How to Send Weekly Welcome Voucher Reminders in Shopify

The most effective way to increase activation rates is by sending a Welcome Voucher reminder email once per week, encouraging those who joined but haven’t placed their first gifted order yet to do so.

This guide will walk you through a step-by-step process for sending reminders to newly onboarded reps, 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.

Clean up and send a weekly reminder

Do this every Wednesday 👇

To maintain an organised system, it's important to clean up outdated segments.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 Select outdated segments labelled as 'Imported on X date'.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 HAS NOT ORDERED' segment

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

  2. Locate the correct email. This email will be sent to the BRAND REPS HAS NOT ORDERED 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.

  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 new reps to activate by spending welcome vouchers, helping to promote your brand and drive continuous targeted traffic to your store.

Continue to focus 100% on collaborator outreach with as much volume as you possibly can.

That’s the engine behind organic growth with these stores. The more genuine connections you build with creators, the faster your brand will scale.

But how do we avoid being a DM spammer?

Every platform has limits on how many direct messages (DMs) you can send daily to prevent spam. To avoid restrictions, new accounts should send under 10 DMs/day.

Start slow (5-10, per platform, per day), increase gradually, and always personalise messages (i.e. Hi 'Influencer name') at the start of your message to avoid getting flagged as spam.

However, be cautious as cold messaging too many users at once can trigger spam detection, and following too many people too quickly can result in a temporary restriction from Instagram or TikTok. Use multiple social platforms to reach your daily collab goals.

A safe approach is to follow a few influencers per day (10–20) to avoid restrictions. After about 3+ months of regular posting, engagement with others (i.e. regular likes, comments, shares, and DMs), this will show your account is genuinely interacting with others. You can then send upwards of 15-50 DMs and 50-100 follows per day without restriction.