How to Create a Date-Based Email Campaign

Manually sending emails for birthdays, anniversaries, subscription renewals, or time-sensitive promotions can be exhausting. It’s easy to forget important dates, and scheduling each email individually takes too much time.

Why Manual Emails Don’t Work Well

Emails get delayed or forgotten
Too much time spent scheduling and sending reminders
Inconsistent communication leads to lost engagement

How a Date-Based Email Campaign Helps

Automatically sends emails on specific dates—no manual work needed
Keeps communication timely and personal, improving engagement
Saves time and eliminates scheduling mistakes

In this guide, we’ll walk you through setting up a date-based email campaign step by step so you never miss an important moment. Let’s get started!

How to Set Up a Date-Based Email Campaign

Step 1: Create a Custom Date Field

To trigger emails based on specific dates, you must create a Custom Date Field in BigContacts.

Go to Settings and find the option to Add Custom Field.
Choose Date as the field type before saving.
Repeat for any other dates you want to track, such as birthdays, contract renewals, or membership expirations.

Step 2: Enter Dates for Contacts

Add dates to individual contact records once your custom fields are set up.

Open a contact record and enter the date in the newly created field.
If you need to update multiple contacts simultaneously, use the Import Wizard to re-import data with updated dates.

Step 3: Start a New Date-Based Email Campaign

Go to the Marketing tab.
Click Create a New Campaign.
Name your campaign and select Date-Based Campaign as the type.

Step 4: Choose the Contact List

Select BC Contacts (DO NOT DELETE) for the campaign list.
This list syncs all marketing contacts and ensures the system can find the correct dates.
Click Next to continue.

Step 5: Customize Your Email Template

Pick a template as a starting point.
Update the text and replace images as needed.
Focus on the structure—if the layout fits your needs, customize colors, photos, and sections to match your branding.

Step 6: Final Review Before Sending

Before launching your campaign, review these details:

Subject Line – Adjust if needed.
Filters – Double-check that the right contacts are included.
Tracking Options – Enable email tracking features.
Send Timing – Set the email to go out automatically on the selected date.
Test Email – Send a preview to yourself to ensure everything looks right.
Email Preview – See how the email will appear on different platforms (Gmail, Outlook, iPhone, etc.).

Step 7: Launch Your Campaign

Once everything is reviewed, save the campaign. The system will now send emails on the specified dates—no manual work is needed.

Now, you’ll never miss an important email again!