3 days before the date (from a due list)Marketing
birthday_v1Happy birthday week, {{first_name}}! {{offer}} is on us before {{expiry}}. Want us to find you a time?
Book nowMaybe later
MARKETING USE CASE
Remember the dates your customers care about.
A personal message on a birthday or membership anniversary is one of the few marketing messages people are glad to get.
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9:41
Today
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Happy birthday week, Sarah! 20% off everything is on us before Sunday. Want us to find you a time?
Reply STOP to opt out
10:02 amBook nowMaybe later
Yes please, Thursday afternoon?
10:14 am ✓✓Thursday 3pm with Kim is free. Shall I book it?
10:15 amMessage
Sheet · No visit in 60 days
Illustrative example. Names and details are made up.
FOR LOCAL BUSINESSES
Bring regulars back without chasing each one.
Your customer list already shows who hasn’t been in for a while. A personal message from your own number does the asking.
- Team
- Marketing
- Starts from
- Google Sheets · Contact import · Zapier
- Goal
- Warmer relationships and more visits in birthday weeks.
- Meta category
- Marketing
IN PRACTICE
Birthday and anniversary messages are among the few marketing messages people are genuinely glad to get, as long as they’re personal and easy to redeem. Send a few days before the date so there’s time to book or visit.
THE JOURNEY
How it runs.
- Starts when
- A due list in your sheet shows customers whose birthday or anniversary is in the next few days.
- Stops when
- Offer used, reply received, opt-out, or reminder sent.
- Send A personal note with the offer, a few days before the date.
- Reply Bookings or questions go to your team.
- Reminder Optional: a reminder before the offer expires.
SHEET TRIGGERNew Sheet Row
SEND MESSAGEbirthday_v1
WAIT FOR REPLYTimeout: 5 days
NOTIFY MEOn reply
END FLOWEnd Flow
Styled like ConvoHut’s flow builder. Every node is editable.
THE FULL PLAYBOOK
Everything you need to launch it.
The exact messages, the sheet, the build and the rules.
Template names and wording are examples. Write in your own voice and submit templates to Meta for approval; Meta confirms the category.
Birthday and anniversary messages · example sheet
| A | B | C | D | E | |
|---|---|---|---|---|---|
| 1 | first_name | phone | birthday | offer | expiry |
| 2 | Olivia | +61 4•• ••• | 2 Oct | A free blow-dry | 30 Oct |
| 3 | Ravi | +61 4•• ••• | 4 Oct | A free coffee | 31 Oct |
| 4 | Hana | +61 4•• ••• | 6 Oct | $20 off | 31 Oct |
Only the phone column is required. The highlighted row is the newest: adding it starts the journey. Example data only.
- TriggerNew Sheet Row
A daily “birthdays in 3 days” tab.
- Send Messagebirthday_v1
- Wait for ReplyTimeout: 5 days
- Notify MeOn reply
Front desk books them in.
- End Flow
On reply
Reception books them in directly from the inbox.
On timeout
No further messages. The offer expiry does the rest.
On opt-out
The contact leaves the journey straight away and is excluded from future marketing messages.
Mistakes to avoid
- Asking for a birth year.
- Offers with complicated conditions.
- Sending on the day, leaving no time to use it.
The moment
A regular customer’s birthday is next week, and it’s in your loyalty sheet.
Birthday offers are easy to set up and easy to forget. Sent by email, they’re often missed.
Data you need
- First name
- WhatsApp number
- Birthday or join date
- Offer or reward
- Marketing consent
Measure
- Messages sent
- Offers redeemed
- Replies and bookings
- Opt-outs
Good practice
- Send a few days early so there’s time to use it.
- Make the offer simple to redeem.
- Don’t ask for the birthday year.
Works for
Free PDF- Gyms: membership anniversaries with a free guest pass.
- Restaurants: a birthday dessert.
- Pet stores: pet birthdays.
Birthday and anniversary messages playbook
Journey, sample messages, setup checklist and metrics.
Download ↓FAQ
Questions.
Where does the birthday data come from?
From your customer sheet, loyalty tool or booking system export. ConvoHut reads the date column.
Can I send it on the day?
Yes, or a set number of days before. Earlier usually gives people time to plan.
Who owns the number and the data?
You do. ConvoHut connects to your own WhatsApp Business Account, and Meta bills messages to you with no ConvoHut markup.
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How this runs in ConvoHut.
A new row or form entry starts the journey, then replies decide the next step.
A journey running step by step
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