The Birthday campaign type allows you to automatically send emails before your customers' birthdays. These emails can include a promo code, a form, a link to your service page, or just a kind message. Once set up, the system will look at the birthdays of your eligible customers and send the emails a set number of days before their birthday.
Before sending out an email campaign, keep the following in mind:
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Birthday campaigns will send birthday emails to your selected customers every year until you turn it off, so you only have to create one birthday text campaign and let it run continuously. If you need to make changes to the campaign, you can always edit and reannounce it later.
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Campaigns will only be sent to customers with an email address associated with their Customer Profile.
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Campaigns will not be sent to customers you have blocked from online booking.
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Campaigns may be sent to the customer's spam folder, bounce, or fail to send to the customer. Vagaro will not refund emails that fail to be sent to customers.
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Campaign recipient lists will not include customers who have opted out of marketing from Vagaro. However, this does not apply to customers who have blocked your email address. The system will attempt to send emails to these customers, resulting in a bounced email. Vagaro will not refund any of these emails.
Prerequisites: This feature requires an Email Marketing plan.
To create this campaign:
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Go to → .
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Select Create Campaign.
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Under Select Delivery Method, select Email.
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Enter a Campaign Email Subject. This will be displayed in the subject line of the email your customer receives.
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Select the Vagaro AI
button to enhance your subject with AI.
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Select Insert First Name or Insert First & Last. When the message is sent, the system automatically adds the customer's name to the subject.
Note
You can add emojis to your subject.
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Select the Birthday campaign type. A slider will display to select how many days before the customer's birthday you want to send the message.
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Move the slider to the left to always send this campaign on the customer's birthday.
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Move the slider to the right to send this campaign up 30 days before their birthday.
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Select Apply to continue.
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Specify the customers to include in the campaign by selecting the gender, customers of a specific employee, and age, then select Select Email Template.
You can select Reset to clear all filters.
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Choose a template category for your email campaign, such as Animated, Fitness, Fall, and more. Each category has different templates for your emails, so we recommend looking through all of them before choosing a template.
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Write the email heading and body content.
When you're writing your content, you can:
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Change your font.
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Change your font size.
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Bold, italicize, and underline your text.
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Change your font color.
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Change the text alignment.
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Select the Vagaro AI
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Select Insert First Name and Insert First & Last to put the customer's name into the email automatically.
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Add an image to your email:
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Select Add Image.
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You can choose to upload an image from your Photo Library, take a photo with your Camera, or use a photo from your Business Gallery.
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Select your image.
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Modify the buttons on your email:
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Select a button.
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At the top of the screen, select a color for all your buttons.
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Optionally, toggle off any or all of the buttons to hide them.
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Under the button name, i.e., Button1, Button2, Button3, choose a button link. You can link to your forms, staff, service menu, classes, and so on.
Note
Adding links to your campaigns allows for tracking the click-through rate and how many customers booked through the link. These metrics are only tracked for Vagaro links; Vagaro will not track clicks to external websites outside of Vagaro.
Repeat this step for all applicable buttons.
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Select Save.
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Modify your social links:
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When you've finished drafting up your email, select Next at the bottom of the screen.
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Preview your campaign, then select Next to schedule your campaign.
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Select Send Preview Email to send this preview to your email.
Warning
Sending an email preview will pull from your Email Marketing plan.
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In the top-right corner of the screen, select Save to save a draft of this email.
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Schedule and announce your campaign:
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Schedule: Set a time for when this campaign will usually be sent out. By default, it is set to 8:00 a.m.
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Agree to the acknowledgment.
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Select Announce.
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To create this campaign:
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Select the Marketing tab at the top or bottom of the screen.
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Under the Email & Text Marketing heading, select Create Campaign to go to the marketing dashboard.
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In the marketing dashboard, select Create Campaign.
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Next to Select Delivery Method, choose Email.
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Enter a Campaign Email Subject. This will be displayed in the subject line of the email your customer receives.
