Set up a birthday gift
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In short
Velarya sends each eligible patient a birthday gift automatically on their birthday. Under Organization settings > Rewards Program, turn on Birthday Gift, choose a discount, a free service or points, pick an Eligible audience and select Save.
- Who can do this
- Admins and roles with Rewards & loyalty program set to Edit
- Applies to
- Your whole practice, every location
- Plans
- Scale, Branded and Connected
- Time
- 5 minutes
Before you begin
- Patients add their date of birth in the patient app under My information, or an Admin or Location Manager records it on their profile in Clients.
Turn on the birthday gift
The Birthday Gift on the Rewards Program page sends each eligible patient one gift a year, automatically, on their birthday.
- Open the menu at the bottom of the left sidebar and select Organization settings.
- Under Client Experience, select Rewards Program.
- Scroll to Birthday Gift and turn the switch on.
- Choose a Gift type:
- Whole-shop discount (% off): a percentage off every service and add-on.
- Category discount (% off): a percentage off one category of services, which you pick in Category.
- Free service: one service of your choice, free.
- Points: a number of points added to the patient’s balance.
- Enter the gift’s value: a Discount percentage from 1 to 100 and a Validity period for a discount, a Service for a free service, or a Points amount for points.
- Select Save at the top of the page. The Unsaved changes bar closes, Estimated reach appears below the settings, and the gift goes to eligible patients from their next birthday.
How long does a birthday discount last?
A birthday discount lasts for the Validity period you choose, counted from the day Velarya issues the gift on the patient’s birthday.
| Validity period | The discount can be used |
|---|---|
| Same day | until the end of the patient’s birthday, in your practice’s time zone |
| 3 days | for 3 days |
| 1 week | for 7 days |
| 2 weeks | for 14 days |
| 1 month | for one calendar month |
| Custom | for the number of days you enter, from 1 to 365 |
The birthday price applies to anything booked while the discount is active, even when the appointment itself falls after the validity period.
The Validity period applies to the two discount gift types. A free service arrives as a voucher the patient schedules when it suits them, and birthday points join their balance.
Who receives the birthday gift?
The birthday gift goes to patients in the Eligible audience you choose who also use the patient app and have a date of birth on file.
- Open Eligible audience and choose one:
- All clients: every patient.
- Members only: patients with an active membership.
- Visited in the last N months: patients whose last completed visit falls inside the number of Months you enter, from 1 to 120.
- Spent above a threshold: patients whose paid orders add up to at least the Minimum lifetime spend you enter.
- Select Save at the top of the page. The settings show the Estimated reach: how many patients match today.
What do patients see?
Patients learn about their birthday gift from a message titled Happy birthday! 🎂, such as “[Your practice] gave you 20% off as a birthday gift. 🎂” A free service reads “gave you a free service as a birthday gift”, and points read “added 500 points to your account as a birthday gift”. The message appears in the notifications inside the patient app, and as a push notification when the patient allows notifications.
| Gift | Where the patient finds it |
|---|---|
| A discount | The reduced price next to the regular price on each service in the app, with a Birthday gift badge, and a Birthday Gift line when they review the booking. It also applies automatically on your online booking page and at your front desk |
| A free service | A voucher for the service, shown as Needs Scheduling with a Schedule button |
| Points | On their points balance, ready to redeem as wallet credit |
To set how patients earn points the rest of the year, see Set up points earning. For the rest of the program from the patient’s side, see Med spa loyalty program software.
How does the birthday gift behave?
| Situation | What Velarya does |
|---|---|
| A patient visits more than one of your locations | Sends one birthday gift a year, which they can use at any of your locations |
| A member books a service while a birthday discount is active | Charges the lower of the member price and the birthday price |
| A patient enters a discount code while a birthday discount is active | Takes the code off the birthday price when the code is set to combine with birthday discounts; otherwise applies whichever saves the patient more |
| Your team rings up a treatment in New Transaction while a birthday discount is active | Shows the treatment at the birthday price, or the member price when that is lower, with the regular price struck through; the Total due matches the sale it saves |
| A patient books while their birthday discount is active and checks out after it ends | Keeps the birthday price the visit was booked with |
| A patient was born on February 29 | Sends the gift on February 28 in years without a February 29 |
| You change the gift partway through the year | Patients who already received this year’s gift keep it; later birthdays get the new gift |
| A patient adds their date of birth after their birthday has passed | Sends the gift on their next birthday |
For worked examples of a birthday discount with member pricing, discount codes and a Custom Discount ($), see How birthday gifts work.
If something goes wrong
The page shows “Discount percentage must be between 1 and 100.” Enter a whole percentage from 1 to 100 in Discount percentage.
The page shows “Enter a custom validity period between 1 and 365 days.” With Custom chosen, enter a number of days from 1 to 365.
The page shows “Select a category for the category discount.” or “Select a service for the free-service gift.” Pick the category or service the gift applies to, then save again.
The page shows “Points amount must be a positive whole number.” Enter a whole number of 1 or more in Points amount.
The page shows “Enter the number of months for the visit window.” or “Enter a spend threshold greater than zero.” Enter Months from 1 to 120, or a Minimum lifetime spend above $0, then save again.
A patient didn’t receive a gift on their birthday. Open their profile in Clients and check that it shows a birthday, not “No birthday recorded”. Then check that they use the patient app and match your Eligible audience. Velarya checks for birthdays every 6 hours and sends one gift per patient per year.
The Estimated reach line doesn’t appear. It appears once the birthday gift is saved with the switch on. Select Save at the top of the page, and the line shows below the audience.
Frequently asked questions
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What changed
- : New row: a visit booked while the birthday discount is active keeps the birthday price at checkout, even after the discount ends.
- : A discount code set to combine with birthday discounts comes off the birthday price; other codes still compete with it.
- : New row: in New Transaction, a treatment the birthday discount covers shows the birthday price, or a lower member price, with the regular price struck through, and the Total due matches the saved sale.