⭐ Managing Email Review Requests

Get Reviews lets you customize the email messages sent with manual review requests — when they go out, how reminders work, and what they say.

Accessing Email Review Request Settings

1. Navigate to Reputation.
2. Click Settings.
3. Select Email Requests.

Timing and Reminders

From here, you control when email review requests go out and how follow-ups work.

You’ll see a setting called “When to send Email after check-in.” Don’t let the name throw you — this controls the timing of any manual email review request, not just check-ins. You can choose to send it immediately, or delay it by 1, 2, or 4 hours (or set a custom delay). Most practices send within a few hours of the visit, while it’s still fresh for the patient.

If a patient doesn’t click the link, you can send up to 5 reminder emails, spaced however you like — every few days, weekly, monthly, or on a custom schedule. Most practices stick to one or two reminders.

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Managing Email Templates

Get Reviews includes three pre-built review request email templates, which you can edit, rename, or use as a starting point for your own version — including the subject line. A clear, inviting subject line (like “How was your experience with us?” or “Can you spare 30 seconds for a review?”) helps improve open rates.

To edit a template: find it, click the three-dot menu, select Preview & Edit Details, update the name or subject line, and save.

Choosing templates for requests and reminders

Click Set Email Templates to assign a template to the initial request and each reminder. Since Get Reviews only includes 3 pre-built templates, the Initial Request, First Repeat, and Second Repeat are the only slots with a template by default — any additional reminders won’t have one unless you create more.

Many practices vary the wording reminder-to-reminder to keep things from feeling repetitive.

Creating a new template

You can build a template from scratch, but we generally recommend editing an existing one instead — the defaults already include the review request content, required personalization fields, and the unsubscribe footer, so nothing gets accidentally left out. Review Request Email 1 is the easiest one to start from for most practices.

Updating social media links

The default templates include social icons in the footer. Update them to point to your own profiles, or remove them if you’d rather not include them. Our team can help if needed.

Testing your templates

Before sending a new or updated template to patients, send yourself a test email to confirm everything works — content, branding, links, and personalization.

1. Navigate to Marketing > Emails > Templates.
   
2. Open the template you want to test.
   
3. Click the three-dot menu or Preview.
   
4. Select a sample contact so personalization fields populate.
   
5. Click Send Test, enter your email address, and click Send.

Once it arrives, check that everything displays correctly — your practice name, the review link, images, social links, and the unsubscribe link.

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