ℹ️ Who this tutorial is for

This article is for practices who want to create a simple Refer a Friend system inside Peptalkr.

This allows an existing contact (the referrer) to submit their friend’s details via a signup page. The referred friend then receives an automated email letting them know they’ve been referred.

This is designed as a one-to-one referral notification — not a marketing campaign.

In this tutorial you will learn how to:

Create a Custom List called Refer a friend
Create a Signup Page where referrers enter their friend’s details
Build a Welcome Journey automation connected to that list
Customise the referral email using dynamic fields
Turn the automation on and test it

Step 1: create the custom list

Go to Send Email
Click Lists & Subscribers
Click Create a list
Name the list: Refer a friend
Click Save & close

This list will store the details of referred friends, and who referred them.

Step 2: create the signup page

This is the page your patients or clients will use to refer someone.

From inside your custom list, click on Signup form builder
On the signup form screen click the 3 dots and select Change template
Select a beautiful starting point template

2a. Add two custom fields

Scroll down to the fields area.

By default, the form will include fields for:

Name
Email

These fields will collect the friend’s details.

Now you'll need to add two additional fields. Click Add field and create the following.

Field 1: How you know them

Label (copy paste): How do you know them

Type: Dropdown

Options:

Friend
Family Member
Colleague

Allow only one selection.

Field 2: Your full name (so they know who referred them)

Label (copy paste): Your full name (so they know who referred them)

Type: Text field

This allows the email to say who referred them.

2b: Update the form text

Edit the form text so it clearly explains what will happen.

Heading:

Refer a friend

Description:

Enter the name and email address of who you’d like to refer below.

We’ll email them on your behalf.

Button:

Refer the above friend

2c: Styling and publish

Make any additional styling adjustments to match your branding (colours, fonts, image etc.).

Click Publish or Save.

Your signup page is now live and ready to connect to an automation!

Step 3: create the automation

Now we’ll set up the automated referral email.

Go to Send Email
Click Automations
Click Create automation
Choose Welcome journey
Select the Refer a friend list
Click Create

This ensures every new referred contact entering the list receives the referral email automatically.

3a. Customise the referral email

Click into the first email step.

Select Change template to choose your preferred starting design.

3b. Personalise the heading using dynamic fields

Set the heading to:

*You can use the exact text below if you copied our field names exactly earlier.

Your [Howdoyouknowthem, fallback=friend] [Yourfullname(sotheyknowwhoreferredthem), fallback=] has referred you 😊

*Alternatively, if you gave your field names different labels:

Use the Insert tool to insert:

How do you know them
Your full name (so they know who referred them)

This allows the heading to dynamically read, for example:

Your friend Monique has referred you 😊
Your colleague Sarah has referred you 😊
Your family member James has referred you 😊

If the referrer doesn’t complete a field, the fallback ensures it still reads naturally.

3b. Customise the body content

Now edit the content inside your email to explain why they are receiving the email. Use variables (using the insert tool as above) to specify who referred them, and address them by name.

For example:

Hi [Firstname],

[Yourfullname(sotheyknowwhoreferredthem)] thought you might benefit from our services and wanted to introduce you.

We’d love to welcome you in. If you’d like to book an appointment, you can do so here:

**Insert your booking button**

If you have any questions, just reply to this email.

Keep it friendly, light and non-salesy. This is a warm introduction, not a marketing blast. You can also add buttons, images and anything else to make this email connect with the recipient. See our example below.

Click Save & return to journey when you're done.

3c. update the subject line

Make sure you also update the subject line to include the same dynamic variables.

For example:

Your [Howdoyouknowthem, fallback=friend] [Yourfullname(sotheyknowwhoreferredthem), fallback=] has referred you

Dynamic subject lines significantly improve open rates!

Click Save when finished.

3d: optional: add or remove follow-up email

The Welcome Journey template may include a second email (e.g. 2 days later).

You can:

Customise it as a gentle reminder
Or delete the step entirely

If you keep it, ensure the tone remains soft and respectful.

Step 4: turn the automation on

Once everything looks correct:

Click Turn On Journey

🎉 Your referral system is now live!

Step 5: test the full process

Before sharing the signup page publicly:

Complete the form yourself
Use an email address you have access to
Confirm:
- The email sends immediately
- The heading personalises correctly
- The subject line inserts correctly
- Links work

Only once tested should you begin sharing the referral page.

Important warning

Do not send mass campaigns to the “Refer a friend” list.

These contacts have not explicitly opted in to receive marketing communications. The only email they should receive is the automated referral notification (and optional follow-up).

If the referred person books an appointment, they will automatically enter your Patient List depending on your patient marketing settings.