About This Automation
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.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
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.
Most popular tool stack used
— the complete tool combinations companies use
HubSpot
Gmail
Google Sheets
Trustpilot
Google Business ProfileWhat 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
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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