Birthdays Documentation¶
Menu Location: Customers > Reports > Birthdays
Access Level: Customer Service and above
Last Updated: 2026-03-01
Overview¶
The Birthdays page displays customer birthdays and helps you create personalized birthday experiences for your customers. Celebrating customer birthdays builds loyalty, increases engagement, and creates memorable moments. This page allows you to track birthdays, plan birthday campaigns, and monitor birthday order fulfillment.
Primary Functions:
- View upcoming customer birthdays
- Track birthday order fulfillment
- Plan birthday promotions and campaigns
- Export birthday lists for marketing
- Monitor birthday verification status
- Identify birthday week customers for special treatment
Page Layout¶
Header Section¶
- Date Range Filter - Filter by birthday month or upcoming birthdays
- Verification Filter - Verified vs. unverified birthdays
- Export Button - Download birthday lists
- Search Box - Find specific customer birthdays
Main Content Area¶
Table displaying customer birthdays with columns:
- Customer Name - Link to customer detail page
- Birthday Date - Month and day
- Age (if year provided) - Customer age
- Verified - Whether customer confirmed their birthday
- Birthday This Week - Yes/No indicator
- Order This Week - Whether customer has order during birthday week
- Birthday Person - Who the birthday is for (customer, spouse, child, etc.)
- Email Sent - Whether birthday email was sent
- Actions - Send birthday email, add to order, view customer
Birthday Types¶
Primary Birthday (Customer)¶
- Customer's own birthday
- Most common type
- Highest priority for celebration
Family Member Birthdays¶
- Spouse/partner birthday
- Children birthdays
- Parent birthdays
- Other family member birthdays
Use for:
- Family-focused promotions
- Kid-friendly product suggestions
- Multi-generational marketing
Filtering and Searching¶
Date Filters¶
This Week:
- Birthdays in next 7 days
- Primary focus for immediate action
- Send birthday emails, add gifts
This Month:
- All birthdays in current month
- Plan monthly birthday campaigns
- Monthly birthday email batch
Next 30 Days:
- Upcoming birthdays
- Advanced planning
- Prepare birthday inventory
Specific Month:
- Select any month (January - December)
- Plan seasonal campaigns
- Annual birthday analysis
Custom Date Range:
- Specific start and end dates
- Analyze birthday distribution
- Historical birthday campaign review
Verification Filter¶
Verified Birthdays:
- Customer confirmed their birthday
- High confidence in accuracy
- Safe to send birthday communications
Unverified Birthdays:
- Birthday on file but not confirmed
- May be incorrect or placeholder
- Consider verification request before sending
No Birthday:
- Customers without birthday on record
- Opportunity to collect birthday data
- Include in signup prompts
Common Use Cases¶
Use Case 1: Weekly Birthday Order Review¶
Goal: Ensure birthday customers get special treatment
Steps:
- Filter: "Birthday This Week" + "Has Order"
- Review list of birthday week customers
- For each customer:
- Add note to order: "BIRTHDAY WEEK!"
- Include birthday card or special message
- Add bonus item (free dessert, upgrade, etc.)
- Mark VIP icon on shipping label
- Send birthday email if not already sent
- Track birthday order fulfillment
Frequency: Every Monday morning
Impact: Birthday customers feel remembered and valued
Use Case 2: Monthly Birthday Email Campaign¶
Goal: Send birthday wishes to all birthday customers
Steps:
- Filter: "Birthday Next Month"
- Export customer list
- Create birthday email template:
- Happy Birthday message
- Special birthday discount code (15-20% off)
- Valid for birthday week
- Personalized product suggestions
- Schedule email to send 2-3 days before birthday
- Track email opens and redemptions
- Follow up with non-openers
Best Practice: Send email 2-3 days before birthday, not on birthday
Expected Response: 30-40% email open rate, 10-15% redemption rate
Use Case 3: Birthday Data Collection Campaign¶
Goal: Collect birthdays from customers who haven't provided
Steps:
- Filter customers: "No Birthday" + "Active"
- Export list
- Send email campaign:
- "Help us celebrate you!"
