Win-back, birthdays, referrals

How to use it

1. 1The two card reminders skip anyone who ticked “Stop reminders about my stamps” on their card page. If KANJIN cannot check that, it sends nothing that morning.
2. 2Fill in your sender details in Settings first. No email can go out without them, and this screen says so if any are missing.
3. 3Your country decides what is needed: a contact email always, a postal address almost everywhere, and in some countries a legal business name and a phone number.
4. 4If a night’s send fails for that reason, every back-office screen says so at the top. It names the missing detail and links to Settings.
5. 5Switch on Win back a regular who stopped coming.
6. 6Switch on Tell customers about their own card if you want the two stamp-card notes as well. It needs your shop’s time zone, because they go out at 11 am on your clock.
7. 7Check the three numbers under it: When to email regulars (days past their usual gap), When to email new customers (days since the last visit), and Minimum visits. The defaults are 14, 45 and 2.
8. 8Change them to fit your trade and press Save. The example sentence updates as you type.
9. 9Switch on Welcome email if you want it. It needs your shop’s time zone.
10. 10Type a welcome treat if you want one, such as a free coffee, and press Save. The box beside it shows exactly what the customer reads.
11. 11Leave the treat empty and the welcome says how your card works instead, such as “Every visit adds a stamp, and 10 stamps get you a free coffee”. It uses your own number and reward.
12. 12A birthday email with no treat wishes them a good one and asks them to come in this week and collect a stamp. It names no treat.
13. 13These two no-treat lines are in English only. In 繁體中文, 日本語, Español and Français the email leaves them out until someone who reads that language checks them.
14. 14A win-back with no treat says it has been a while and asks them to come in this week and collect their next stamp. It promises no treat, in any language.
15. 15Name a treat and the email prints your treat line. In 繁體中文, 日本語, Español and Français a win-back with no treat sends its first paragraph only.
16. 16Switch on the welcome or birthday email with its treat box empty, and a line appears under the switch. It says the email will go out with no treat and points to the box.
17. 17The line stays while the box is empty. Type a treat and press Save, and it goes.
18. 18Read the note under each treat box: the email still goes out, names no treat, and the preview on the same card shows it in your shop’s language.
19. 19Switch on any of the four emails (win-back, birthday, welcome or the card notes) while a needed detail is missing, and a box opens under the switch.
20. 20It says the email is on but cannot go out yet. It names what is missing: your postal address, the sender’s legal name, your phone number or a contact email, as your country asks.
21. 21Type a missing postal address right there and the warning goes. For the others, press Open Settings. If we paused your sending, it asks you to write to us.
22. 22Write the birthday email and the win-back email yourself, on their cards at the top of the screen. Each card asks three questions: When does it send? What does it say? What’s the treat?
23. 23Read each automatic email’s card at the top. It is marked Auto, with PRO beside it on the paid plan, and shows This month: N sent and Total: N.
24. 24If the email is on but cannot send, the card says what is in the way. Its row in the list on the left and its tab say AUTO.
25. 25On the free plan the cards are an example, with “PRO only: Start your free month”.
26. 26Under “When does it send?” are the email’s switch and the time it goes out. The win-back also has the three numbers that decide who is overdue.
27. 27Switching on the birthday email makes the kiosk ask for a birthday. It needs your shop’s time zone.
28. 28Under “What does it say?” are the subject line and what you want to say. Each box shows KANJIN’s own words in grey until you type over them. Leave a box empty and those words are what goes out.
29. 29Under “What’s the treat?” are what the customer gets and how many days it is good for, 1 to 90. Leave the days empty and the birthday email says seven days, as it always has, and the win-back email mentions no end date.
30. 30Press Save this email. The preview under it is the email itself, with your address and the unsubscribe link, and it changes as you type. There is one exception, a few steps down.
31. 31The birthday email starts with a cake, 🎂, in all five languages. Type your own greeting and it goes out exactly as typed, so keep or drop the cake there. Subject lines never have an emoji.
