Best answer

Create weekly prompt to send out birthday card to contacts in HubSpot

  • 29 May 2021
  • 2 replies

Hi, we are trying to create a system that takes date of birthday from contacts (new and current) in HubSpot CRM throughout  year and issues a 'card writing to do list' via email once a week to prompt a number of cards to be sent out that week to customers/members/friends. 


1. Date of Birth held in CRM.

2. Anniversary of date of birthday of all CRM contacts within 7 days.

3. Any contacts name, address and date of birthday sent in a single weekly email to prompt card being sent. 


Other info. 


We use a remote freelancer to write and send the cards so they arent connect directly to CRM contacts.


We need to physically send the cards from our own office as opposed to using a web/app service to send out cards so we can build on the system and send out gifts as well. 


Any ideas?  















Best answer by SamB 30 July 2021, 17:41

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Userlevel 7
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Try this…

Configure a HubSpot dynamic list to add Contacts when their Birthdate Month and Day are in 7 days.

Then try using Digest by Zapier:

Userlevel 7
Badge +11

Just wanted to follow up here to add that HubSpot has some documentation that talks about how to create annually recurring workflows which could be used to add the relevant contacts to a specific list in HubSpot at a certain time before their birthday: Create 'Center on a date' or 'Center on a date property' contact-based workflows

Their workflow builder doesn’t appear to have the option to send out a single email that would contain all the contacts that need to have a card posted to them. But it would be possible to trigger a Zap when a contact is added to a specific HubSpot list using the New Contact in List trigger.

Then you could use the Digest by Zapier app, as Troy mentioned, to collect the information for each contact that’s added to the list into a digest. And use a Send Email action to send out the prompt. Then you’d want to use HubSpot’s Remove Contact From List action to then remove the contact from the list so that they could be added to it again next year. 

We have a guide that explains more about how to collect data in a digest here: Compile data in a digest in Zaps