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How do I track contact birthdays in Redtail?

Birthday Reminders

As long as you have a date of birth entered for a client, by default a Reminder will show up for their Birthday on your Today's Overview page in the Reminders section:

The number next to Birthdays indicates how many current Birthday Reminders you have.  If you click on the link, you'll see the below (this is only a portion of the page displaying 35 Birthday reminders):

This displays the contact name, their upcoming birthday, birthday information and the Servicing and Writing Advisors attached to the contact (if these are designated in the database). You can also export the contact name, Date of Birth, Servicing Advisor and Writing Advisor to Excel using the Export to Excel Option to the right of your Reminders here.  Additionally, you can send these contacts to your Advanced Search page for further action:

You can determine how early birthdays show up in your Reminders and how long they stay there after the date has passed under Manage Your Account —> Change Site Preferences in the Reminders section:

You can enable or disable Birthday Reminders for your contacts by clicking Edit in their Contact Details and then checking or unchecking "Enable reminder" next to Date of Birth:

Of course you can also enable or disable Birthday Reminders in bulk from your Advanced Search page.  You can run a search for Birthday Reminder Equal To Enabled or Equal to Disabled to bring up a list of those that fall in either camp.  Then, from your Options menu you'll find that you have the ability to Enable or Disable Birthday Reminders in bulk.

Birthday Reminders can come in handy if you want to handpick the clients whose birthdays actually show up in your Reminders section.  You may send birthday cards to all of your clients, but there may be only a select group that you want to show up in this Reminders section, e.g. those that you would like to personally call on their birthday.

One more visual cue is in place on a contact's record that displays only on their birthday.  If you happen to be in a contact record on that date, you'll see a green bar indicating that it is their birthday directly above their Basic Information:

 

birthday_display.png

 

Birthday Reports

While the Birthday Reminders will be visible for all of your database users, you may want to utilize Redtail's Advanced Search (Contacts —> Search) in order to run Labels for Birthday Cards or to run Birthday Reports.  Towards the end of each month, you can run an Advanced Search on the upcoming month's Birthdays.  As an example, let's say it's nearing the end of August and you want to pull up all September birthdays for your clients.  From your Advanced Search page, you can set up the following search:

After running this search, you'll then see a list of all of your clients with September birthdays entered in your database.  You can run Labels for Birthday Cards by selecting your desired label from the Labels pull-down menu to the right of your search results.  Or, you can produce a Birthday Report from the Reports menu to the right of your results, which you can then print out and refer to throughout the month.

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