Google reviews are one of the most powerful tools for attracting new patients to your medical aesthetics practice. Aesthetix CRM includes a pre-built automation that requests reviews from your patients right after their visit, making it easy to grow your online reputation without lifting a finger.
This article walks you through how the Google Review Request workflow functions in your account, what gets triggered when, and how to customize it to fit your practice.
Your Google Review Request workflow is configured during Essentials Onboarding and is tailored to your subscription tier:
Grow and Multi-Location accounts receive a gated review request workflow that filters feedback before it reaches Google.
Plus and Pro accounts receive a workflow that links directly to your Google Business Profile.
The workflow fires automatically when an appointment completed event occurs in your integrated EMR. As soon as a patient checks out from their appointment, the automation begins.
Initial Wait Step — A short delay before the first message goes out. The default timing is 3 hours, but it can be adjusted to match your preferences (for example, immediate, a few hours, or next-day after checkout).
Initial Review Request Email — A personalized email is sent to the patient. This email is branded with your practice details during onboarding, and you can make additional edits anytime.
Initial Review Request Text Message — A text message is also sent to the patient. You can edit this message in SMS templates / snippets to make changes.
7-Day Wait Step — By default, the workflow waits 7 days OR until the patient clicks the review link, whichever comes first. This timing is fully adjustable.
Follow-Up Email and Text — If the patient has not clicked the review link within 7 days, a second email and second text message are sent as a friendly reminder.
The gated process protects your online reputation by routing feedback based on the patient's experience:
The patient clicks the review link and lands on a personalized landing page branded with your practice logo.
They are asked to rate their experience.
4 or 5 stars → The patient is redirected to your Google Business Profile to leave a public review.
3 stars or fewer → A private feedback form opens and the response is emailed directly to your practice. This gives you the opportunity to resolve the issue privately rather than having it posted publicly.
The patient clicks the review link and is sent directly to your Google Business Profile to leave a review.
Please do not change or replace the landing page URL or custom value inside the templates or workflow. Modifying this link will break the review automation.
If you need to update your review landing page URL for any reason, please reach out to our support team using the chat bubble in the bottom right of your account. We will make the change for you to ensure the automation continues to function correctly.
You can easily make modifications to fit your practice. Common customizations include:
Adjusting wait step timing — Change the delay before the first message or the gap before the follow-up.
Editing email content — Update the subject line, body copy, images, or call-to-action language.
Editing SMS content — Update the text message wording. You can edit it directly in the workflow or in your SMS templates and snippets. Reminder: do not edit the
Adding or removing steps — Remove the reminder or insert additional touchpoints if you want a more extensive review request sequence.
When editing your text messages, please make sure to follow all SMS regulations, such as:
Include your practice name in the message body.
Avoid any prescription drug names (Aesthetix CRM blocks these automatically in bulk SMS for compliance).
Keep an opt-out option available for recipients.
To view or edit your Google Review Request workflow:
Log in to your Aesthetix CRM account at app.aesthetixcrm.com.
Navigate to Automation → Workflows in the left-hand menu.
Locate the workflow titled Reviews - Single Location - Gated Reviews Request or Reviews - Google Reviews Request (or similar — the name may vary based on your account setup).
Click into the workflow to view the steps, edit content, or adjust timing.
Video Walkthrough
If you have questions about your review workflow, want to make changes you are not comfortable doing yourself, or need to update your gated review landing page, please reach out to our support team using the chat bubble in the bottom right of your account or by emailing [email protected]. We are always happy to assist.