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Select the Vagaro AI
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Select the Emoji button to add emojis to the subject.
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Select Insert Name, then select First Name or First & Last Name to auto-populate the customer's name in the subject.
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Select the Birthday campaign type. A slider will display to select how many days before the customer's birthday you want to send the email.
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Move the slider to the left to always send this campaign on the customer's birthday.
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Move the slider to the right to send this campaign up 30 days before their birthday.
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Select the recipients for this campaign:
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All Customers: Send this campaign to all customers in your Customer List.
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Filtered List: Send this campaign to a specific, filtered list of customers.
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Specific Customers: Not available for this campaign type.
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Optionally, set a Schedule for when this campaign will be sent out to customers.
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Select Next to begin drafting your email campaign.
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Choose a template for your email. Each category has different templates, so we recommend looking through all of them before choosing one.
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Optionally, in the top-right corner of the email editor, select Style to customize the colors and border of your campaign.
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Select the box next to Page Background to change its color.
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Select the box next to Body Background to change its color.
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Select the box next to Border to change its color. You can also change the border thickness as well.
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By default, each template includes two images, buttons, and social links. You can optionally Move, Edit, or Delete them as needed.
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To add a module to the message, drag and drop it from the sidebar onto the design window.
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The Style tab on every edit pop-up provides background and border colors, border size, and padding options. Changes to the background and border color won't take effect unless you select OK in that dialog.
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Text modules will open a text editor where you can enter and format text for your email, insert customer names, add hyperlinks, and style the text box with background and border colors.
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Image modules allow you to upload an image or select one from your business's Image Gallery. You can make any image function as a link by adding a URL in the Link to box.
Uploading an image will open the Vagaro Image Editor, where you can edit your image. You can also hover over or select an image selected from the gallery, then select Edit to open the editor.
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The Buttons module allows you to create buttons that link to pages on your Vagaro Listing page and more. You can set button color, height, width, rounded corners, text color, font, and size and add preset or custom links. Each Button module can have up to three buttons, but only the ones you configure will show on the message.
Note
Adding links to your campaigns allows for tracking the click-through rate and how many customers booked through the link. These metrics are only tracked for Vagaro links; Vagaro will not track clicks to external websites outside of Vagaro.
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The Social Buttons module lets you add links to social media accounts (Facebook, Twitter, Instagram, etc.)
The Themes drop-down list gives you six link style selections. Any change to the Theme is reflected in the links shown on the page and the preview.
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Preview your campaign:
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Select the
Preview or
Preview tabs to view how this campaign will look like on a phone or computer.
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Select Send Email Preview to send a preview of this campaign to your email.
Warning
Sending an email preview will pull from your Email Marketing plan.
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Select Save for Later to save this campaign as a draft.
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Announce your campaign by agreeing to the acknowledgment at the bottom of the screen, then select Announce.
Comments
2 comments
How do I add a discount code into the email that is unique to each birthday recipient? What about adding the expiry date so they use it within two weeks? Once they have received the email, what are the next steps?
Hi Tara, you aren't able to send each customer a unique promo code with each email. However, you can ensure that each customer who's received the promo code can only use it once with the Limit to One Use Per Person setting.
For your question about the expiration date, there is an option to set an expiry date, but this is a set date and will not change based on when the customer receives the promo code. As a workaround, you can create a code that expires after 2 weeks to one month to even one year, then announce a campaign with that code. You'll then need to update your promo code when it expires and then reannounce the campaign with the new code. This is a bit more manual effort than you wanted, but that is my current suggestion.
For the next steps question, any customer who receives your code can purchase a service or class and use the promo code for a discount. They can also use the promo code in-house. Note that promo codes only apply to purchasable items. Your customer will not be able to use a promo code at online checkout if you don't require a deposit or the customer doesn't pay for the service in full.
Here are some articles covering what I mentioned above:
Hopefully, this answers all your questions. Feel free to reach out if you need any more help.
Thanks,
Jamie
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