Elements Medical Spa · Windsor, ON

Mailchimp Email Sequences — Setup & Management Guide

For: Front desk & admin staff
Tool: Mailchimp (free or Essentials plan)
Updated: April 2026
This guide has two parts. Part 1 walks you through the one-time setup of Mailchimp — connecting it to Jane, creating your audience segments, and turning on your first automated sequence. Part 2 shows you how to build a sequence for any new treatment in the future, step by step.
Part 1 One-time setup — connecting Jane, building your segments & launching sequences
Section A

Connect Jane App to Mailchimp

Do this once. After setup, any patient who opts into marketing emails in Jane will automatically appear in your Mailchimp audience.

1
Create a free Mailchimp account
Go to mailchimp.com and sign up. Use the Elements Medical Spa email address. The free plan supports up to 500 contacts and is enough to start.
Tip: Write down your Mailchimp login details and store them somewhere safe — you will need them again.
2
In Jane, go to Settings → Integrations
Log into Jane as an admin. In the left sidebar click Settings, then Integrations. Scroll down to find the Mailchimp section.
3
Click "Connect" and log into Mailchimp
A window will pop up asking you to log into Mailchimp. Enter your Mailchimp email and password. Click Allow when it asks for permission. The window will close and Jane will show Mailchimp as connected.
4
Choose your Mailchimp audience list
Jane will ask which Mailchimp audience (mailing list) to sync patients into. If you don't have one yet, Mailchimp creates a default list called "My Audience" — select that. You can rename it later to "Elements Medical Spa Patients."
Important: Only patients who ticked "Yes" to marketing emails in Jane will sync. Patients who opted out are never added — this is automatic and you don't need to manage it manually.
5
Confirm the sync worked
Log into Mailchimp and go to Audience → All contacts. Within a few minutes your existing opted-in Jane patients should appear there. Going forward, new patients are added automatically each night.
Section B

Tag patients in Mailchimp after each appointment

Jane syncs patient contact details and marketing opt-in status to Mailchimp — but it does not sync treatment labels. Treatment tags must be added directly in Mailchimp. This is a 30-second step done at the end of every appointment, alongside setting the Jane Return Visit Reminder.

1
Confirm the patient is in your Mailchimp audience first
Jane syncs opted-in patients to Mailchimp overnight. If the appointment was today, the patient may not yet appear in Mailchimp until tomorrow morning. If they are a returning patient, they should already be there.
Tip: To check — log into Mailchimp → Audience → All contacts → search the patient's name or email. If they appear, proceed. If not, wait until the next morning after their appointment date.
2
Open the patient's contact in Mailchimp
In Mailchimp go to Audience → All contacts. Search for the patient by name or email. Click their name to open their contact profile.
3
Add the treatment tag
In the contact profile, find the Tags section on the right side. Click Edit tags. Type or select the treatment tag that matches today's appointment. Click Save.
Botox → botox RF Microneedling → rf-microneedling CO₂ Laser → co2-laser Rosacea Laser → rosacea-laser Laser Genesis → laser-genesis Dermal Fillers → dermal-fillers Radiesse → radiesse Sculptra → sculptra
Tip: A patient can have multiple tags — if they had Botox and Laser Genesis today, add both. Each tag triggers its own independent email journey.
4
Create the tags in Mailchimp before you need them
The first time you use a tag it needs to be created. Do this once now for all eight treatments so they exist and are ready to apply at any future appointment.
In Mailchimp → Audience → Tags → Create Tag Create one tag per treatment using the exact names above Use lowercase, dashes, no spaces — spelling must be identical every time
Important: Tags are case-sensitive. Botox and botox are treated as two different tags. Always use lowercase.
5
Make tagging part of the daily checkout routine
The tagging step in Mailchimp replaces the Jane Labels step described in older versions of this guide. Your end-of-appointment checklist is now:
Jane: checkout patient, set Return Visit Reminder Mailchimp: open contact, add treatment tag Mailchimp journey fires automatically once tag is added
New patient same day? If the patient was seen today for the first time, wait until tomorrow morning for Jane to sync them to Mailchimp, then add the tag. Set a reminder on your phone or add a sticky note at the desk.
Section C

Create segments in Mailchimp

A segment is a filtered group of contacts based on their tags. You will create one segment per treatment — each segment is used to report on and manage that treatment group. The Customer Journey (automation) is triggered by the tag being added, not by the segment — but segments are useful for seeing who is in each treatment group at a glance.

