Birthday Campaign

Instead of manually sending out a Birthday, Anniversary or Renewal campaign once a year to an indvidual, campaigns can be automated by using a date field that is storing the recipients birthdate, anniversary date, join date etc...

These campaigns can be set up using two methods. 

1. Automatically using Recurring Autoresponder
2. Regular email campaign

Automated using Recurring Autoresponder

By using the Recurring Autoresponder, a Birthday, Anniversary or Renewal Campaign can be configured to send an email to members on the day of or a few days before the date happens.

To create a recurring campaign successfully, the following items will have to be set up. 

1. Date Field

   • Make sure the date field from the club's accounting system has been included in the fields uploaded to the email marketing system. For details see How to Manage Fields Uploaded to Email Marketing
     • Jonas Club Management 
       • For birthdays, the field Birthdate (raw CCYYMMDD)
       • For renewals, the field  Date Joined (CCYYMMDD) 
       • For anniversary or any other information that is stored using a date field, a custom field will have to be created first to keep track of the data.
         1. Club Management > Club Setup > Custom Member Information 
         2. Go to next empty row to setup field description, type,(D Date Entry Format)
         • For details see Video on How to create Custom Member Information
     • Encore 
       • For birthdays, the field Date of Birth 
       • For renewals, the field Date Joined 
       • For anniversary or any other information that is stored using a date field, a custom field will have to be created first to keep track of the data.
         1. Accounts Receivable > Setups > AR Settings - Extra Info Tab > Member Extra Info Tab
         2. Go to next empty row to setup field add field information in new row remember to use Date when selecting the Type of field.

2. ​Creating the Email Campaign

   • It is recommended that a new email campaign be created using the Drag & Drop editor. For details see How to Create an Email Campaign
   • Content Blocks recommended to use in the campaign.
     • Text - Add text, merge fields and hyperlinks to the campaign.
     • Image - Add an image, the image could also be linked with a hyperlink. 

3. Creating the Recurring Autoresponder

   • To create an autoresponder email there are 4 main components. 
     1. Creating an Autoresponder
     2. Selecting Campaign for Autoresponder
     3. Configuring Send Options
     4. Scheduling the Autoresponder
   • For details see How to Create an Autoresponder in EMM 
   • An autoresponder can still be be started even if the email campaign has not been created. 

When the recurring autoresponder is scheduled the birthday campaigns will be sent out to members automatically when it is their birthday.

Regular Email Campaign

Instead of sending out an individual campaign on or near a specific date. Some clubs would like to send out a birthday, anniversary or renewal campaign once a month. This can be done with a segment to find dates in a specific month and a regular email campaign. 

To create a campaign to send one email each month to any member that has a date within the month, the following items will have to be set up. 

1. Date Field

   • Make sure the date field from the club's accounting system has been included in the fields uploaded to the email marketing system. For details see How to Manage Fields Uploaded to Email Marketing
     • Jonas Club Management 
       • For birthdays, the field Birthdate (raw CCYYMMDD)
       • For renewals, the field  Date Joined (CCYYMMDD)  
       • For anniversary or any other information that is stored using a date field, a custom field will have to be created first to keep track of the data.
         1. Club Management > Club Setup > Custom Member Information 
         2. Go to next empty row to setup field description, type (D Date Entry Format)
         • For details see Video on How to create Custom Member Information
     • Encore 
       • For birthdays, the field Date of Birth
       • For renewals, the field Date Joined 
       • For anniversary or any other information that is stored using a date field, a custom field will have to be created first to keep track of the data.
         1. Accounts Receivable > Setups > AR Settings - Extra Info Tab > Member Extra Info Tab
         2. Go to next empty row to setup field add field information in new row remember to use Date when selecting the Type of field.

2. Create separate segment for each month based on the date

   • Start by creating a new segment using the date field. For details see How to Create a Segment. 

   • Repeat this process to create a segment for each month. Below is a segment looking for a birthdate that is in the month of December. 
     

3. ​Creating the Email Campaign

   • It is recommended that a new email campaign be created using the Drag & Drop editor. For details see How to Create an Email Campaign
   • Content Blocks recommended to use in the campaign.
     • Text - Add text, merge fields and hyperlinks to the campaign.
     • Image - Add an image, the image could also be linked with a hyperlink. 
   • Since a separate email campaign will be used to sent to members in a different month. It is recommended to save the campaign as a template. This will save time by not having to create the campaign again. Once the campaign has been customized and ready to be Saved as a Template, follow the steps below. For details see How to Save a Template from a Campaign.
     1. From the Step 2 Edit HTML screen, top right, select Tools button.
     2. Select Save as New Template.
     3. Give new template a name.
     4. Select Save As New Template button.
     5. It saves the campaign in that moment in time, if changes are made repeat steps to Save as new Template again. 

4. Select the Recipients 

   • Select the segment using the recipient lists tab for a specific month.
   • For details see How to Select Recipients for a Campaign.

5. Schedule Campaign to be sent once on a specific date in the month.

   • For details see How to Schedule & Send a Campaign.
   • Schedule: Send one time. 
   • Start Sending: On this date and time, enter the date and time or use the calendar and clock icon to select when the campaign should be sent.
     • Example: Send all members that have a birthday in the month of Decemeber the email on Dec 1 at 9:00am.
   • Repeat the process for each month.