32. 32In English, a birthday email with a treat says “Here’s our birthday special for you:” and then your treat, once.
33. 33Under it, a line asks them to show the email at the counter in the next seven days. Set your own number of days and it shows the end date instead. Other languages keep their own wording.
34. 34With the treat box empty, the English preview shows a dotted line where your treat would go. Press it to jump to the treat box. Customers never see it, and neither does a test.
35. 35Press Send me a test to send that exact email to the address you sign in with. No customer gets it, and it uses none of your allowances.
36. 36You can send five tests a day per shop. The button is not there until your sender details are filled in.
37. 37Switch on Bring a friend if you want new customers to name the friend who sent them. It needs no time zone: it is a box on the kiosk, not an email.
38. 38Come back to What ran to see what happened, with the reason when nothing was sent.
39. 39Check Google review reminders in What ran too. A reminder goes four days after a review request nobody opened. Each day shows how many people were written to, or why none were.
40. 40If a review reminder cannot go out, What ran says the send failed and what the email company said. KANJIN tries that customer again on the next two runs, then stops.
41. 41A try only counts when the problem is the customer’s, such as an address the email company will not take.
42. 42If the email company refuses because of something on our side, the try is given back and the reminder goes again the next hour. After twelve such tries for one customer, it counts like any other.
43. 43Reminders go only within two weeks of the visit. After that, What ran marks the request as too late and shows how old it was.

What it does

• The number of visits before somebody counts as slipping away is yours to set, 1 to 20, and from 25 October 2026 every screen uses it: the Slipping away tab on Stamp card & regulars, the list under it, and the preview on this tab. Before that the preview showed people the email would never write to.
• From 25 October 2026 Grow has four rows: Find local creators, Google review requests, Email your regulars, and Check-ins. Open any of them from Grow, and they open in a panel beside Today. Email your regulars opens a strip of four tabs across the top — Send an email, Win-back & birthdays, Slow & rainy days, and Results — and every one of them is the same address it always was, so a bookmark still works. On the free plan the two paid tabs carry a PRO badge.
• Every one of these emails carries a link to that customer’s own stamp card. It is the only way a customer who did not save the link after their visit can look at their stamps from home. The link is theirs alone, and the page shows their first name, their stamps and the reward — never their phone number, and never anybody else’s card.
• From 30 October 2026 it is a See your stamp card button near the top of the email, under the first paragraph. Until then it was one line at the very bottom beside the unsubscribe — and only in the plain-text version. Gmail and most other mail apps show the formatted version, which did not have it at all, so for most customers there was no way to their card from any of these emails. The same button is now on the slow-day email, the email you write to your regulars, the Google review request and the “make it right” note, which did not carry the link in either version.
• The owner’s own words come first and the shop’s own button, if it has one, stays at the end of the email: the card button is outlined rather than filled, so there is still only one loud button in an email that is selling something.
• It runs once a day, at 6 pm in your shop’s time zone. Set the zone in Settings, under Marketing; the shop’s location sets it for you when you pick the place. Until it is set, the email does not run and the log says so.
• A second run is never sent within twenty hours of the last one, so changing the zone cannot send twice in a day.
• On the first of the month, at 9 am in your shop’s time zone, a paying shop gets one email from KANJIN saying what the month did: emails you sent, customers asked for a review and how many clicked through, and who joined the card. If the month produced nothing it says so and says what to change, instead of sending a row of zeros.
• Three other emails can come from us, and no more. In your first days, one or two short notes with ideas for getting the card going — you can stop those from the link at the bottom of either. If you never confirmed your email address, one reminder about a day after you signed up, because until you do you cannot sign in; that one comes once and never again. And a warning before any customer record is deleted for age. Everything else you get from KANJIN is something you or a customer did: a receipt, a sign-in code, a staff invitation.
