Creating an Automated Birthday Campaign

Utilizing the data from your Jonas Club Management system, you will be able to schedule a recurring campaign based on any of your contact's date of birth. Your desired campaign will be delivered to your contact's whose birthdate matches the current day.

In order to setup an Automated Birthday Campaign we will need to create and link the following items:

The Birthdate Contact Field

• Adding the Field in JCM
• Exporting the Field to Email Marketing

The Birthday Email Campaign

• Creating the campaign
• Choosing the Template
• Inserting Header/Placeholder Images
• Editing Email Details

The Autoresponder

• Creating a Recurring Autoresponder
• Linking the Birthday Campaign
• Configuring Send Options
• Activating the Birthday Autoresponder

Creating the Birthdate Field

The first step to creating an Automated Birthday Campaign is to ensure that the field “Birthdate (raw CCYYMMDD)” is available in EMM. This is how EMM will recognize it is someone’s birthday and send them an email automatically. To begin please open and login to Jonas Company Management.

 Adding the Field to JCM

1. Navigate to the following menu items:
   • Club Management -> Member File -> Member Import/Export -> Clubhouse Online EMM Interface Profile

2. Select your Club Code.
3. Click on the Fields menu on the top right.

4. Select the next available line at the bottom and click on the magnifying glass next to it.

5. Press F2 on your keyboard (this will bring up the search bar).
6. Search for Birthdate.
7. Select the field Birthdate (raw CCYYMMDD).

8. Select the menu item Finalize on the top right.

9. When prompted, click on Yes to proceed with the Finalizing of the fields.

10. Then click on OK, to confirm how many fields will be finalized.

11. The next prompt will ask if you wish to synchronize information that you have just update where you will click Yes.

12. Select Exit on the bottom right of the window.

Exporting the Field to Email Marketing

1. Navigate to the following menu items:
   • Club Management -> Member File -> Member Import/Export -> Clubhouse Online EMM Member/Guest Export
2. Select the menu item Export on the top right.

At this point the export will be in progress, this may take some time. Once this is completed you will see Export successful in the window as seen below:

The Birthdate field will now be available Within your Email Marketing account.

Creating The Birthday Campaign

For our next step we will create the email campaign that will be sent to your members on their birthday. This will be a basic template; you are free to create a custom campaign that is to your liking. To create the campaign, first login to your club’s website.

Creating the Campaign

1. Navigate to the following menu items:
   • Switch to Club Central -> Email Marketing

2. Select Email Campaigns on the left navigation.
3. Click on + New Email Campaign and then select Smart Email Builder.

Choosing the Template

1. Choose the template 1 Column (Mobile).

Inserting Header/Placeholder Images

1. Click on the Header Image to insert a desired banner.

2. Select the Images from your hosted content, or upload a new image link.

3. Upload the image you wish to place in this area and then click Insert on bottom right.

4. Click Update on bottom left to add the image to your campaign.

5. Click on the Placeholder Image to insert your desired image. 

6. Select the Images from your hosted content, or upload a new image link.

7. Upload the image you wish to place in this area and then click Insert on bottom right.

8. Click Update on bottom left to add the image to your campaign.

9. Click on “Headline Style Placeholder” to edit the Headline of the Campaign.

10. Enter in the text “Hello”.
11. Click on Select Token from the toolbar and select First Name

This will ensure that whoever the email is sent to will automatically populate their First Name.

12. Once finished, select Update Content on bottom right.

13. Click on “Subheading style placeholder” to edit the Subheading of the Campaign.

14. Select Delete on bottom right as we do not need a subheading for this email.

15. When prompted, select OK.

16. Once you have removed the Subheading, click on the Body section to edit the main content of the Campaign.

17. Within the content are you can enter in the follow text or something similar:
    • “We at Mystics Falls River Club would like to wish you a very Happy Birthday! On your special day, we raise a toast to celebrate this milestone chapter of your life”
18. Once you are satisfied with the content entered, select Update Content on bottom right.

