What are automations?

Automations send push notifications to your customers automatically when certain conditions are met — no manual action needed. Once set up, they run on their own.

Available on Multi-Location and Groups & Brands plans. Birthday messages are available on all plans.

How to create an automation

1. Open Automations from the sidebar.

2. Click Add automation.

3. Choose the automation type (see below).

4. Configure the settings:

Name — a short label only you see (e.g., "Birthday 10% off")
Business Card — which card this automation applies to
Message — the text your customer will receive as a push notification
Timing — when to send (depends on the type)
Timezone — notifications are sent in this local time

5. Toggle Active to turn it on, then click Save.

Automation types

Birthday

Send a message on (or around) your customer's birthday.

Day Offset — 0 = on the day, -1 = day before, +1 = day after
Hour — what time to send (0–23)
Requires birthday collection — your card must collect birthday data. If it doesn't, Passtastic will offer to enable it when you create the automation

Tip: "Why are birthday messages arriving late?" — check the timezone and day offset settings. If your timezone is wrong, messages may arrive at unexpected times.

Win Back Inactive

Re-engage customers who haven't visited in a while.

Days inactive — e.g., 30 = message customers who haven't visited in the last 30 days

Visit Milestone

Celebrate when a customer reaches a visit count.

Visit count — e.g., 10 = send a message on their 10th visit

Loyalty Reward Alert

Notify customers when their stamps or points reach a certain level.

Track by — Stamps or Points
When they reach — e.g., 8 = message when they collect 8 stamps

Post-Visit Follow Up

Send a message shortly after a customer visits.

Delay — how long to wait (minutes, hours, or days)
Example: 30 minutes = a quick thank-you while they're still nearby

Welcome Message

Greet new customers after they add your card.

Delay in days — 0 = send right away, 1 = send the next day

Expiration Reminder

Warn customers before their card or coupon expires.

Days before expiry — e.g., 3 = remind them 3 days before expiration

Additional settings

Card scope

Each automation can apply to:

All cards — triggers for customers of any card
A specific card — only triggers for customers of the selected card

Delivery window

Set a time range for when notifications can be sent (e.g., 9:00–21:00). Messages that would fall outside this window are held until the next available time.

Cooldown

Each customer receives at most one automated message every 4 hours, even if they match multiple automations. This prevents notification fatigue.

Managing automations

From the Automations page you can:

Set live / Set not live — activate or pause an automation without deleting it
Edit — change the message, timing, or target card
Preview — see how many customers currently match the automation
Delete — remove it permanently

Common questions

Can I send automations on the Single Location plan?

Birthday messages are available on all plans. Other automation types (win-back, welcome, milestones, etc.) require Multi-Location or Groups & Brands.

Can I test an automation before it goes live?

Use the Preview button to see how many customers match. The message itself is the same as a regular push notification — plain text on the lock screen.

Why didn't my automation send?

Check that the automation is set to Active, the timezone is correct, and the card has customers who match the trigger condition. Also check the delivery window — if it's outside the window, the message will be delayed.

Can a customer receive multiple automations at once?

The 4-hour cooldown prevents this. If a customer matches multiple automations, only the first one sends. The rest are skipped until the cooldown expires.