🚀 Get More Google Reviews!

Click here to watch brief tutorial video on how to setup the Get More Google Reviews workflow

Building a 5-star reputation is about asking the right patients at the right time. This workflow uses a "Soft Ask" method to protect your online score: we ask for an internal rating first, and only send the official Google link to patients who tell us they had a great experience.

Step 1: Configuration

Before turning this workflow on, you need to ensure your review link is set up correctly in the system settings.

1. Go to Advanced > Reviews.
2. Review AI: Decide if you want AI to auto-reply to your Google Reviews. (Set to "Suggestive" or "Off" if you want manual control).
3. Review Link: Ensure "Google" is selected and the correct Google Business Profile is chosen from the dropdown.
4. SMS Settings: In the same window, you can edit the text message template. (Click the pencil icon to add your clinic name or customize the wording).

How the Workflow Logic Works

1. The Trigger: Arrival (3rd Visit) We track how many times a patient has visited your clinic. To ensure we are asking loyal patients, this workflow triggers only on the 3rd Arrival.

• Note: This setting avoids spamming new patients who are just getting to know you.

2. The Safety Check The system checks if the patient has the tag "Left Google Review."

• If Yes: The workflow stops immediately. We never ask for a review twice.
• If No: The workflow proceeds to the "Soft Ask."

3. The "Soft Ask" & Filtering We send an SMS asking the patient to rate their visit from 1 to 5. We wait 24 hours for a reply and filter the results:

• Replies 1, 2, or 3 (Negative Experience):
  • We send an apology SMS.
  • We notify your internal team to follow up.

  • Crucial: We DO NOT send the Google Review link. This keeps negative feedback offline.

    Replies 4 or 5 (Positive Experience):

  • We send a "Thank You" SMS.
  • We automatically deliver the Google Review Link.
  • Note: We use the specific "Review Request" component here so your dashboard tracks exactly how many requests are sent.

4. Handling "Unknown" Replies If a patient replies with text (e.g., "It was great!" or "I didn't like it") instead of a number:

• The system sends a polite "Thanks for the feedback, we will review this shortly" message.
• An internal notification is sent to your team to read the text and respond manually.

How to Manually Send a Request

If you have a patient who says "I loved it!" right in the clinic and you don't want to wait for the automation:

1. Click the Lightning Bolt icon in the top navigation bar.
2. Select "Send Review Request."
3. Type the patient's name and click Send.

How to Activate

1. Once you have checked your Settings, open the workflow.
2. Toggle the switch in the top right corner from Draft to Publish.
3. Click Save.