Managing Email Review Requests

Get Reviews allows you to customize the email messages used when sending manual review requests to patients.

From the Email Requests section, you can:

Control when email review requests are sent
Configure reminder frequency
Choose how many reminder emails are sent
Edit existing email templates
Update email subject lines
Select which templates are used for review requests and reminders

Accessing Email Review Request Settings

Navigate to Reputation.
Click Settings.
Select Email Requests.

Configuring Email Review Request Settings

The Email Requests section allows you to control how manual email review requests are delivered.

Available settings include:

When to send Email after check-in – Determines when the initial review request is sent.
Until clicked, repeat this every – Determines how often reminder emails are sent.
Maximum retries – Determines how many reminder emails will be sent.

Note: You may notice the setting is labeled “When to send Email after check-in”. Within Get Reviews, this setting controls the timing of manually sent review requests. It does not require a patient check-in and can be used whenever you manually send a review request to a contact.

Choosing When Emails Are Sent

The initial email review request can be sent:

Immediately
1 hour later
2 hours later
4 hours later
A custom number of hours or days later

Tip: Most practices choose to send review requests within a few hours of a patient visit while the experience is still fresh in the patient’s mind.

Configuring Reminder Emails

If a patient has not clicked the review request link, you can choose to send follow-up reminder emails.

Reminder frequency options include:

Don’t Repeat
Every 3 Days
Every 1 Week
Every 15 Days
Every 1 Month
A custom number of hours or days, up to 31 days

You can also choose how many reminder emails are sent by setting the Maximum retries value.

Maximum retries can be set from 1 to 5. Most practices choose to send one or two reminder emails.

Managing Email Templates

Get Reviews includes three pre-built review request email templates.

Templates can be:

Edited
Renamed
Assigned to specific reminder stages
Used as the starting point for customization

To edit an email template:

Locate the template you would like to modify.
Click the three dots beside the template.
Select Preview & Edit Details.
Update the template name or subject line as needed.
Save your changes.

Updating Email Subject Lines

Each email template includes a subject line that can be customized.

A clear and engaging subject line can help improve open rates and encourage patients to leave a review.

Examples include:

How was your experience with us?
We’d love your feedback
Can you spare 30 seconds for a review?

Choosing Templates for Review Requests and Reminders

Click Set Email Templates to select which templates will be used throughout the review request process.

You can assign different templates for:

Initial Review Request
First Repeat
Second Repeat
No Template
No Template
No Template

Many practices choose to use different messaging for each reminder to keep follow-up requests fresh and engaging.

Creating a New Email Template

While Get Reviews allows you to create a new email template from scratch, we generally recommend editing one of the existing review request templates instead.

The default templates already include:

Review request content
Required personalization fields
The unsubscribe footer

Using an existing template helps ensure all required elements remain in place.

Tip: For most practices, editing the existing Review Request Email 1 template is the simplest and recommended approach.

Update Social Media Links

The default email templates include social media icons in the footer.

Be sure to:

Update the links so they point to your social media profiles
Remove the icons if you do not wish to include them

If you would like assistance updating these links, our team can help.

Tip: Keeping your social media links up to date helps patients connect with your practice across multiple platforms.

Testing Your Email Templates

Before using a new or updated email template, we recommend sending a test email to yourself.

Testing allows you to verify that your content, branding, and links are working correctly before sending review requests to patients.

To send a test email:

Navigate to Marketing > Emails > Templates.
Open the email template you would like to test.
Click the three-dot menu icon or the Preview button in the top-right corner.
Select a sample contact from the dropdown list. This will populate any contact-level personalization fields.
Click Send Test.
Enter the email address where you would like to receive the test.
Click Send.

Once the email arrives, review it carefully and verify:

The email content displays correctly
Your practice name appears as expected
The review button or review link works properly
Your social media links point to the correct profiles
Images display correctly
The unsubscribe link is present and functioning

Tip: Sending a test email is the best way to verify your template before sending review requests to patients.

Important Template Fields

Some email templates include special fields that automatically personalize the message for each patient.

Examples include:

{{contact.first_name}}
{{reputation.review_link}}
{{custom_values.business_name}}

These fields automatically insert information such as:

The patient’s first name
Your review link
Your practice name

Important: Do not remove or modify template variables such as {{contact.first_name}}, {{reputation.review_link}}, or {{custom_values.business_name}}. These fields are required for message personalization and review request functionality.

Email Compliance Requirements

All email review request templates should include an unsubscribe option.

The default email templates already include the required unsubscribe footer.

Important: If you create a new email template from scratch, do not remove the unsubscribe footer. This footer is required for compliance and allows recipients to opt out of future email communications.

Need Help?

If you need assistance updating email templates, configuring reminder settings, updating social media links, or creating new email templates, contact our Support Team or your Digital Marketing Specialist (DMS).