Reviews & Referral Requests

Q: What happens if a client replies to a review request but does not mention a referral?

The system records that a response was received and marks the client as reviewed. No referral lead is created unless referral information is mentioned in the reply.

Q: Can we use this automation with our existing client management system?

Yes. The automation works with any client management system that can send completion events or be queried for client status.

Q: How does the system know when a client has finished their training package?

The automation monitors your client management system for completion events, such as a package end date or a milestone marker. You define what counts as completion.

Q: What if a client leaves a review but does not respond to the email?

The system can check review platforms like Google or Trustpilot to confirm the review was posted, even if the client did not reply to the email. Your team is notified either way.

Turn satisfied athletes and parents into a steady stream of reviews and warm referrals without chasing anyone manually.

176 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Requesting reviews and capturing referrals from completed clients is manual, inconsistent, and time-consuming. Many clients are asked twice by mistake, follow-ups are skipped, and referral leads go cold.

Automation monitors client milestones, sends personalized review requests, tracks responses, and automatically follows up after 7 days. Referral information is extracted from replies and organized as new leads, with alerts sent to the team.

Key features:

Monitor client completion events and automatically trigger review requests

Track which clients have already been asked to avoid duplicate requests

Send personalized review request emails with no manual drafting

Automatically follow up after 7 days if no response is received

Extract referral information from client replies and create new leads

Alert your team instantly when a referral is captured

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	Duplicate review requests Clients are asked twice by mistake because the admin manually searches email or spreadsheet to check prior status.	80%
2	Inconsistent follow-up Manual follow-up after 7 days is often skipped, leaving many review requests unanswered.	67%
3	Lost referral information Referral details mentioned in client replies are incomplete or forgotten because they are manually noted.	53%
4	Cold referral leads Referral leads go cold because there is no structured process to follow up with prospects.	40%
5	Spreadsheet data entry Weekly or monthly updates to the tracking spreadsheet are manual and error-prone.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.6/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.8/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Client Completes Trainingtrigger

A client marks a training package as complete or reaches a session milestone. The automation is triggered immediately.

2. Check Review History

The automation queries to confirm the client has not been asked for a review in the past 90 days.

3. Send Review Request Email

A personalised review request email is sent with a direct link to the review platform (Google,, or other).

4. Log Request

The review request is logged as a task or activity, with the date and status tracked automatically.

5. Wait and Auto-Follow-Up

After 7 days, if no review has been detected, a second email is sent automatically with a gentle reminder.

6. Capture Referral Data

If the client replies with a referral, the automation extracts the referral contact details and logs them as a new lead.

7. Notify Coach

A message is sent to the coach with the review status and any referral leads, so they can follow up on warm introductions immediately.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% 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

44 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

Will the automation send review requests to clients who have already left a review?

No. The system checks your review history before sending any request, so clients who have already reviewed are skipped automatically.

What happens if a client replies to a review request but does not mention a referral?

Can we use this automation with our existing client management system?

How does the system know when a client has finished their training package?

What if a client leaves a review but does not respond to the email?

View more FAQs

Process pain:8.6/10

Mapped by:4 Companies

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Page updated 10 August 2026