How to Set Up a Date-Based Promotion (e.g., Birthday Campaigns) in Co-Kinetic
We’re excited to introduce Date-Based Promotions, a powerful way to generate repeat business, build loyalty, and drive footfall to your clinic.
This feature, available under the Revenue Hub, allows you to automate special promotions based on key dates, like patient birthdays, clinic anniversaries, or health awareness events (Want ideas? Check out this post (there are lots!). 🎉
👉 Watch the video at the bottom of this page to see a full walkthrough 🎬
How It Works
A Date-Based Promotion lets you upload a list of contacts with a relevant date (e.g., birthdays), and our system will automatically send them a personalised voucher on the right date.
Each voucher includes a unique QR code, which you can scan on redemption to track conversions and measure your campaign's success. You can even set the campaign to recur automatically each year (ideal for birthdays)!
Step-by-Step Guide to Setting Up a Date-Based Promotion
1️⃣ Prepare Your Contact List (CSV Upload)
Before you set up your campaign, download the file at this link - it needs four columns in this exact order, with column headers spelt EXACTLY as you see below (case sensitive):
First Name
Last Name
Email
Promotion Date
Note: ideally the date should be in the YYYY-MM-DD format: If you're unsure about formatting dates correctly, see this guide on how to adjust CSV date formats.
💡 Tip: The date doesn’t have to be an actual birth year—just ensure the day and month are correct.
🔹 Start with a test list: We recommend adding yourself as a test contact first, setting the date to tomorrow, so you can see how the process works before uploading a full list.
2️⃣ Set Up Your Promotion in Co-Kinetic
Go to: Revenue Hub > Products > Manage Clinic Promotions and then select "Create a New Clinic Promotion".
Choose "Date-Based Promotion" as the promotion type.
Enter a name for your campaign - this will appear on the voucher. This works well for a birthday voucher: 🎂 Happy Birthday To You 🎉
Upload a square campaign image (if you need one, download this one).
Select the "Happy Birthday" voucher from the template dropdown (you can Preview it if you want to).
Set the discount amount (this is the fixed amount each recipient will receive) - £20 (pounds, euros or dollars is a nice amount)
Set the campaign start date (it can start immediately or in the future).
Specify redemption details, such as expiry period (e.g., Valid for 30 days) and what appointment types are included. Here's a nice way of putting it: Your £20 birthday voucher is valid for 30 days, so be sure to use it while it’s still available! This just helps us manage bookings—but most importantly, we’d love for you to enjoy your treat.
Write a subject line for the email (e.g., 🥳 It’s Your Birthday [First Name]! 🎁 Here’s a Gift from [Company Name]).
Customise the email content - make it Birthday specific.
Ensure “Active” and “Recurring” toggles are switched ON (and Show in Shop is off).
Upload your test CSV with only you in the contact list and save.
Wait until the following day for your test to trigger. The email will send at 8am GMT (this ensures that whether the person is in the world, they will receive their email at some point on their actual birthday).
Make any edits and when you're happy, upload your full list of contacts (past and present customers) and leave the system to it 😌.
Once activated, Co-Kinetic will automatically send the vouchers on the specified dates and if Recurring is selected it will continue to run until you deactivate it or cancel your subscription 😱.
3️⃣ Track and Manage Your Campaign
Once your campaign is live:
✔️ Recipients will receive a PDF voucher with a QR code via email.
✔️ Scan the QR code on redemption to track usage and ROI.
✔️ View all campaign activity in Revenue Hub > Clinic Promotions.
✔️ Update your contact list anytime by uploading a new CSV file.
4️⃣ Adding and Removing People from Your Campaign
📌 If you want to update your list to add new people further down the line, you can simply upload a new CSV file anytime (it will add any new people (while keeping existing people on the list).
📌 If you want to remove someone from the campaign, click on the Contacts button on the Campaign Image, search for the person and click the Remove button.
More Ways to Use Date-Based Promotions
This system isn’t just for birthdays! You can create campaigns around any special date, including:
🎉 Clinic Anniversaries – Reward loyal customers each year.
🏆 Health Awareness Days – Promote services around key awareness months.
💌 Special Offers for Local Events – Tie in promotions with marathons, sports days, or local fairs.
🎊 National Holidays & Celebrations – Think Pride Month, Valentine’s Day, Black Friday.
See our full list of creative ideas for inspiration.
What’s Next? 🚀
Now that you’ve set up your Birthday Campaign:
✅ Make sure staff are aware of the promotion and know to scan QR codes on redemption to track ROI.
✅ Consider running other date-based promotions (clinic anniversaries, membership renewals, etc.). You can find lots of ideas here.
How to Set Up a Birthday (or date-based) Promotion [Tutorial Video]