• The same hourly job also deletes customers you have not seen for longer than the period in Settings, and deletes cached creator searches older than three weeks, and any stored Instagram results, which our search plan does not let us keep. Both write to this log when they do something.
• Overdue means later than they usually come: their usual gap between visits, plus your days of grace. A customer with fewer than 3 visits is judged on your days for newer customers.
• Only regulars who gave an email and said yes to offers are written to. KANJIN cannot email an address it does not have.
• From 29 October 2026 test addresses, such as example.com or anything ending in .test, are left out of every email on this screen. They can never receive mail, and a bounce counts against the sending address every shop shares. If everybody due was one, nothing is sent.
• One email per person, once per lapse: a regular already written to since their last visit is left alone until they come back and lapse again. Never more than 50 people in one night.
• The two card notes are separate from the win-back and go at 11 am, not 6 pm, because they are about today. A win-back asks somebody to plan a visit for another day; “your coffee is waiting” is asking about lunch.
• Reward waiting: anyone whose reward has sat uncollected for a week gets one email saying it is theirs and when it runs out. Once per reward, ever. A reward with less than three days left is not mentioned at all, because an expiry you cannot act on is worse than not being told.
• Nearly there: anyone within a few stamps of their reward gets one email. How close counts as close is yours to set — 1, 2 or 3 stamps short, and 2 unless you change it. It used to be fixed at one stamp short, which on a ten-stamp card is a single morning and is usually the morning they were coming in anyway. They are not told again until they have actually filled a card since, so nobody who stalls is written to every day. Anyone stamped today is left alone — they were just in the shop. A card worth the same number of stamps as your setting, or fewer, has no nearly-there state at all: everybody would be in it.
• If somebody has a reward waiting AND is one stamp from the next one, they get the reward note only. A thing you already own beats a thing you could have.
• Neither card note carries an offer, a code or a condition. There is nothing to claim: the customer either already earned the reward or is one ordinary visit from it.
• Both go only to customers who gave an email and said yes to offers, the same as everything else KANJIN sends. Whether a note about a reward you already earned should need that yes is a question with our lawyers; until it is answered, it needs it.
• A review reminder counts as sent only once the email company has taken it. Until 4 November 2026 KANJIN wrote the sent date down first and asked afterwards, so a reminder that never left the building looked exactly like one that did.
• It does not count against your two marketing emails a week. Neither do review requests. That limit is for emails you choose to send.
• The rainy-day email is automatic again from 6 November 2026, under a strict rule. See Rainy day.
• The welcome goes at 11 am, shop time, the morning after a customer leaves an email and ticks yes. Once per customer. Switching it on does not write to your whole list: only people who said yes in the last three days.
• The birthday email goes at 11 am on the customer’s birthday, shop time, once a year. A 29 February birthday gets it on 28 February in other years. Only customers who gave a birthday at the kiosk get one.
• The kiosk asks for a month and a day, and nothing else. It does not ask for a birth year, and KANJIN does not keep one: the year is not something the product has ever used, and asking for it put people off at the moment they were deciding whether to give you anything at all. Customers who gave a full date before 15 October 2026 keep their day; their year was removed.
• There is no code in either. The customer shows the email at the counter and you give the treat. The birthday email says seven days unless you set your own number.
• Until 28 October 2026 the only thing you could change in any of these emails was the birthday treat, and the win-back email had nothing you could change at all — it said “come in this week and mention this email, there is a small thank you waiting for you”, and it said it to every shop’s customers in the same words.
• Anything you leave empty stays in KANJIN’s words, in your shop’s language. Anything you type is used exactly as you typed it, in whatever language you typed it. So if you write your subject in English and later change your shop’s language, the subject stays English while the rest of the email changes — nothing can translate your own words for you. Clear the box and the KANJIN sentence comes back.
• Setting your own number of days changes the sentence slightly: instead of “in the next seven days” the email says what the treat is and then gives the date it runs out, in your shop’s language. The days are counted from your shop’s date, the same one the preview uses, and the reward-waiting email gives the same last day as the customer’s card.
