.
- Choose the correct date filter (before, on, or after) to control when the email should be sent.
- If using before or after filters, specify the correct number of days for accurate timing.
- Select the appropriate repeat option (one-time, monthly, or yearly) based on your campaign needs.
- This workflow is recommended only if you are not using Loyalty Points for birthdays to avoid duplicate messaging.
- Make sure the email template is created and configured before adding it to the workflow.
- Verify all personalization fields and shortcodes are working correctly in the email.
- Connect all nodes (trigger, filters, and actions) properly in the workflow editor.
- Save and enable the workflow, otherwise emails will not be sent.