The most effective way to keep your reps active is by providing Monthly Gift Vouchers and sending weekly follow-up reminders to ensure they are redeemed. This motivates reps to regularly order new products and create fresh content to share with their audiences, helping to promote your brand and continuously drive targeted traffic to your store.

This guide will walk you through a step-by-step process to clean up your marketing list, remove unsubscribed reps, and ensure that your reminder is sent to the right individuals.

Before you begin, log in to your Shopify Admin panel.

Create a Monthly Gift Voucher

We recommend issuing a Monthly Gift Voucher to your Brand Reps on the first Friday of each month. This task only needs to be done once per month. If you’ve already created and sent this month’s voucher, skip to 'Keeping Your Customer Segments Clean' below and continue from there.

1. Navigate to Collabs → Programs → Gifts tab.
2. Click 'Create gift'.
3. For 'Gift name', use this format: '£XX Brand Rep' MONTH YYYY Voucher' (e.g., '£20 Brand Rep March 2025 Voucher').
4. Under 'Type', select 'Discount code'.
5. In the 'Discount value' section, choose 'Fixed amount' and enter the voucher amount (e.g., £20).
6. In the 'Applies to' section, select 'Specific collections' and choose 'Gifted Products (for Brand Reps)'.
   
7. Click 'Save'. This ensures you can control eligible products even after issuing the voucher.
   

Remove Expired Gifts

1. Go back to the Gifts page.
2. Click the three dots next to any expired Gifts and delete them. This prevents unclaimed vouchers from being redeemed.
   

Send the Monthly Gift Voucher

1. Click the three dots next to the newly created Monthly Voucher.
2. Select 'Send Gift'.
3. In the dialog box, click 'Select members'.
4. Click 'Select' for 'All active members'.
5. Click 'Send gifts'.
   

This sends the voucher to all active Brand Reps however, we must apply some restrictions so that only those who have placed an order in the last 60 days will be eligible to redeemit, yet newly onboarded reps can still qualify after first using their Welcome Voucher.

Apply Restrictions to the Voucher

1. Go to Shopify Admin → Discounts.
2. Open the newly created Monthly Voucher.
3. Scroll to the bottom and check 'Set end date', setting it to the last day of the current month.
4. Scroll up to the Eligibility section.
5. Choose 'Specific customer segments', then click 'Browse'.
6. Select 'BRAND REPS USED VOUCHER WITHIN LAST 60 DAYS'.
7. Click 'Add', then 'Save'.

This ensure the voucher expires at the end of the month, limits redemption to active reps who have placed an order in the last 60 days and encourages reps to continuously engage with your brand.

Keeping your customer segments clean

To maintain an organised system, it's important to clean up outdated segments.

1. Navigate to Customers in your Shopify Admin.

2. Click on Segments in the left-hand menu.

3. Select outdated segments labeled as 'Imported on X date'.

4. Click Delete segments (far right-hand side).

   • ⚠ Do NOT delete any other segments.

5. Open the 'BRAND REP UNSUBSCRIBED' segment.

6. Copy the email addresses of unsubscribed individuals.

Remove unsubscribed Brand Reps from your program

Brand reps who have unsubscribed should be removed from your program to ensure they don’t continue receiving vouchers or commissions.

1. Open a new tab and go to Collabs > Connections.

2. For each email copied from the 'BRAND REP UNSUBSCRIBED' segment:

   • Paste the email into the Search bar in Collabs Connections.

   • Select the individual and click Pause connection (far right-hand side).

