Syncing Contacts to Email Marketing  

The criteria that determines whether a client gets synced to Email Marketing depends on whether or not the client has ever been synced in the past.

Note: To turn the Email Marketing integration on / sync contacts, you'll simply enable the Sync clients with Emma toggle, which becomes available one day after the integration is first turned on. If a client is eligible for Email Marketing syncs, a read-only enabled checkbox Opted-in for Emma Email Marketing will appear in the Email section of the client's profile.

Clients who have never been synced to Email Marketing:

For a client to sync to Email Marketing for the first time, all of the following must be true about the client:

  • Client status is Active: Email Marketing syncs active client profiles only; inactive client profiles are not synced. See Changing Sync Settings if you wish to enable the ability to sync inactive profiles. Regarding deleted profiles:
    • If one Email Marketing account is being used to manage all locations, "Deleted" profiles are synced.
    • If each location is using their own Email Marketing account, "Deleted" profiles do not sync.
    • If a client profile is active in at least one location, they are considered "active" overall.
  • Client has email address on file: The Email Marketing service only syncs clients who have a valid email address format. Clients without an email address will not be synced, nor will clients with an invalid email address format (for example, an address with special characters).
  • Client has "Use email for marketing" enabled on the client profile: This is how we know if a client is signed up for email communications. Clients who don't have this option enabled will not be synced.

AND one of the following conditions must also be true:

  • Client is booked for a future appointment: Clients must have a future appointment to be included in syncs, OR
  • Client had any transaction within the past 2 years: To keep your contact list current, we only sync over clients who've had a transaction ‒ any transaction ‒ within the past two years. See Changing Sync Settings if you wish to adjust the threshold of 2 years.

Reminder: Syncs occur daily at 6 am, so a client will not automatically sync until the day after they are booked or rung up for any transaction. If you add a new client to Meevo and they are booked/rung up on that same day, the client will sync the very next morning.

Clients who were already synced to Email Marketing:

Clients who were already synced to Email Marketing will be re-synced if all of the above conditions (in Clients who have never been synced) are still true, and one or more of the following are true:

  • There was at least one change to the client profile.
  • The client was booked for a future appointment.
  • The client had any transaction (service, retail, gift card, etc.).

More on Syncing Contacts to Email Marketing

Client data that gets sent to Email Marketing

The following fields are sent over to Email Marketing which can then be used to segment your contacts. You can view and reorder these fields in Email Marketing by going to Audience > Contact fields. 

Click here for a list of client data that is sent to Email MarketingClick here for a list of client data that is sent to Email Marketing

  • First Name
  • Last Name
  • Tenant ID
  • Meevo ID
  • Meevo Created Date
  • Client's Birth Month: This can only be used for one-off mailings, not automations.
  • First Visit Date
  • Clients Flagged Transient
  • Last Visit Date
  • Meevo Remove Date
  • Meevo Last Update
  • Total unique days with service
  • No Show Date
  • Last Appointment Date

Note: The Last Appointment Date custom field actually looks at the appointment date that is furthest out in the future. You can think of this field as "Appointment Date Furthest in the Future."

  • Last Location Visited
  • Last Location Visited Address 1
  • Last Location Visited Address 2
  • Last Location Visited City
  • Last Location Visited State
  • Last Location Visited Zip Code
  • Last Location Visited Phone
  • Last Location Visited Email
  • Last Location Visited Website
  • Last Location Visited Online Booking URL
  • Is Future Appointment
  • BDate: This is used in automations and sends a birthday email on the 1st day of the birthday month.
  • Last Visit Date (Automation)
  • First Visit Date (Automation)
  • No Show Date (Automation)
  • Meevo Creation Date (Automation)
  • Gender
  • Client Status
  • Membership begins on date / Membership termination date: Meevo always sends over the client's current membership details, if any.
  • Points value: If you do not wish for a client to know their points value, then you can use the Points value field to create a segment for clients who have points (for example, Points value Is greater than x), but DO NOT include the Points value field in the actual email template. This allows you to segment properly, but not expose the value in communications.

Note: Multi-locations who do not want points to be viewed across all locations should not use Points value to segment contacts or as a tag in Email Marketing emails. Points data is sent to Email Marketing even if Central Office disables the Business Preferences setting Allow the viewing/redemption of points across all locations.

  • BDate (Actual): Use this tag if the full birthdate (Month, Day, Year) is filled in. This will send the email on the actual day of the contact's birthday, rather than the 1st of the month.
  • Has Booked Online: Targets clients who booked an appointment online, regardless of whether or not the appointment was actually checked-out.
  • Home Location Id
  • Home Location Business Name
  • Membership Name

How to get new clients into Email Marketing if they haven't had a transaction yet

This can be achieved by importing a list of clients into Email Marketing, but be sure to review that topic for details on how imported contacts are treated by the sync.

How to reduce your number of Active Contacts in Email Marketing

Managing your Active Contacts list is an important maintenance task for anyone using Email Marketing. See Managing Your Number of Active Contacts for ways to keep this number down while maintaining a up-to-date contact list.

Reminder: Contacts synced from Meevo to Email Marketing who haven’t had a transaction in the past 2 years will be automatically archived in Email Marketing and then purged.

If you cancel your Meevo subscription

This depends on whether your business is using one main account for all locations, or an account for each location:

  • One main account for all locations: Sync is disabled only if every location cancels their Meevo subscription (in which case all Email Marketing Accounts are deleted as well). If at least one location is still subscribed to Meevo, then the automatic sync will continue for all locations. 
  • Each location has its own account: If a location no longer has a subscription to Meevo, the Email Marketing sync is disabled for that location and its Email Marketing Account is deleted. This occurs only for the location that is no longer subscribed to Meevo; it does not impact the sync status of any other locations.