- Incentive for providing birthday (5% off, free gift)
- Simple form link
- Automated birthday email series for new birthday submissions
- Mark collected birthdays as Verified
Success Metric: 20-30% submission rate
Use Case 4: Children's Birthday Product Promotion¶
Goal: Promote kid-friendly products for families with children birthdays
Steps:
- Filter: "Birthday Person: Child" + "Birthday Next 30 Days"
- Segment by child age if available
- Create targeted email:
- "Birthday party coming up?"
- Feature kid-friendly products
- Party meal solutions
- Birthday treat options
- Include birthday discount code
- Track product sales from campaign
Example Products: Chicken tenders, fruit trays, cupcakes, party snacks
Use Case 5: Verify Unconfirmed Birthdays¶
Goal: Confirm accuracy of unverified birthdays
Steps:
- Filter: "Unverified Birthdays"
- Select sample to verify (start with upcoming months)
- Send verification email:
- "We want to celebrate your special day!"
- "Confirm your birthday: [date shown]"
- Link to update if incorrect
- Incentive for confirming (enter drawing, free gift)
- Mark confirmed birthdays as Verified
- Update or remove incorrect birthdays
Priority: Verify before sending birthday offers
Birthday Campaign Ideas¶
Birthday Week Perks¶
Free Birthday Gift:
- Free dessert added to birthday week order
- Free upgrade (regular → large box)
- Bonus item of customer's choice
Birthday Discount:
- 15-20% off birthday week order
- "Buy one get one" on select items
- Free shipping on birthday
Personalization:
- Handwritten birthday card
- Birthday message printed on label
- Special birthday packaging
Family Birthday Programs¶
Kids Birthday Club:
- Track children's birthdays
- Send parent notification 2 weeks before
- Offer party food bundles
- Birthday treat in child's next order
Spouse/Partner Birthdays:
- Remind customer of partner's birthday
- Suggest romantic dinner products
- Couple's discount code
- Anniversary cross-sell
Birthday Milestone Recognition¶
Special Age Milestones:
- 18th, 21st, 30th, 40th, 50th birthdays
- Extra special offer (25% off)
- Personalized message from owner
- Social media birthday shoutout (with permission)
Birthday Email Best Practices¶
Timing¶
Optimal Send Time:
- 2-3 days before birthday
- Gives time to order if they want
- Doesn't arrive on birthday (too late)
Avoid:
- Day of birthday (often too late)
- Week after birthday (irrelevant)
- Middle of night (poor open rates)
Email Content¶
Subject Lines:
- "Happy Birthday, [First Name]!"
- "[First Name], Celebrate Your Day with 20% Off"
- "Your Birthday Gift is Waiting!"
- "Make Your Birthday Special, [First Name]"
Email Body:
- Warm, personal birthday wishes
- Clear discount or gift offer
- Eye-catching design
- Easy-to-use promo code
- Expiration date (end of birthday week/month)
- Link to shop or redeem
Personalization:
- Use customer's first name
- Reference their favorite products
- Acknowledge customer tenure if long-term
- Include age if appropriate and known
Tracking Birthday Orders¶
Birthday Order Indicators¶
Order Flags:
- "Birthday Week" tag on order
- VIP icon on shipping label
- Special handling note for packing team
Fulfillment Checklist:
- ✓ Birthday card included
- ✓ Bonus gift added
- ✓ Premium product selection
- ✓ Extra care in packing
- ✓ Birthday message visible
Birthday Campaign Metrics¶
Track These KPIs:
- Birthday email open rate (goal: 40%+)
- Birthday offer redemption rate (goal: 15%+)
- Average order value for birthday orders
- Customer satisfaction with birthday recognition
- Retention rate of customers who received birthday perks
Troubleshooting¶
Birthday Email Not Sending¶
Symptoms:
- Birthday emails scheduled but not delivered
Check:
- Verify customer email is valid and verified
- Check customer is subscribed to marketing emails
- Confirm birthday email template is active
- Review email automation settings
- Check spam filters aren't blocking
Solution: Update email settings or send manually
Wrong Birthday Showing¶
Symptoms:
- Customer reports incorrect birthday on file
Solutions:
- Go to customer detail page
- Find Birthdays section
- Edit or delete incorrect birthday
- Add correct birthday
- Mark as Verified
- Apologize to customer if birthday message sent on wrong date
Prevention: Verify birthdays before relying on them
Birthday Not Triggering Order Bonus¶
Symptoms:
- Birthday week customer but no bonus item added
Check:
- Verify birthday automation is enabled
- Check if bonus item is in stock
- Confirm order was placed during birthday week
- Review order notes for birthday flag