 

After inserting the appropriate content, your campaign will look something like this:

19. Once you are satisfied, click Next on the top right.

20. Step 2 will bring you to the Plain Text version of the campaign where you will select Next again on the top right to proceed to Step 3.

Editing Email Details

Once the Content has been entered, the next step will be to enter in the Campaign details.

1. Enter in an Email Campaign Name & enter in the Subject as “Birthday Email”.

 

2. Select Save Draft on top right.

The email campaign is now completed and will be in Draft mode.

Creating The Autoresponder

Now that we have drafted an email campaign, we can move onto our final step which is to create the Autoresponder. 

Creating a Recurring Autoresponder

1. Once you have logged into your Clubhouse Online Site Navigate to the following menu items:
   • Switch to Club Central -> Email Marketing

2. Select Autoresponders and then select Recurring on the left navigation.
3. From the Auto Responder Dashboard, select + New AutoResponder.

 

4. Select Recurring and then Recurring notice on the left.
5. Then you will Select Birthday from the Initial Criteria dropdown on the right.
6. Select Next on the bottom right.

Linking the Birthday Campaign

1. Select Copy one of my existing email designs.
2. Then select Start and email.

3. Located and select “Birthday Email Campaign” from the list.
4. Once selected, click Select on the bottom right.

5. This will bring you to the campaign we just created, since the campaign is completed we will leave everything the same and click Next on the top right.

6. This will take you to the text-only version of your campaign, again the campaign is finished so select Next on the top right.

7. Lastly you will be taken to Step 3 of 3 of your campaign, click Save Draft on the top right.

Configuring Send Options

Once you have entered in all of the campaign details, you will then be navigated to this page:

1. From this page, you can select one of the following options:
   • On the exact date – This will send the email to members on the date of their birthday.
   • Near the date – This will send the email a set amount of days prior to their birthday.
2. Once completed select Save & Close. 

​

Activating the Birthday Autoresponder

1. To activate this new Autoresponder, select Set Schedule.

2. On this page you can select when to “Start sending”:
   • Now – This will activate the Autoresponder right away.
   • On – This will activate the Autoresponder on the date and time selected.
3. Select Set Schedule on bottom right.

Your Autoresponder will now be activated and your birthday campaigns will be sent out to members automatically when it is their birthday.

Utilizing the data from your Encore system, you will be able to schedule a recurring campaign based on any of your contact's date of birth. Your desired campaign will be delivered to your contact's whose birthdate matches the current day.

In order to setup an Automated Birthday Campaign we will need to create and link the following items:

The Birthdate Contact Field

• Adding the Field in Encore

The Birthday Email Campaign

• Creating the campaign
• Choosing the Template
• Inserting Header/Placeholder Images
• Editing Email Details

The Autoresponder

• Creating a Recurring Autoresponder
• Linking the Birthday Campaign
• Configuring Send Options
• Activating the Birthday Autoresponder

Creating the Birthdate Field

The first step to creating an Automated Birthday Campaign is to ensure that the field “Birthdate (raw MMDD)” is available in EMM. This is how EMM will recognize it is someone’s birthday and send them an email automatically. To begin please open and login to Jonas Encore.

 Adding the Field in Encore

1. Navigate to the following menu items:
   • System Administration -> System Setups -> Integrations -> CHO EMM [or Clubbroadcast]

2. Select your Clubhouse Online Email Marketing tab.
3. Click the Setup Clubhouse Online Email Marketing Fields button under the options section.

4. Locate the Date of Birth field in the Available Fields column on the left and click the green arrow pointing to the right.

5. Click on the Close button at the top left.
6. From the Integrations toolbar, click on the Save button.
7. Click on the Synchronize Data Now button to queue the updates for all members to your Email Marketing account.

Creating The Birthday Campaign

For our next step we will create the email campaign that will be sent to your members on their birthday. This will be a basic template; you are free to create a custom campaign that is to your liking. To create the campaign, first login to your club’s website.

