Requesting reviews and capturing referrals from clients is critical for practice growth, but manually composing personalized emails, tracking responses, and logging referral data consumes significant time and often falls through the cracks.
Automation generates personalized review request emails on schedule, monitors incoming replies for referral mentions, extracts and deduplicates referral information automatically, and logs everything into the CRM.
The full workflow, from trigger to completion.
Automation monitors for clients whose status changes to completed or whose milestone date is reached. The trigger fires automatically without manual intervention.
Automation retrieves the client's name, email, program name, and completion date to personalize the review request.
The automation composes a warm, personalized review request email using the client's details and program information. The email includes a direct link to the review platform.
Automation sends the generated email to the client and logs the send timestamp.
Automation schedules a follow-up email to be sent 7 days later if the client has not responded or posted a review.
When a client replies with a referral, the automation extracts the referral name, contact information, and relationship from the email. the automation checks for duplicates before logging.
Automation creates a new contact record for the referral, tags it with the referring client's name, and sets the lead status to new.
Automation sends a summary message to a designated channel confirming the review request sent, any referral captured, and next steps.
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