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Sending a final message to legacy contacts
Sending a final message to legacy contacts

How do I send one final message (email, sms, or both) to select legacy clients before I inactivate their client & piano records.

Timothy Barnes avatar
Written by Timothy Barnes
Updated over a week ago

You have three options for sending a final message to legacy clients with unserviced pianos.


  • Option 1. Use Gazelle's Mailchimp Integration.

  • Option 2. Configure a new Gazelle reminder to send one email and one sms message from your Gazelle account. (Some limitations apply, see below)


  • Option 3. Export a list of client emails and upload them to a 3rd party email marketing platform.

Option 1: Using the Gazelle-Mailchimp Integration

Step 1: Go to Settings > Integrations > Mailchimp

Step 2: Connect your Mailchimp account.
Step 3: Sync clients from Gazelle to Mailchimp.
Step 4: Send your final message from Mailchimp.

Option 2: Using A Final Gazelle Reminder

*** If you take this approach DO NOT SKIP STEP 4 or 7. ***

Step 1: Create a new reminder (suggested title: 'Final Message to Legacy Clients').

Step 2: Add an email message template using the 'Active Client' reminder state.

Step 3: (Optional) Also add an SMS message in the same 'Active Client' reminder state.

Step 4: Configure the schedule EXACTLY to send every 1 years, unlimited times, starting when the client enters this state plus -zero- days. (See note below regarding the importance of step 4 and 7)

Step 5: (Optional but recommended) Add the {{scheduling_link}} merge code to each message template so the client has an option to book embedded in the last message they receive.

Step 6: Save.

Step 7: Go to Clients > Add Filter.

Step 8: Select the filter for 'Clients that have never been tuned' or 'Clients not tuned for 24 months'. You can also choose 'Clients not tuned for 36 months' or edit the timeframe in the filter depending on what timeframe you want.

Step 9: Click 'Edit' on the right side of the header to make bulk edits.

Step 10: Click 'Assign to a Reminder' and select your recently created reminder with the final message and Save.

Step 11: After the message(s) send, inactivate the clients and remove them from this reminder, in that order. This assures they do not receive further emails in the future.

NOTE: Step 4 and 11 are very important. In order to ensure your messages go out to all active clients on this reminder, you need to configure the state to send 'unlimited times' to avoid an edge case that could prevent your message from going out to clients who have previously received an 'Active Client State Reminder' in the past. However, you do NOT want to leave clients parked on this reminder long term, which is why we recommend removing clients from this reminder after it has sent OR using MailChimp to send these one-time messages.

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