3. Repeat this process for all unsubscribed individuals.

Export and Filter your Active Brand Rep list

Now, it's time to ensure that only active Brand Reps receive Monthly Gift Vouchers and follow-up reminder emails:

1. In Collabs Connections, remove any search filters to display all active reps.

2. Click Export (top-right) to download an Excel file.

3. Open the downloaded file in Microsoft Excel or Google Sheets.

4. Select Column E: 'Status' and apply a filter.

5. Filter by 'Archived' status and delete those rows.

6. Remove the filter and save the file (keep it open).

Import the updated Brand Rep list into Shopify

1. In Shopify Admin, go to Customers.

2. Click Import (top-right corner).

3. Click Download a sample CSV.

4. Open the downloaded file and delete all example data.

5. Copy Column G: 'Email' from your exported file and paste it into Column C: 'Email' in the sample CSV.

6. Delete any duplicate email columns.

7. In Column D: 'Accepts Email Marketing', type 'yes' and drag down to apply to all records.

8. Save the file.

Upload and overwrite customers in Shopify

1. Return to Shopify’s Customers screen.

2. Click Import and select your modified customers-template.csv file.

3. Check 'Overwrite existing customers'.

4. Click 'Add tags to customers' and enter the tag 'reps'.

5. Click 'Import customers'.

Send the weekly reminder email

1. In Shopify Admin, go to Apps > Email.

2. Locate the Monthly Voucher Email sent last Friday.

3. Click the three dots and select Duplicate email.

4. Edit the Subject Line (remove 'Copy of'). If this is the first reminder of the month, update the subject line and expiry date to reflect the current month.
   

5. Review and edit the email content as needed. Again, if this is the first reminder of the month, update the content to reflect the current month.
   

6. Click Review (top-right).

7. Click Schedule send.

8. Select 'Now' or schedule for early Friday morning.

9. Click Send.

Why sending this email matters

Consistently following these steps each week is essential for growing your Brand Rep program. It encourages reps to regularly order new products and create fresh content, helping to promote your brand and drive continuous targeted traffic to your store.

Additionally, setting monthly vouchers to expire at the end of the month creates urgency and ensures that only active reps remain in the program, as participation is limited to those who consistently place orders each month.

Keep an eye out for your collaborators posting stories, grid posts, or tagging you in content about the items they’ve received. If you're already following them on social media, their posts should appear in your feed, and you'll receive notifications when they tag you. Download and/or repost their content to share it on your own social channels. Make sure to do this for every piece of content they create for you to maximize exposure and engagement. It’s also important to start incorporating collaborator content (images and videos) from your Brand Reps' social media posts into your Shopify product listings. Keep the existing images, but whenever you upload new high-quality content, set it as the primary (first) image.

This strategy helps differentiate your product listings from competitors selling the same items by featuring unique, user-generated content that only you have. Over time, this will enhance your store’s credibility and appeal. Important: Only the product media in Shopify can be updated on your end. Any changes to other product data will be automatically overridden by our live catalog sync.

Once you start receiving content from your collaborators, make sure to leverage it by integrating it into your Shopify store.

Need help?

Running your store and managing your Brand Rep program are essential for growth, but they can also be time-consuming. If you'd rather focus on other things while ensuring these critical tasks are handled by us, check out the options below for how we can help.

Re-enrol in the Shopify Launch Accelerator (£395/month, no contract — cancel anytime)

If you want complete ongoing day-to-day management and ZERO product costs, you can re-enrol in the Shopify Launch Accelerator for £395/month. This keeps your store growing with all the same benefits that you had before.

• We managing everything for you, day to day.

• We supplying all customer orders 100% for FREE until you decide to take over.

• We keep growing your Brand Ambassador team, ensuring they actively promote your store every month.

• We drive traffic and grow your social media using 100% organic marketing (zero paid ads).

• We cover the cost of all ‘gifted’ products sent to influencers who create content and drive sales.

• You keep 100% of all profit your store makes.

With this option, you can focus on inviting collaborators into your program while we handle everything else behind the scenes. If you'd like to re-enrol, you can do so here:

Re-enrol in Shopify Launch Accelerator →

Ongoing Management + PAYG (£99/month, no contract — cancel anytime)

If you don’t want to re-enrol in the Shopify Launch Accelerator program but still want support, you can still get complete ongoing management of your store handled by us for just £99/month. You’ll still pay wholesale prices (PAYG) for any products you sell or gift, but we’ll handle the workload so you can focus on growing your program.

If you'd like Ongoing Management + PAYG, you can enrol here:

Get Ongoing Management + PAYG →