Automated Escape Room Birthday Promos
Every Monday, WebRun scans your past-guest list in Google Sheets for contacts with an upcoming birthday in the next 30 days, drafts a personalised birthday-party promo email in Mailchimp highlighting your group packages and party add-ons, and posts the draft to Slack for staff to approve before it reaches any inbox.
How do I automatically send birthday-party promotions to past escape room guests?
WebRun scans your past-guest list in Google Sheets every Monday for contacts with a birthday in the next 30 days, drafts a personalised birthday-party promo in Mailchimp highlighting your group packages and party add-ons, and queues it in Slack for staff approval. No email is sent until it is reviewed, turning upcoming birthdays into booking opportunities.
- Upcoming birthdays in your guest list captured and targeted every week
- Personalised party promo drafts ready for approval without manual effort
- 12-month exclusion prevents over-messaging the same guests
Built for escape room owners · venue managers · marketing managers · entertainment venue operators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
docs.google.com/spreadsheetsin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - scan for contacts with upcoming birthdays
google.com
WebRun opens Google Sheets to scan for contacts with upcoming birthdays. - Open the past-guest contact sheet and filter for birthdays falling in the next 30 days
- Capture the guest name, email, birthday date, previous rooms played, and group size where available
- Exclude anyone who has received a birthday promo in the past 12 months to avoid repetition
Done when Every guest with an upcoming birthday in the next 30 days is listed with their details.
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2
Mailchimp - draft personalised birthday-party promo
mailchimp.com
WebRun opens Mailchimp to draft personalised birthday-party promo. - Draft a personalised birthday-party promo email for each qualifying contact using their name and birthday date
- Highlight your private group packages, party add-ons, and a special birthday offer or discount code
- Include a direct booking link and save the draft campaign without scheduling or sending
Done when A personalised birthday-party promo draft exists in Mailchimp for each qualifying contact.
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3
Slack - queue draft for approval
slack.com
WebRun opens Slack to queue draft for approval. - Post a summary to the marketing channel listing the number of birthday promo drafts and the total contact count
- Include the campaign draft link so the reviewer can open and check the content in Mailchimp
- Prompt staff to review the draft and approve it before scheduling the send
Done when Staff have a Slack notification with the birthday promo draft queued for approval.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send birthday promo emails to guests without staff approval?
No. WebRun saves every promo as a Mailchimp draft and posts a summary to Slack for review. No email is scheduled or sent until a team member opens Mailchimp and approves it, so all outbound marketing stays under your control.
How does it avoid sending birthday promos to the same person every year?
WebRun checks each contact against a 12-month exclusion window before drafting a promo. Anyone who received a birthday email in the past year is automatically skipped so past guests are never repeatedly targeted with the same message.
Can it personalise the promo based on what room the guest played before?
Yes. If a guest's previous rooms are logged in Google Sheets, WebRun includes a reference to their last visit in the draft, making the message feel personal and relevant rather than a generic birthday blast.
Related templates
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