How to Send Monthly Gift Vouchers and Weekly Reminders in Shopify

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 step-by-step processes for creating a monthly recurring voucher, helping you to clean up your marketing list and remove unsubscribed reps, and ensuring that reminders are being sent to the right individuals.

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

Create a Monthly Gift Voucher (if applicable)

1st Day of every month 👇

We recommend issuing a Monthly Gift Voucher to your Brand Reps on the first Day 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 'Clean up and send a weekly reminder' below, and continue from there.

Otherwise, follow these steps to create your monthly voucher.

  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., '£50 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., £50).
  6. In the 'Applies to' section, select 'All Products' or choose specific collections if you wish to restrict which products your Brand Reps can order with vouchers.
  7. Click 'Save'.

It's usually a good idea to highlight or tag products in your store that are eligible for gifting. This is especially true if you are restricting certain collections or products.

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 will send the newly created voucher to all active Brand Reps.

Set an expiry date to the last day of the month

  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. Click 'Save'.

This ensures the voucher expires at the end of the month and creates a sense of urgency, encouraging your brand reps to continuously engage with your brand.

Clean up and send a weekly reminder

Do this every Friday 👇

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 labelled 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.

Update 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. Click Browse below and select your connections_XX_XX_XXXX.csv file.
  4. Click Download Active Reps to generate a new file.

Import the new Brand Rep list into 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 to 'BRAND REPS' segment

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

  2. Locate the correct email. This email will be sent to the BRAND REPS segment.

  3. Click the three dots and select Duplicate email.

  4. Edit the Subject Line (remove 'Copy of').

Don't forget to review your storefront.

Before sending this email, take a moment to review your storefront and ask yourself: Is it updated with trending products (such as your best sellers), seasonal themes (like Spring, Summer, or Autumn), or upcoming occasions (like Valentine’s Day, Mother’s Day, or Father’s Day)?

If not, go to your Shopify Admin > Online Store > Customize and make the required changes.

Also, don't forget to update your stores' navigation to reflect the same. To do that, go to Shopify Admin > Content > Menus and make the required changes here also.

Review and edit the email content to reflect the changes you've made.

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

  2. Click Review (top-right).

  3. Click Schedule send.

  4. Select 'Now' or schedule for a specific time.

  5. 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 a sense of urgency, encouraging your brand reps to continuously engage with your brand.

Build trust with real content from real people.

As you begin sending free products to individuals on social media, 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 (and if you aren't, you should be!), as collaborator content will appear in your home feed if you do, and you will get notified when they tag you.

Collaborator content is like gold for your brand.

Download and repost everything your reps share — to both your Story and your Grid.

Make sure you do this for every piece of content they create. After all, you’re paying for it in the form of free products, so make the most of it — everywhere you can, socials, website, email marketing, the lot.

If you’re unable to save the content your collaborators have shared, just DM them and kindly ask them to send over any photos or videos they’ve created.

You can use this free tool to download content directly from Instagram.

Inflact Instagram Downloader

We're not affiliated... but this is a super cool tool. https://inflact.com/instagram-downloader/video/

This strategy sets your product listings apart from competitors selling similar items by showcasing authentic, user-generated content that only you have access to. Over time, it builds credibility and makes your store stand out.