GoHighLevel Birthday Workflow Guide

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How to Set Up a Birthday Reminder Workflow in GoHighLevel

If you are used to organizing tasks in ClickUp but now manage contacts and automation in GoHighLevel, setting up a birthday reminder workflow is a powerful way to stay personal and consistent with client communication. This guide walks you step by step through creating a birthday-based workflow trigger so you can automatically send birthday messages or reminders without manual work.

What the GoHighLevel Birthday Reminder Trigger Does

The birthday reminder trigger in GoHighLevel uses the birthday field stored on a contact record to automatically start a workflow on, before, or after that date. It can be used to:

  • Send automatic birthday emails or SMS messages.
  • Notify team members before a client birthday.
  • Create internal tasks to follow up with special offers.
  • Keep your contact engagement highly personalized.

This feature is built directly into the workflow builder so you can mix birthday reminders with other GoHighLevel automation steps.

Prerequisites for Using the GoHighLevel Birthday Trigger

Before you configure the trigger, make sure the following are in place:

  • You have access to the workflow builder inside your GoHighLevel account.
  • Your contacts have a valid birthday saved in the birthday field.
  • Your user permissions allow you to create or edit workflows.

Without a stored birthday on the contact record, the workflow trigger will not fire, so ensuring data accuracy is critical.

How to Create a Birthday Reminder Workflow in GoHighLevel

Follow these steps to create a workflow that starts from a birthday reminder trigger.

Step 1: Open the GoHighLevel Workflow Builder

  1. Log in to your GoHighLevel account.
  2. Navigate to the Automation or Workflows section in the left-hand menu.
  3. Click Create Workflow or open an existing workflow where you want to add the birthday trigger.

You will now be in the main workflow editor where triggers and actions can be configured.

Step 2: Add the Birthday Reminder Trigger in GoHighLevel

  1. At the top of the workflow canvas, click on Add New Trigger (or + Add Trigger).
  2. From the list of available triggers, locate and select Birthday Reminder.

This connects the workflow to the birthday field on a contact record so it can use that date as the starting point for the automation.

Step 3: Configure the Birthday Reminder Timing

Once you have selected the birthday reminder trigger, configure when the workflow should start in relation to the contact’s birthday.

  • Trigger On: Choose the exact birthday date if you want the workflow to start on the day itself.
  • Trigger Before: Set a specific number of days before the birthday, such as 1, 3, or 7 days in advance.
  • Trigger After: Use this option to run follow-up actions a certain number of days after a birthday.

These options help you decide whether you want advance reminders, same-day greetings, or post-birthday follow-ups.

Step 4: Set Filters and Conditions (Optional)

To refine which contacts enter the workflow, you can add filters inside the birthday reminder trigger setup.

  • Filter by pipeline or opportunity stage.
  • Filter by tags to include or exclude certain segments.
  • Filter by custom fields such as membership level or client type.

Filtering ensures that only the contacts you want will receive birthday communications through this workflow.

Step 5: Add Actions After the Birthday Trigger

When the birthday reminder trigger is fully configured, you can add the actions that should run each time it fires.

Common actions in a GoHighLevel birthday workflow include:

  • Send Email: Deliver a personalized birthday email template.
  • Send SMS: Send a brief, friendly birthday text message.
  • Create Task: Assign a task to a team member to make a phone call or send a personal gift.
  • Update Contact: Add a tag like Birthday VIP or update a custom field for tracking.
  • Wait Steps: Add delays between messages or actions for staged follow-ups.

Arrange these steps in the workflow canvas in the exact order you need.

Best Practices for GoHighLevel Birthday Workflows

To keep your automation engaging and reliable, use these recommendations.

Keep Messages Friendly and On-Brand

  • Use merge fields like first name for personalization.
  • Stay consistent with your brand voice in email and SMS.
  • Avoid overly promotional language in the first birthday message.

Test Your GoHighLevel Birthday Automation

  • Create a test contact with a birthday set to the next day or today.
  • Enroll this test contact in the workflow.
  • Verify that the trigger fires on schedule and that messages are formatted correctly.

Testing helps confirm that the timing and message content are correct before you go live with real contacts.

Respect Time Zones and Sending Windows

  • Check your account’s time zone settings.
  • Use sending windows or restrictions if you do not want birthday messages going out at night.
  • Consider scheduling messages for morning or early afternoon in the contact’s local time.

Troubleshooting GoHighLevel Birthday Reminder Issues

If your birthday workflow does not behave as expected, review the following points:

  • Confirm that the contact has a valid birthday saved in the contact record.
  • Check that the workflow is turned ON and published if required.
  • Verify the reminder timing (before, on, or after) is set correctly.
  • Ensure no conflicting filters are blocking the contact from entering the workflow.
  • Look at the workflow history or logs to see whether the trigger attempted to run.

If problems persist, compare your setup with the official instructions provided in the GoHighLevel support documentation.

Official GoHighLevel Documentation and Further Help

For an authoritative reference on the birthday reminder workflow trigger, see the official article here: GoHighLevel Birthday Reminder Trigger Guide. It provides the original configuration options and any platform-specific notes that may be updated over time.

If you want strategic help implementing birthday automation along with broader funnel, CRM, and messaging optimization, you can also consult a specialist agency such as Consultevo for tailored GoHighLevel setup services.

Summary

By using the birthday reminder trigger inside GoHighLevel workflows, you can reliably send personalized birthday greetings, notify team members, and track special dates without manual tracking tools like spreadsheets or separate project systems. Configure the trigger, define when it should fire, add the right filters, and attach thoughtful email, SMS, or task actions to create a consistent and scalable birthday experience for every contact in your database.

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