• Both go only to customers who left an email and said yes, and each has your address and an unsubscribe link under it. Neither counts against your two marketing emails a week.
• Bring a friend: when they join after a stamp, a new customer sees one more box on the kiosk, for the phone number of the friend who told them about the shop. It is not on the welcome form a number gets when nothing was armed at the counter: there is no stamp and no customer yet, so there is nothing to credit a friend for. If that friend is on your card, the friend gets one stamp. The new customer gets nothing extra for typing it, so nobody earns a stamp for themselves this way.
• The kiosk says the same thing whether or not the number was found, so the box cannot be used to find out who is on your card. Each customer can name one friend, once, in the two hours after they join. A friend gets at most three of these stamps in thirty days. Until 21 October 2026 this page and the Automations screen both said “on their first day”, which was never true: the server refuses once the card is more than two hours old, and the box is only ever on screen at the moment of joining.
• After five numbers that cannot be credited, the box stops working for that customer. It still says the same thing, so nobody is told their guesses were wrong — saying so would itself be an answer about who is on your card. Five is room for a mistyped number and no room for working through a list.
• The friend is told. When a friend earns one of these stamps, KANJIN emails them to say a friend they sent came in, with their new total and a link to their card — or, if that stamp filled the card, that their reward is waiting. It never says who came in. The email goes only to a friend who left an address, and only from a country KANJIN can send from, the same as every other customer email. Until 22 October 2026 nobody was told at all: the stamp simply appeared.
• This screen counts them for you, under the switch: friends brought in this month and all time. The month figure is on Today as well. Somebody who named a friend counts even if that friend had already had three stamps in thirty days — they still brought a person in.
• A friend stamp is a stamp, not a visit: it does not change when you last saw the friend, their visit count, or which email gets credit for a visit.
• A night that sent nothing says which kind of nothing it was. Nobody was due means your regulars are all up to date. Nobody due could be emailed means somebody was overdue but had no address we could write to — that one is worth acting on, and the Counter poster is how you collect the addresses. Until 21 October 2026 both nights said the same thing.
• On the free plan the WHOLE screen is an example, and every card on it is marked EXAMPLE in yellow. Nothing on it can be pressed. Five regulars who have stopped coming, two birthdays this month, the email each of them would get, switches already turned on, treats already written, and the last three nights of the job running at the foot — dated from your own calendar, so they are the three days before yesterday and not dates we typed in. All of it belongs to a made-up shop called Sample Shop — none of it is your customers, your settings or your numbers. A shop that has never switched this on has nothing of its own to show here, which is why. From 23 October 2026; for part of that day only the first card was marked, and the two “What the customer reads” boxes carried your real shop name under an example that did not. Who is really slipping away is on the stamp card screen, under Slipping away, and free.
• Two numbers on this screen mean two different things, and they always will. Every regular who has stopped coming is one number; the ones who also left an address and ticked yes to offers are a smaller one, and only they can be emailed.
• There is one button on a greyed screen and it is in the line across the top. Earlier on 23 October 2026 the free version of this screen carried a list of eight things the paid plan adds and a second button under it; the list lives on Start the paid plan, which is where you go to read one. There is no “Free: Not included. Paid: Included.” line either: these emails are part of the paid plan rather than something you get a number of, so there is no allowance to state.
• Square is not on this screen any more. Connecting Square is free on every plan, and this screen is part of the paid plan, so the card moved to Settings. See Settings.
• Every email KANJIN sends your customers, and their own card page, are written in your shop’s language — the one in Settings, under Your shop. Until October 2026 they were in English whatever you had set, so a shop with a Chinese kiosk could send an English birthday email. A language is only used once somebody who reads it has checked the wording; until then that language falls back to English, because an email cannot be taken back. Checked so far: 繁體中文, 日本語, Español and Français. Still English: none.

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