Knowledge Base

Completing tasks and engaging with prospects and clients at specific times is crucial when managing customer relationships.

With date triggers, you can automate tasks such as sending emails on your clients’ birthdays, sending email reminders for your upcoming meetings or scheduling a call a week before the expected close date of a deal, so you can focus on more important things like growing your business.

While we explained how to configure date-triggered automations in this article, here we’ll show you how to configure specific automations for specific scenarios.

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Send an email to a customer on their birthday

Preparation

Before setting up an automation for this purpose, make sure to have done the following beforehand:

• Set up a person custom field, date type. We suggest naming the field “Next birthday” for automation purposes.
• For every contact person, fill in the “Next birthday” field that you created with the date and month of the birthday and the year of the next birthday. For example, if the contact’s birthday was on January 15th of the current year, fill it with January 15th of the following year. If their birthday is on May 15th of the current year, fill it with May 15 of the current year.

Automation

1. Set up a date trigger: Configure a date trigger to activate on the person’s next birthday
2. Add an engagement condition (optional): Include a condition to ensure that the person has engaged before. This can help target only those who have interacted previously.
3. Add a delay (optional): Incorporate a delay to allow for individual cancellation of outgoing communications in case of an emergency
4. Send Email Action: Add the action to send an email. Customize the email content as needed for the birthday greeting.
5. Update the person’s Next Birthday: Add a step to update the person’s record by setting their next birthday to one year from the current date. This ensures that the automation will trigger again next year.

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Send an email reminder to a prospect one day before a scheduled call

Automation

1. Set Up a Date Trigger: Configure a date trigger to activate one day before the activity due date
2. Add a condition (optional): Include a condition to ensure this action only occurs for activities in which the client is expected to participate
3. Send Email Action: Add the action to send an email. Customize the email content as needed to remind the prospect of the scheduled meeting.

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Create an activity reminder to have a follow-up call with a prospect after their last call

Automation

1. Set up a date trigger: Configure a date trigger to activate 3 days after the last call activity was marked as “Done”.
2. Add instant condition: Create an instant condition to ensure that you follow up on open deals and had activities scheduled
3. Create a follow-up activity: Create a new action with an activity to follow up with the prospect. Schedule a call and include relevant details from the previous call.