Summary: This guide explains how to set up automated "Happy Birthday" emails. This feature allows you to design a customized message that is automatically sent to your members on their special day, ensuring everyone feels celebrated without requiring daily manual work from your staff.
Before You Begin
Run Frequency: This automation runs daily at 9:00 AM (local time), scanning your database for anyone with a birthday on that specific day.
Important Logic Notes:
"Do Not Email" Override: Even if a profile has the "Do Not Email" preference selected, they will still receive this Birthday Email.
Nicknames: The system will automatically address the recipient by the Nickname listed on their profile (if one exists).
Sender Requirements: The email must be sent "from" a User in the system. This User does not need specific email permissions or even an attached email address to be listed as the sender.
Step-by-Step Instructions
Stage 1: Access Automations
Navigate to Account Settings (⚙️) in the top-right corner.
Select Automations from the dropdown menu.
Click the + Add Task button.
Select Birthday Email from the list of options.
Stage 2: Configure Recipients and Sender
Select Recipients: Choose to send to Everyone in your database or filter by specific Tags.
Warning: If you select specific Tags, be aware that if a person is in multiple of those selected tags, they will receive multiple copies of the email.
Select Sender: Choose who the email should come from. You can select any User in the system.
Stage 3: Customize Content and Activate
Subject Line: Enter your subject (Default is "Happy Birthday!").
Email Body: Customize the content of your message. You can format text, add images, and include links just like a standard email.
Activate: Click Add Task to save. The system will now automatically run this task every morning at 9:00 AM.
Troubleshooting & FAQs
Can I send birthday emails from different people (e.g., Senior Pastor and Youth Pastor)? Yes, but you must set up multiple separate tasks.
Example: Create one task filtering for the "Adults" tag sent from the Senior Pastor. Create a second task filtering for the "Youth" tag sent from the Youth Pastor.
Why did a member receive two birthday emails? If you set up the automation to send to specific Tags (e.g., "Choir" and "Small Group Leaders"), and a member belongs to both tags, they will receive the email twice. To avoid this, it is often best to send to "Everyone" or use broader, mutually exclusive tags.
My member didn't see the email. Where is it? If the email was sent but is not in their primary inbox, ask them to check their Spam or Promotions folders.