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Restaurant birthday email flow

Guests who give you their birthday get a treat on the day and a reminder before their birthday week ends. You collect the birthday once on your signup form; the flow sends both emails every year by itself.

How the flow runs

  1. StartsThe guest's birthday (from a birthday field on their contact)
  2. Wait4 days

Still being built

One-click import

We're building a button that sets this flow up in your email platform for you, with every email in place. It doesn't work yet. Pick your platform and we'll tell you when it does.

The emails

Email 1 · On the guest's birthday

Fill in the [brackets] before you send.

Subject lines

  1. Happy birthday from your local Mexican spot!
  2. Free birthday dessert this week just for you
  3. Need a spot to celebrate your birthday?

Email

From [Restaurant Name]

Happy birthday from your local Mexican spot!

Hi [First Name],

Happy birthday! We hope your day is full of great laughs and tasty food.

This week is your birthday week, and we want to treat you. Stop in any day this week, mention you’re here to celebrate your birthday to your server, and you’ll get a free dessert plus a silly birthday song from our team.

We’d love to host you for your special day. Book your table now.

Book your table

Email 2 · 4 days after the birthday

Fill in the [brackets] before you send.

Subject lines

  1. Last chance for your birthday free dessert
  2. Your birthday week treat ends soon!
  3. Need a spot for your birthday dinner this week?

Email

From [Restaurant Name]

Last chance for your birthday free dessert

Hi [First Name],

Just a quick friendly reminder: your birthday week treat ends in just 3 days.

Bring the party to us any day this week, mention it to your server, and get a free dessert plus a birthday song for your special day.

We can’t wait to help you celebrate. The [Mexican Restaurant Name] team

Reserve your table

Set it up in Mailchimp

  1. Add a birthday field to your signup form: “Forms” → “Other forms” → “Form builder” → “Manage forms” → “Signup form” → “Add a field” → “Birthday”, make it “Visible”, then “Save Field”.
  2. Birthdays must be MM/DD. A regular MM/DD/YYYY date field won't work with this automation, and a field's type can't be changed after it's added; to convert one, add a new Birthday field, export, remove the years and re-import with “Update any existing contacts” ticked.
  3. Go to “Automations” → “Flow templates” → “Celebrate customer birthdays” → “Use this flow”, pick your audience and press “Continue”.
  4. On the “Flow Map”, put email 1 in the first email step, then add a “Time Delay” of 4 days and a “Send email” step with email 2.
  5. Press “Continue”, fix anything the review lists, then “Turn flow on”.

Flows need a paid Mailchimp plan.

Mailchimp's help pages don't say how to send a set number of days before the birthday, so this flow starts on the day.

From Mailchimp's help pages, read 2026-10-22:

Set it up in Klaviyo

  1. Add a “Date” field to your signup form and map it to a profile property such as birthday (type the name, then “Create Option”). The form also needs an email or phone field.
  2. Go to “Flows” → “Create flow” → “Build your own” and choose the “Date property” trigger. Your birthday property only shows up once at least one profile has a valid date in it.
  3. Set it to send on the date, at a time in the “Recipient's Local Timezone”, then “Next”.
  4. Under “Re-entry criteria”, choose “Repeat on date”: “Yearly”, then “Save” and “Confirm and save”.
  5. Add email 1, a time delay of 4 days, and email 2. Set both emails to “Live”: “Manual” emails wait for approval before they send.

The property a date trigger uses can't be changed after you save it; you'd have to clone the flow.

If you use Square, Klaviyo's Square integration also brings in birthdays that guests gave you there. Toast's doesn't sync birthdays.

From Klaviyo's help pages, read 2026-10-22:

What you need

In Mailchimp, flows are on paid plans: the Free plan lists Marketing Automation Flows as not included, and Essentials allows up to 4 flow steps (Mailchimp pricing, read 2026-10-22). Klaviyo's Free plan includes automations, for up to 250 active profiles and 500 email sends a month (Klaviyo pricing, read 2026-10-22).