This guide will show you how to set up an automated email campaign that regularly sends to clients based on their visit history.
Note: This email will only be sent to clients who have opted in for email marketing. To learn more about getting marketing consent from your clients, check out this guide.
In this Article
Creating Your Email
Go to Marketing > Compose Email > Choose a template to work with, or click Create Blank Email to start from scratch.
On the next screen, create the email you would like to send.
It is recommended that you Rename your email to something familiar for future reference if you wish to edit it or stop it from being sent.
Once you're happy with your email, click Preview Email.
Next, you will see a preview showing how the email will look on a desktop and mobile device.
If you wish, you can click Send a test to send yourself a test email. Then, click Select Recipients to continue.
Setting Your Filters
Next, use the filters to choose how many days after the client's appointment the email should be sent.
If you have multiple locations in Phorest, choose to send the email only to clients of This Location, All Locations, or Selected Locations. You will not see this option if you only have one location in Phorest.
You can only choose All Locations if you are an active staff member in all of your locations. Click here to learn how to add staff to locations.
Next, select Filter Clients.
Keep the Match All Filters toggle on, then select Visit History to choose how many days after the client's appointment the email should be sent.
Use the They have visited filter to specify how many days it has been since the client's appointment.
For example, setting the filter to In the last 3 Days AND More than 2 Days Ago will mean the email will be sent 2 days after the client's appointment.
- To send the email on the day of their appointment, use In the last 1 Days AND More than 0 Days Ago.
- To send the email 3 days after the appointment, use In the last 4 Days AND More than 3 Days Ago.
- To send the email 7 days after the appointment, use In the last 8 Days AND More than 7 Days Ago.
- To send the email 14 days after the appointment, use In the last 15 Days AND More than 14 Days Ago.
- To send the email 30 days after the appointment, use In the last 31 Days AND More than 30 Days Ago.
- To send the email 60 days after the appointment, use In the last 61 Days AND More than 60 Days Ago.
- etc.
Filtering for Specific Services/Service Categories
If your email should only be sent to clients who have had a specific service or services from a specific service category, add another filter for Service History.
For instance, the filter below will ensure that only clients who have received the Deluxe Facial will get the email.
Click Save to save your Visit History filter, then click Show Matching Clients to Continue.
On the next screen, you will see a list of clients who currently match your filter. If you don't see any clients, that is OK. Click Next to continue.
Choose whether you want to include SMS fallback and then click Next.
Scheduling Your Campaign to Repeat Send
Lastly, change Schedule campaign to Yes.
Adjust the Date to choose when to start sending this email and set the Time to specify the time of day for sending the email.
If you are sending the message on the day of the appointment, make sure to set your sending Time to a time after the business closes. Otherwise, clients who have appointments after the sending Time will not receive the message.
Set Repeat campaign to Yes, set the Frequency to Daily Every 1 Day, and then set the Duration to Run continuously.
This means that your Phorest system will check for clients who match your filter at the specified time every day from the given Date onward. If matching clients are found, the email will be sent to them.
When you're ready, click Schedule Campaign to finish.
Stopping a Scheduled Campaign
If you ever wish to stop a scheduled email, check out this guide to find out how.