Help Center

Birthday & Custom Email Sequences

Stillpoint's sequence system lets you automate client communication beyond welcome emails. Configure birthday messages that send automatically each year, and build custom sequences triggered by events like completed appointments or no-shows.

Birthday Messages

Send automatic birthday wishes to clients who have a date of birth on file:

1. Navigate to Settings > Sequences
2. Find the Birthday Messages section and toggle it on
3. Click Configure to customize:
   • Send time -- The local time of day the email is sent (e.g., 9:00 AM)
   • Email subject and body -- Personalize the message with merge tags
   • Include discount -- Optionally attach a discount code to the birthday email
   • Discount percentage -- Set the discount amount (e.g., 10%, 15%)

Birthday emails are sent once per year on the client's birthday. Clients without a date of birth on file are skipped.

Custom Sequences

Build multi-step automated sequences triggered by client events. Custom sequences are available on the Professional plan.

Creating a Sequence

1. Navigate to Settings > Sequences
2. Click New Sequence
3. Choose a trigger event:
   • New Client -- When a client is first created
   • After Appointment -- When an appointment is marked complete
   • Appointment Cancelled -- When a client cancels
   • Intake Submitted -- When a client submits an intake form
   • No Show -- When a client is marked as a no-show
   • Manual Trigger -- Start the sequence manually from a client's profile
4. Add steps to the sequence, each with a configurable delay

Configuring Steps

Each step in a sequence includes:

• Delay -- How many hours after the previous step (or trigger) to execute
• Action type -- Email, SMS, task creation, or webhook
• Action content -- The email body, SMS text, task details, or webhook URL
• Conditions -- Optional rules like "only if the client hasn't rebooked"

Managing Sequences

• Toggle sequences on or off without deleting them
• System sequences (created by Stillpoint) can be enabled or disabled but not deleted
• Edit any sequence by clicking through to the detail view
• Reorder steps or add new ones at any point in the flow

Tips

• Birthday emails with a small discount are an effective way to encourage rebooking
• Keep sequence delays reasonable -- a follow-up 24 hours after an appointment feels natural, while 10 minutes can feel pushy
• Use conditions to avoid sending emails to clients who have already taken the desired action
• Test sequences with a test client before enabling them for all clients