Why start with a single automated postcard?

Starting small lowers risk and cost, proves the flow works, delivers quick data to stakeholders, and makes it easy to iterate on template, trigger, and process.

Which systems and tools do I need to run a first send?

You need a CRM and appointment system plus a print and mail vendor. Common examples are HubSpot, ServiceTitan or Jobber, QuickBooks, and PostcardMania. Google Sheets can act as a temporary data bridge.

How do I choose and set the trigger for sending postcards?

Pick a simple, measurable trigger such as no rebook in 30 days or a completed visit with follow up recommended. Implement the trigger in your integration tool or code and filter events before sending.

How do I ensure data flow and deliverability are reliable?

Use webhooks or nightly API syncs from bookings into your mailing list, run duplicate checks, perform address validation using USPS checks or an API, and attach unique tracking codes or short links. Stage test sends to staff before full rollout.

What technical approaches can I use to automate sends?

No code path: use Zapier or Make to watch appointment events, filter, push contacts to the vendor, and log sends. Code path: use a Python script or AWS Lambda to process webhooks, validate addresses, dedupe, call the vendor API, and write send records back to the CRM.

Which metrics should I track in the pilot?

Track postcards mailed, deliverability and returns, rebooks within 14 days, and tracking link clicks or phone code uses. Early targets: pilot size 100 to 500 mailed, over 95 percent delivered, under 1 percent returns, and rebook lift of about 2 to 8 percent.

How should I run tests and A B experiments?

Run small A B tests on headline or offer variants with small groups, compare rebook and click rates, and pick the winning variant before scaling. Keep tests simple and results clear.

What is a typical timeline for a first automated postcard send?

Day 0 connect CRM and appointment feed. Day 1 to 3 build template and test sends to staff. Day 4 to 7 run a small pilot of 100 to 500 cards. Day 8 to 14 review rebook and visit lifts and adjust copy or audience.

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