1
In Mailchimp, go to Audience → Segments
Log into Mailchimp. In the left menu click Audience, then Segments. Click the blue Create Segment button in the top right.
2
Set the segment conditions
For each treatment, you will create a segment using these settings:
Condition type: Tags Rule: contains Value: the treatment tag name (e.g. botox)
Click Preview Segment to confirm the right contacts appear, then click Save. Name the segment clearly, e.g. Botox Patients.
3
Repeat for each treatment
Create one segment per treatment using the same process:
Botox Patients → tag: botox RF Microneedling Patients → tag: rf-microneedling CO₂ Laser Patients → tag: co2-laser Rosacea Laser Patients → tag: rosacea-laser Laser Genesis Patients → tag: laser-genesis Dermal Filler Patients → tag: dermal-fillers
Section D

Build your first automated email sequence

An automation (also called a "Customer Journey" in Mailchimp) is a series of emails that send automatically based on a trigger. You will build one per treatment. Start with Botox as your first practice run.

1
Go to Automations → Customer Journeys
In Mailchimp, click Automations in the left menu. Then click Customer Journeys. Click the blue Create Journey button.
2
Name the journey and select your audience
Give the journey a clear name like Botox Rebooking Sequence. Select your audience (Elements Medical Spa Patients). Click Start Building.
3
Set the starting point (trigger)
Mailchimp will ask what starts this journey. Select Tag Added as the trigger type. Then choose the tag botox. This means the sequence starts automatically the moment a staff member adds the Botox tag to that patient's Mailchimp contact profile — which happens at checkout after every Botox appointment.
How it flows: Patient has Botox → staff opens Mailchimp contact → adds tag botox → Mailchimp immediately detects the tag and starts the journey. The first email sends after whatever delay you set (e.g. 14 days). No waiting overnight — tagging in Mailchimp is instant.
4
Add a time delay before the first email
Click the + button below the trigger. Select Time Delay. Set it to 14 days. This gives the patient time to heal and enjoy their results before hearing from you.
Why delay? Sending an email the same day as treatment feels transactional. A 14-day delay feels like genuine follow-up care.
5
Add the first email — the check-in
Click + below the delay. Select Send Email. Click Design Email. Use Mailchimp's drag-and-drop editor to write your email. See the sequence tables in Part 2 for the exact subject line and purpose of each email per treatment.
Subject line: "How are you feeling after your Botox?" (example) Content: warm check-in, aftercare reminder, invite to message with questions Sign off: from Dr. Rashi Mehta / Elements Medical Spa
Click Save & Close when done.
6
Add the remaining emails with delays between each
After your first email, continue building by alternating: Time Delay → Send Email → Time Delay → Send Email, and so on. The delays and email purposes for each treatment are listed in the sequence tables in Part 2 of this guide.
7
Turn on the journey
Once all emails are built, click the Turn On button in the top right corner of the journey builder. Mailchimp will confirm it is active. From this point forward, any patient tagged with botox in Jane will automatically enter this sequence.
Before turning on: Send yourself a test email (there is a "Preview and Test" button inside each email editor) to confirm the email looks correct and reads well on your phone. Also do a live test: add the tag botox to your own Mailchimp contact and confirm the journey starts.
Part 2 Email sequences — current treatments & how to add new ones

What goes inside each email

  • Always open with the patient's first name using Mailchimp's merge tag: *|FNAME|* — Mailchimp replaces this with their actual name automatically.
  • Keep emails short — 3 to 5 sentences is enough. Patients don't read long emails.
  • Every email should have one clear button or link: either "Book Now" linking to your Jane online booking page, or a skincare product link.
  • Always sign off as Dr. Rashi Mehta & the Elements team.
  • Dr. Mehta will write or approve the content of each email — your job is to set up the sequence structure in Mailchimp and paste in the content she provides.
Sequence 1 of 6

Botox

3-email sequence. Trigger tag: botox. Goal: check in at 2 weeks, prompt rebooking at 3 months.

Botox Sequence spans ~105 days · 3 emails total
When it sendsPurposeSuggested subject line
Day 14
Warm check-in. Ask how they're feeling. Remind about sun protection and avoiding certain products. Reinforce that results look best at 2 weeks.
"How are you feeling after your Botox?"
Day 75
Rebooking nudge. Let them know their results typically begin to soften around 3 months and it's a great time to book ahead before their schedule fills up.
"Time to top up, [first name]?"
Day 90
Final reminder. Friendly nudge — results at their peak are behind them now. Mention how staying on schedule keeps results natural-looking.
"Your Botox is ready for a refresh"
Sequence 2 of 6

RF Microneedling

4-email sequence covering the 3-session series plus a maintenance reminder. Trigger tag: rf-microneedling.

