Defining the Birthday Event

The birthday event can be applied to any main contact or spouse/partner with a birth date. The birthday options for each contact default to the global birthday event but can be changed for individual contacts in the Keep In Touch tab of the contact record (see Viewing a Contact’s Keep In Touch Events & Activity Plans).

You can set up whether and when to create calendar entries, reminders, and tasks for the global birthday event. You can also auto-send a selected Happy Birthday e-Card on the day of each contact’s birthday.

To define the global birthday event:

  1. Click Keep In Touch in the main menu.
  2. Click the Birthday link in the list titled Configure Keep In Touch Events. The birthday event settings appear.
  3. Indicate whether you want to include birthdays in your calendar and the number of days prior to the birthday that you would like a reminder.

    Use the Assign To drop-down list to select the default team member calendar in which birthday appointments will be created.

  4. Indicate whether you want to create a task to buy a card and/or gift and the number of days prior to the birthday that this task will be due. You can also receive a reminder for this task and set the date and time of the reminder.

    Use the Assign To drop-down list to select the default team member task list in which the birthday tasks will be created.

  5. Indicate whether you want to automatically send a Happy Birthday e-Card on each contact’s birth date. After checking the box, use the fields below to search for, preview and select the email template you want to use.

    Use the From drop-down list to select the team member branding to use for the email. The branding includes the email header, signature and the From email address.

  6. Click Save.

    Note  You can set a preference in the global Birthday event so that the event is automatically activated for contacts with a birth date. This applies to both the main contact birthday and the spouse/partner birthday.
    If you want to activate the birthday event for existing contacts with a birth date, also select the check box that appears below. This is very useful if you are a new user who has imported an existing contact list that includes birthdays.

    This option is only available to the Team Leader.