Client Birthday Email

This example details how to set up a Custom Process to send a birthday email to your client each year. 

Watch the tutorial and follow the steps below to get started with using automations to send birthday emails to your clients.

These custom automations have been created by the FYI team, ready to be imported to use in your practice. To download our quick reference guide, click here (or download the file from the bottom of this article). 

Initial Custom Process Set Up

To send an annual birthday email, two initial processes need to be run to populate the data and update any past birthdays, as follows: 

• Birthday Reminder - Initial Update of Client
  This process can be run as a once-off to transfer the data from the Date of Birth field to the "Birthday Reminder" custom field, altering the year to match the current year.
   
  The merge field required for this custom field update is:
  {{ TriggerClientDateOfBirth | date: "%d/%m" }}/{{ "now" | date: "%Y" }}
  
  Note: We recommend that after this initial update has been run, the "Birthday Reminder" Custom Field is manually populated as part of the onboarding process for new clients. However, you may choose to run this on a schedule to auto-update any new clients moving forward. If so, the "Update Past Birthdays" automation will also need to be scheduled to update the correct year, allowing the Birthday Emails to be generated correctly. 
  
  
• Birthday Reminder - Update Past Birthdays - Initial Update of Client
  This process can be run as a once-off, using a client view and relative date filter to check for birthdays that have already occurred for the current year, and updating the custom field date to the following year.
  
  The merge field required for this custom field update is:
  {{ TriggerClient_custom_Birthday_Reminder | date: "%d/%m" }}/{{ "now" | add_interval: "1 year" | date: "%Y" }}

Setting up the Ongoing Custom Process

To send an annual birthday email each year the following process needs to be set up as follows: 

• Birthday Email
  Using a client view, this checks the "Birthday Reminder" custom field date, relative to today. If the date matches, an email is automatically triggered sending Birthday wishes to the client from the Client Manager.
  The "Birthday Reminder" custom field date is then updated to the following year.
  
  The merge field required for this custom field update is:
  {{ TriggerClient_custom_Birthday_Reminder | date: "%d/%m" }}/{{ "now" | add_interval: "1 year" | date: "%Y" }}

Importing this Custom Automation

At the bottom of this article, you can download the files used to import the example Custom Process, ready for you to test and activate or customise to suit your practice. 

Note: If you are using Chrome as your browser, the link may not automatically download the zip files. You need to right-click on the download link, select Copy link address, and paste it into a new browser tab in the browser's URL field. 

When you have downloaded the files you can import the Custom Process. Refer to Importing Custom Processes and Importing Custom Processes using Drag and Drop.

Download Files