Manage Birthday Template

Setting Up Automatic Birthday Wishes

Send warm birthday greetings to your community members automatically, at a time you choose, on the channels they actually check. This is for community owners and organisers who manage member birthdays.

Prerequisites

Before you start, you’ll need a community with members whose birth dates are saved in their profiles.

Pick a Birthday Style

How to get there: Dashboard > Community > Birthday Wishes

1. Choose Same for all months to use one design all year, or Different per month to vary the look by month.
2. Scroll the template gallery and tap the card you like.
3. The Customize Template sheet opens with that design selected.

Tip

For Indian communities, Different per month works beautifully: something festive and warm for October and November around Diwali, something simple and elegant for the quieter months.

Personalise the Message

1. In the Customize Template sheet, enter a Title such as Happy Birthday, [Name]! (up to 80 characters).
2. Enter your Message below it (up to 500 characters).
3. Tap Done to close the sheet.

Each template keeps its own title and message, so switching designs swaps the wording too.

Tip

Keep the message short and human. Two warm lines land better than a paragraph, especially on WhatsApp and SMS.

Assign Templates to Months

Only available when Different per month is on.

1. Tap a template card to open its sheet.
2. Scroll to Assign to Months.
3. Tap each month that should use this design. A tick mark and the template name appear on the chip.
4. Tap an assigned month again to clear it. Cleared months fall back to your default template.
5. Tap Done, then repeat for the next design.

Assigned months also show as a small badge on the template card in the gallery.

Next Best Action

After your designs are set, most organisers:

• Sending to members directly: confirm member phone numbers and email addresses are up to date
• Reviewing before it goes live: set the send time an hour ahead and watch the first delivery

Choose When Wishes Go Out

1. Select On birthday to send on the exact day, or Days before birthday to send in advance.
2. If you picked days before, use the plus and minus buttons to set the number of days (1 to 365).
3. Tap the Send time field and pick a time.

Tip

Mid-morning, around 9:00 to 10:30 AM, gets the best response. Very early messages get buried under the day’s notifications.

Choose Delivery Channels and Recipients

1. Under Delivery Channels, tap Email, WhatsApp, or SMS. Tap again to switch one off. Pick as many as you like.
2. Under Who Gets It, tick Send to member so the member receives their wish.
3. Tick Send to community owner so you get a heads-up about member birthdays.
4. Tap Save Configuration (or Update Configuration if you’re editing).

Caution

Turning a channel off stops future wishes on that channel for everyone in the community, not just new members.

Next Best Action

Once saved, most organisers:

• Running a large community: review your member list for missing birth dates
• Planning festive greetings: set up seasonal announcements alongside birthdays

Fields

Field	Description	Required
Birthday Style	The template design used for wishes	Yes
Title	Greeting headline, up to 80 characters	No
Message	Body text, up to 500 characters	No
Delivery timing	On the birthday, or a set number of days before	Yes
Days before	1 to 365 days ahead of the birthday	Only for advance sending
Send time	Time of day wishes go out	Yes
Delivery Channels	Email, WhatsApp, SMS	Yes, at least one
Who Gets It	Member, community owner, or both	Yes, at least one

What to Do Next

Your Situation	Recommended Next Step
Members missing birth dates	Update member profiles so nobody is skipped
Want festive variety through the year	Switch to Different per month and assign designs
Only want a heads-up for yourself	Tick Send to community owner and untick Send to member
Wishes look wrong after saving	Reopen this screen and edit the saved setup

Related Articles

• Adding and Managing Members - birth dates come from member profiles, so start here.
• Community Settings - controls who can change automated messages.
• WhatsApp Message Setup - what to check before using WhatsApp as a channel.
• SMS Invitations - how SMS sending and delivery reporting work.
• Email Notifications - keeps your community’s sender details correct.
• Member Profiles and Privacy - what member details are used in automated messages.
• Festival and Seasonal Announcements - pair birthday wishes with Diwali and New Year greetings.

Troubleshooting

“Failed to load templates” - Your connection dropped or the template list could not be fetched. Tap Retry.

“No templates available” - No birthday designs are set up for this community yet. Check that you opened this screen from the right community.

“Pick a template above first.” - You tapped a month chip before choosing a design. Select a template card, then tap the month.

Save button does nothing - A required section is incomplete. Scroll up and look for red outlines: a style, a send time, at least one channel, and at least one recipient are all needed.

The message you typed disappeared - Titles and messages are saved per design. Switching to a different template shows that template’s own wording. Tap your original design to see your text again.

Nobody received a birthday wish - Check that the member’s birth date is filled in, that Send to member is ticked, and that the member has a valid contact detail for at least one channel you selected.