RF Microneedling Sequence spans ~180 days · 4 emails total
When it sendsPurposeSuggested subject line
Day 7
Healing check-in. Reassure that redness and texture changes are normal. Remind about skincare protocol (gentle cleanser, SPF). Link to post-care guide on the website.
"Your skin is working hard right now"
Day 35
Session 2 prompt. Remind them their second session is coming up in about a week. Explain that collagen results build cumulatively — skipping sessions reduces outcomes.
"Ready for session 2 of your RF series?"
Day 77
Session 3 prompt. Same as session 2 nudge. Note that after 3 sessions, results continue improving for another 3–6 months.
"One more to go — book your final session"
Day 180
Maintenance check-in. Series is complete. Let them know Dr. Mehta recommends 1–2 maintenance sessions per year to maintain collagen results. Invite them to book a check-in consult.
"6 months on — how is your skin looking?"
Sequence 3 of 6

CO₂ Laser Resurfacing

4-email sequence with a longer timeline — the annual treatment cycle plus a 3-month skincare touchpoint. Trigger tag: co2-laser.

CO₂ Laser Sequence spans ~365 days · 4 emails total
When it sendsPurposeSuggested subject line
Day 3
Healing support email. What to expect in the first week — redness, peeling, swelling. Link to the CO₂ aftercare page on the Elements website. Reassure that this is all normal.
"What to expect this week after your CO₂ laser"
Day 14
Skin is settling. Celebrate the progress. Recommend transitioning to active ingredients (AlumierMD or SkinCeuticals products) now that the barrier is restored. Include product links.
"Two weeks post-laser — time to nourish"
Day 80
3-month skincare review invite. Collagen remodelling is peaking. Invite them for a quick check-in with Dr. Mehta to assess results and refine their skincare regime.
"Your skin at 3 months — let's check in"
Day 330
Annual rebooking. Results from CO₂ can last 1–2 years but a yearly treatment maintains and deepens results. Invite them to book their next session before the slot fills.
"Time to resurface again, [first name]"
Sequence 4 of 6

Rosacea Laser

3-email sequence on a shorter cycle. Trigger tag: rosacea-laser. Interval may vary by patient — the sequence uses default 60-day timing.

Rosacea Laser Sequence spans ~60 days · 3 emails total
When it sendsPurposeSuggested subject line
Day 5
Post-treatment support. What to expect — mild flushing, sensitivity. Remind about SPF, avoiding heat, and gentle skincare for the next week. Reassurance tone.
"After your rosacea treatment — what's normal"
Day 45
Rebooking nudge. Let them know consistent sessions are key to keeping rosacea under control. Time to book their next session with Dr. Mehta.
"Staying ahead of rosacea — book your next session"
Day 60
Final reminder. Light, friendly tone. Mention that results are best maintained with regular intervals — if they have questions about timing, they can message the clinic.
"Don't let the redness creep back, [first name]"
Sequence 5 of 6

Laser Genesis

5-email sequence covering a 4–6 session monthly series plus ongoing maintenance. Trigger tag: laser-genesis.

Laser Genesis Sequence spans ~210 days · 5 emails total
When it sendsPurposeSuggested subject line
Day 3
Post-treatment note. No real downtime with Laser Genesis — this email is brief. Remind about SPF and that results build gradually over the series. Sets the right expectations.
"After your first Laser Genesis — what's happening under the surface"
Day 21
Session 2 prompt. Explain that each session builds on the last — collagen stimulation compounds over time. Encourage them to book session 2 this week.
"Ready for session 2? Your skin is warming up"
Day 51
Session 3 prompt. By now they should be noticing improved texture and glow. Validate that and remind session 3 is coming up.
"Halfway through — can you see the difference?"
Day 81
Session 4 (final for 4-session patients, or third of six). Note cumulative results. If they are on a 4-session plan, let them know their series is nearly complete.
"Almost there — book your next Laser Genesis"
Day 180
Maintenance invite. Series complete. Recommend 1–2 sessions per year to sustain results. Invite them back for a glow maintenance session.
"Keep the glow going, [first name]"
Sequence 6 of 6

Dermal Fillers

3-email sequence on a 9-month cycle (HA fillers). Trigger tag: dermal-fillers. Radiesse patients may need a longer delay — adjust manually if Dr. Mehta specifies.