Creating the Campaign

1. Navigate to the following menu items:
   • Switch to Club Central -> Email Marketing

2. Select Email Campaigns on the left navigation.
3. Click on + New Email Campaign and then select Smart Email Builder.

Choosing the Template

1. Choose the template 1 Column (Mobile).

Inserting Header/Placeholder Images

1. Click on the Header Image to insert a desired banner.

2. Select the Images from your hosted content, or upload a new image link.

3. Upload the image you wish to place in this area and then click Insert on bottom right.

4. Click Update on bottom left to add the image to your campaign.

5. Click on the Placeholder Image to insert your desired image. 

6. Select the Images from your hosted content, or upload a new image link.

7. Upload the image you wish to place in this area and then click Insert on bottom right.

8. Click Update on bottom left to add the image to your campaign.

9. Click on “Headline Style Placeholder” to edit the Headline of the Campaign.

10. Enter in the text “Hello”.
11. Click on Select Token from the toolbar and select First Name

This will ensure that whoever the email is sent to will automatically populate their First Name.

12. Once finished, select Update Content on bottom right.

13. Click on “Subheading style placeholder” to edit the Subheading of the Campaign.

14. Select Delete on bottom right as we do not need a subheading for this email.

15. When prompted, select OK.

16. Once you have removed the Subheading, click on the Body section to edit the main content of the Campaign.

17. Within the content are you can enter in the follow text or something similar:
    • “We at Mystics Falls River Club would like to wish you a very Happy Birthday! On your special day, we raise a toast to celebrate this milestone chapter of your life”
18. Once you are satiscfied with the content entered, select Update Content on bottom right.

 

After inserting the appropriate content, your campaign will look something like this:

19. Once you are satisfied, click Next on the top right.

20. Step 2 will bring you to the Plain Text version of the campaign where you will select Next again on the top right to proceed to Step 3.

Editing Email Details

Once the Content has been entered, the next step will be to enter in the Campaign details.

1. Enter in an Email Campaign Name & enter in the Subject as “Birthday Email”.

 

2. Select Save Draft on top right.

The email campaign is now completed and will be in Draft mode.

Creating The Autoresponder

Now that we have drafted an email campaign, we can move onto our final step which is to create the Autoresponder. 

Creating a Recurring Autoresponder

1. Once you have logged into your Clubhouse Online Site Navigate to the following menu items:
   • Switch to Club Central -> Email Marketing

2. Select Autoresponders and then select Recurring on the left navigation.
3. From the Auto Responder Dashboard, select + New AutoResponder.

 

4. Select Recurring and then Recurring notice on the left.
4. Then you will Select Birthday from the Initial Criteria dropdown on the right.
6. Select Next on the bottom right.

Linking the Birthday Campaign

1. Select Copy one of my existing email designs.
2. Then select Start and email.

3. Located and select “Birthday Email Campaign” from the list.
4. Once selected, click Select on the bottom right.

5. This will bring you to the campaign we just created, since the campaign is completed we will leave everything the same and click Next on the top right.

6. This will take you to the text-only version of your campaign, again the campaign is finished so select Next on the top right.

7. Lastly you will be taken to Step 3 of 3 of your campaign, click Save Draft on the top right.

 

Configuring Send Options

Once you have entered in all of the campaign details, you will then be navigated to this page:

1. From this page, you can select one of the following options:
   • On the exact date – This will send the email to members on the date of their birthday.
   • Near the date – This will send the email a set amount of days prior to their birthday.
2. Once completed select Save & Close.

​

Activating the Birthday Autoresponder

1. To activate this new Autoresponder, select Set Schedule.

2. On this page you can select when to “Start sending”:
   • Now – This will activate the Autoresponder right away.
   • On – This will activate the Autoresponder on the date and time selected.
3. Select Set Schedule on bottom right.

Your Autoresponder will now be activated and your birthday campaigns will be sent out to members automatically when it is their birthday.