Reviews & Referral Requests

Q: Can the automation handle reviews that arrive via email replies instead of form submissions?

Yes, the system monitors both email inboxes and form submissions, capturing responses from either channel and consolidating them in your CRM without manual copying.

Q: Will the automation work with our existing student database and enrollment records?

The automation connects to your CRM or spreadsheet where student records live, so it works with the data you already have. Your team will map which fields indicate course completion during setup.

Q: How does the system know which students are eligible for a review request?

You define the eligibility criteria during setup, such as course completion date, enrollment status, or course type. The system then automatically identifies students who meet those criteria each cycle.

Q: What happens when a student submits a review, and how quickly does it appear in our CRM?

The response is captured, checked for duplicates, and logged into your CRM as a contact note or custom field within minutes of submission. Your team receives a notification so high-quality reviews can be posted to public platforms right.

Turn happy students into a steady stream of reviews and referred enrolments without chasing anyone by hand.

168 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Collecting student reviews and referrals is critical for school growth, but the manual process is fragmented and time-consuming.

Automation identifies eligible students automatically, sends personalized review requests, monitors all response channels, and logs feedback directly into the CRM on the same day it arrives. the team focuses on strategy while the system handles the repetitive work.

Key features:

Identify eligible students automatically from enrollment and course completion records

Compose and send personalized review requests to students by course type or segment

Monitor responses across email and form submissions without manual checking

Send follow-up reminders automatically after a set number of days

Capture and deduplicate responses, then log them into your CRM instantly

Notify your team of new reviews so high-quality ones reach public platforms faster

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual student identification Staff must manually review enrollment records and contact instructors to confirm course completion.	80%
2	Multi-channel response monitoring Responses arrive via email, forms, and messaging; staff check multiple channels daily without a unified view.	67%
3	Duplicate and inconsistent entries Responses copied manually into spreadsheets and CRM create duplicates and data quality issues.	53%
4	Forgotten or delayed follow-ups Reminder emails are sent inconsistently or skipped, reducing overall response rates.	40%
5	Slow public posting Reviews are rarely posted to public platforms due to time constraints and lack of prioritization.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.3/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.6/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Student Completes Coursetrigger

Automation watches for a student record marked as course complete or a date field matching 30 days post-enrollment. The trigger fires automatically.

2. Query Eligible Students

The automation retrieves the student's name, email, course name, and completion date. It checks that the student has not already been sent a review request in the last 90 days.

3. Send Personalized Review Request

A personalized email is sent with the student's name, course name, and a link to a Google Form or review platform. The email is logged as an activity.

4. Wait for Response

The automation waits 7 days for a response. If the student submits a Google Form or replies to the email, the response is captured automatically.

5. Send Follow-Up Reminder

If no response is received after 7 days, a follow-up email is sent automatically. A second reminder is sent after 14 days if still no response.

6. Log Response

When a response is received, the review text and referral information are automatically logged as a contact note and custom field. Duplicates are prevented by checking the contact history.

7. Notify Marketing Team

A notification is sent to the marketing channel with the student's name, course, and review summary. The team can then review and approve posting to public platforms.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

28% of companies

13% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

45 hrsIdentified

5Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens if a student has already submitted a review or referral before the automation sends a request?

The system checks your CRM for existing reviews before sending a request, so students who have already responded are skipped automatically. This prevents duplicate requests and improves the student experience.

Can the automation handle reviews that arrive via email replies instead of form submissions?

Will the automation work with our existing student database and enrollment records?

How does the system know which students are eligible for a review request?

What happens when a student submits a review, and how quickly does it appear in our CRM?

View more FAQs

Process pain:9.3/10

Mapped by:4 Companies

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Page updated 10 August 2026