Dermal Fillers Sequence spans ~270 days · 3 emails total
When it sendsPurposeSuggested subject line
Day 14
2-week check-in. Swelling is fully resolved by now. Let them know their final results are visible. Invite them to reach out if they have any concerns. Celebrate their results.
"Two weeks post-filler — this is your result"
Day 240
Rebooking nudge. HA fillers typically begin softening around 9 months. Book ahead to maintain volume and avoid starting from scratch with a larger correction.
"Your filler is approaching its refresh window"
Day 270
Final reminder. Warm, gentle tone. Results at their best are behind them now — time to rebook before significant volume loss occurs.
"Time to refresh your fillers, [first name]"
Part 3 Adding a new treatment sequence in the future — the template

Any time Elements adds a new treatment, follow these steps to build its Mailchimp sequence. You do not need technical skills — just follow the same process from Part 1, Section D, using the template below.

Step 1 — Fill in this planning template first

New treatment planning template

Before touching Mailchimp, answer these questions with Dr. Mehta. Print this page and fill it in by hand, or ask Dr. Mehta to fill it out. Then hand it to whoever sets up Mailchimp.

New treatment sequence — planning sheet
Treatment name
e.g. Sculptra, Lip Flip, Skin Booster
Mailchimp tag name
Use lowercase with dashes, e.g. skin-booster. Create this tag in Mailchimp → Audience → Tags before building the sequence. Tags are added manually to patient contacts in Mailchimp at checkout — they do not sync from Jane.
Is this a series?
Yes / No. If yes, how many sessions and how many weeks apart?
Rebooking interval
How many months until the patient should return? e.g. 6 months, 12 months
Email 1 — when & purpose
When does the first email send? What does it say? e.g. Day 7 — healing check-in and aftercare reminder
Email 2 — when & purpose
e.g. Day 45 — rebooking nudge, mention results softening
Email 3 — when & purpose
e.g. Day 60 — final reminder before significant lapse
Skincare products to mention
Which AlumierMD / SkinCeuticals / Alastin / skinbetter products should be referenced in emails for this treatment?
Who writes the email content?
Dr. Mehta writes / approves the text. Admin staff sets up the Mailchimp sequence structure and pastes in the content.
Step 2 — Mailchimp setup checklist for any new treatment

New sequence checklist

Once the planning template above is filled in, follow this checklist in order.

1
Create the tag in Mailchimp first
In Mailchimp go to Audience → Tags → Create Tag. Name it exactly as written on the planning template — lowercase, dashes, no spaces. This tag is what you will add to a patient's Mailchimp contact at checkout after each treatment appointment.
Do this before building the Customer Journey — Mailchimp can only use tags that already exist when setting up the trigger.
2
Create a new segment in Mailchimp
Go to Audience → Segments → Create Segment. Set condition: Tag contains [new tag name]. Save as "[Treatment Name] Patients". This lets you see all patients in this treatment group at a glance.
3
Create a new Customer Journey in Mailchimp
Go to Automations → Customer Journeys → Create Journey. Name it "[Treatment Name] Rebooking Sequence". Select the Elements audience.
4
Set the trigger to "Tag Added" → [new tag]
This ensures the sequence starts automatically the moment a staff member adds that tag to a patient's Mailchimp contact profile at checkout. The trigger fires instantly — no sync delay.
5
Build the email sequence using the planning template
For each email on the template: add a Time Delay (set to the number of days from the template), then add a Send Email step. Paste in the email content approved by Dr. Mehta. Use *|FNAME|* wherever the patient's first name should appear.
6
Send test emails to yourself
Inside each email in the journey, click Preview and Test → Send a Test Email. Enter your own email address. Check that it looks correct on your phone before turning anything on.
7
Turn on the journey and brief your team
Click Turn On. The sequence is now live. Add this treatment to the quick reference table in the Jane guide and update the checkout checklist.
Last step: Tell the front desk team the new tag name and show them where to add it in Mailchimp at checkout. Without this step, no patients will enter the sequence.
Quick reference

All sequences at a glance

Use this table to check the status of each active sequence or find settings quickly when editing.

Active Mailchimp sequences — Elements Medical Spa
Treatment Jane tag Emails Key send days Total span
Botox botox 3 Day 14 · 75 · 90 ~105 days
RF Microneedling rf-microneedling 4 Day 7 · 35 · 77 · 180 ~180 days
CO₂ Laser co2-laser 4 Day 3 · 14 · 80 · 330 ~365 days
Rosacea Laser rosacea-laser 3 Day 5 · 45 · 60 ~60 days
Laser Genesis laser-genesis 5 Day 3 · 21 · 51 · 81 · 180 ~210 days
Dermal Fillers dermal-fillers 3 Day 14 · 240 · 270 ~270 days