- Check if customer opted out of birthday offers
Solution: Manually add bonus or credit for next order
Related Pages¶
- Customers (
customers.php) - Main customer management - Customer Detail (
customer_info.php) - Add/edit birthdays on customer record - Email Templates - Create birthday email templates
- Orders - Add birthday notes to orders
Typical Workflow:
- Review Birthdays page weekly
- Filter for upcoming birthdays
- Plan birthday campaigns
- Send birthday emails
- Add birthday notes to orders
- Track birthday satisfaction and retention
Permissions & Access¶
Required Access Level: Customer Service or higher
Access Level Capabilities:
- Customer Service: View birthdays, export lists, add birthday notes
- Manager: All customer service + birthday campaigns, edit birthdays
- Administrator: All features + birthday automation configuration
Best Practices¶
Birthday Collection¶
- Ask during signup - Include birthday field in signup form
- Incentivize sharing - Offer discount for providing birthday
- Make it optional - Don't require birthday (some customers uncomfortable sharing)
- Verify before using - Confirm birthdays before sending offers
- Respect privacy - Don't share birthdays publicly without permission
Birthday Campaigns¶
- Be genuine - Heartfelt wishes, not just sales pitch
- Make it special - Birthday offers should feel exclusive
- Keep it simple - Easy redemption, no complex rules
- Time it right - 2-3 days before birthday is optimal
- Track results - Measure campaign effectiveness
Birthday Fulfillment¶
- Flag birthday orders - Make it visible to packing team
- Include card - Physical birthday card goes a long way
- Select best products - Give birthday customers premium selection
- Pack with care - Extra attention to birthday orders
- Follow up - Post-birthday thank you message
Things to Avoid¶
- Sending birthday emails on wrong date (verify data first)
- Generic, impersonal birthday messages
- Complicated birthday redemption process
- Forgetting to include promised birthday gifts
- Using birthdays for aggressive sales tactics
Quick Reference Card¶
| Task | Action/Location |
|---|---|
| View this week's birthdays | Filter: "Birthday This Week" |
| Export birthday list | Click Export button |
| Send birthday email | Click customer > Send Email > Birthday template |
| Add birthday to customer | Customer Detail > Birthdays > Add Birthday |
| Verify birthday | Edit birthday > Check "Verified" |
| Plan monthly campaign | Filter: "Birthday Next Month" |
| Check birthday orders | Filter: "Birthday This Week" + "Has Order" |
| Track email sends | Review "Email Sent" column |
FAQs¶
Should I collect birth year or just month/day?¶
Month/day is sufficient and less invasive. Birth year allows age-based targeting but many customers uncomfortable sharing. Offering year as optional is good compromise.
What if customer doesn't want birthday recognized?¶
Respect preferences. Include opt-out option in birthday emails. Some customers prefer privacy. Document preference in customer notes.
How much discount should I offer for birthdays?¶
15-20% is standard. Should feel special but sustainable. Can vary by customer tier (VIPs get 25%, regular 15%).
Can I automate birthday bonus items in orders?¶
Often yes, if your system supports it. Check with administrator to configure automatic birthday gift addition based on birthday week.
Should I send birthday emails to inactive/cancelled customers?¶
Selectively. Birthday is good reactivation opportunity. Send to paused customers and recently cancelled. Skip long-cancelled customers.
What if birthday falls on week customer doesn't have order?¶
Send birthday email with code usable on next order, or send special one-time birthday order offer.
How do I handle family member birthdays differently?¶
Segment by relationship. Kids birthdays = family meal solutions. Spouse birthdays = romantic dinner suggestions. Parent birthdays = gift ideas.
Should children under 13 have birthday records?¶
Check privacy regulations in your jurisdiction. Some areas restrict collecting data on minors. Generally track "child birthday" without name/specific age.
What's a good birthday email open rate?¶
Birthday emails typically perform better than regular marketing: 35-45% open rate is good, 50%+ is excellent. They're highly personal and relevant.
Change Log¶
2026-03-01¶
- Initial documentation created
- All sections completed per template requirements
- Included birthday campaign ideas
- Added email best practices section
End of Documentation
For additional help, contact your system administrator or Kiva Logic support.