Creating Guest Photo Update Reminders

Identify customers who need to update their guest photo and automatically send reminders, helping maintain accurate records and a smooth check-in experience. Request that guests who have not updated their guest photo within a time frame that you designate log in to the guest portal to update their guest photo to have it done before the start of the next season.

Prerequisites:

Create email template(s) or SMS templates that include clear instructions on how to log into the guest portal and upload a new photo before the upcoming season.

Aluvii Customers See Strong Results from Guest Photo Reminders

Operators who implement photo update campaigns can expect to see faster check-in lines, more accurate member databases, and significantly reduced lobby congestion at the start of a new season. By giving guests a clear advance warning and a direct link to the portal, operators can clear out outdated pictures effortlessly. When paired with built-in tracking in the Growth Marketing Module, you can easily monitor engagement and see how many guests have refreshed their profiles. Here's how you can do it.

1. First, we assume you already know how to create a campaign.
   • Campaign Format - You can either choose Email or SMS
   • Data Source -  Guest
   • Subject Line: Keep it clear and action-oriented. Examples include: “Action Required: Please Update Your Guest Photo for the New Season 📸” or “Reminder: Time to Refresh Your Profile Photo on Aluvii”
   • Email Sender:  Select one of your preconfigured email senders.

   • Campaign Channel:  Select the appropriate campaign type (e.g., General or Promotion).

     

2. Next, create the Rules & Definition
   • Campaign Type:  Select On a Repeating Schedule.
   • Dynamic Send Date: Send based on your seasonal timeline (recommended: 90 days / 3 months after the guest image updated date).
   • Email Recipient:  Select Account Owner.

   • Email Template:  Select your guest photo update template.

     

3. Next, set your schedule

• Set the time of day to send the email

  

4. Filters

•  Add Filters:  Recommended filters:

Sample Email

Subject Line Options (Use One)

• Action Required: Please Update Your Guest Photo for the New Season 📸
• Reminder: Time to Refresh Your Profile Photo Before Your Next Visit
• Get Ready for the New Season – Update Your Guest Photo Today!
• Important: Please Update Your Photo on the Guest Portal

Email Body

Headline:
Time to Update Your Guest Photo for the Upcoming Season! 📷

Body Copy:

Hi {{FirstName}},

As we gear up for an exciting new season at {{BusinessName}}, we want to ensure your check-in experience is as fast and smooth as possible.

Our records show that your guest photo hasn't been updated recently. To help us maintain accurate files and get you through the gates quickly, please take a moment to log into your guest portal and upload a fresh photo.

🎯 Log In & Update Your Photo Now

Follow the steps in this article guide: https://support.aluvii.com/hc/en-us/articles/360030979151-Manage-Account-from-Member-Portal up to step #5 to update your photo.

Updating your photo now will save you time and prevent delays on your first visit back.

If you have any questions or need assistance accessing your account, feel free to reach out to our support team.

We can’t wait to see you soon!

—
The {{BusinessName}} Team

Real-World Impact

Operators who implement automated guest photo reminder campaigns often see:

• Significantly faster check-in times and shorter lines at the front gate
• Up-to-date visual records and enhanced facility security compliance
• Fewer administrative bottlenecks right before the start of a new season
• Fully automated outreach that keeps customer profiles current without manual tracking

Because the Growth Marketing Module includes built-in tracking for notifications and link clicks, you can clearly measure how effective your photo reminder campaigns are at driving portal logins and profile updates.

Once activated, the campaign runs automatically — continuously scanning image update dates and prompting guests to refresh their photos ahead of seasonal changes without any manual effort.