In this article, you’ll learn how to create a Birthday Workflow in Stampede an automated journey that celebrates your guests around their special day. We’ll guide you through setting up the workflow trigger, designing your email sequence, and using tags and analytics to track success. By the end, you’ll have a hands-free system that sends thoughtful birthday messages, encourages early bookings, and builds loyalty year-round.
What Is a Birthday Workflow?
A Birthday Workflow is an automated marketing journey that sends personalised messages to guests based on their birthday. It’s triggered when a guest’s birthday is coming up and can include emails, offers, or reminders designed to make them feel valued and excited to visit your venue.
Once your workflow is live, it runs automatically targeting the right guests at the perfect time, with no manual effort required.
Common Workflow Triggers
- Guest signs up to venue WiFi
- Guest has an upcoming birthday
- Guest cancels a booking
💡 Tip: Workflows can be used for upselling, re-engagement, and loyalty too - not just birthdays!
Why Use a Birthday Workflow?
A Birthday Workflow is a great way to connect with guests around their special day. You can:
- Encourage early table bookings
- Promote birthday offers or group packages
- Send out exclusive birthday vouchers
Once set up, everything runs automatically - no manual sending or setup needed.
Getting Started
Follow these steps to create your first birthday workflow.
Step 1: Navigate to the Workflows Page
- Log in to your Stampede Dashboard
- Go to Marketing → Workflows
- Click ➕ New Workflow
Step 2: Create Your Workflow
When prompted, complete the following setup details:
| Setting | Description |
|---|---|
| Name | Choose a clear name, e.g. Birthday Workflow |
| Debounce | How long before a guest can re-enter this workflow. For birthdays, set this to 1 year |
| Venues | Choose if the workflow applies to one venue or all company locations |
💡 Pro Tip: Debounce can be set to hours, days, months, or even forever - great for controlling how often workflows re-trigger. Use a time-frame that best fits your journey (birthday - 1 year)
Click Create once complete. Your workflow will now appear on the dashboard, ready to design.
Designing the Workflow
Now the fun part! Let’s build your journey using the Workflow Designer.
Step 3: Add a Trigger
Click Add Trigger and choose Birthday from the dropdown menu.
Next, set your condition - for example:
Trigger when the guest’s birthday is in one month
This gives guests enough time to plan their visit before their big day.
Step 4: Add Nodes
Nodes are the steps in your automation journey. Think of it as the link that joins our journey from start to finish! They define what happens after the trigger.
Here’s an example setup:
- Send Email: “Birthday Email (1)” - your initial birthday message
- Wait for Event: “Booking Created” within 2 weeks
💡 Tip: You can use different node types such as Email Clicked, Wait for Time Period, or Booking Created to shape your workflow.
Step 5: Add Events
Events split the workflow into paths depending on guest actions - for example, whether they made a booking.
Example Journeys:
Customer A – No Booking Made
- Did not create a booking within 2 weeks
- Send Birthday Email (2) as a reminder
- Wait another 2 weeks for booking
- If still no booking → Tag as Unresponsive and end the journey
Customer B – Booking Created
- Made a booking within 2 weeks
- Automatically send Birthday Voucher Email
- Tag as Successful and end the workflow
Customer A - Continued
- We don't have to end customer A's journey right there
- Follow up emails (campaign 3, campaign 4) can be used to expand the journey and push the customer to make a booking
💬 Why Tags Matter:
Tags help you track which workflows are working best and how many guests complete a “successful” journey (like making a booking or redeeming a voucher).
Wrapping Up
That’s it - your birthday workflow is ready!
Once activated, it will automatically send personalised birthday messages to guests, boosting engagement and increasing bookings all year round.
Next Steps
- Personalise your birthday emails using the email builder within stampede and add offers or voucher codes
- Use Tags and Analytics to measure success
- Try setting up other workflows - like Booking Follow-Ups or WiFi Welcome Campaign