Before a client ever walks through your doors, they've already found you online. They searched "best med spa near me," scanned your star rating, and read a few reviews. That first impression sticks, and in a trust-driven industry like medical aesthetics, it's often what decides whether someone books with you or with a competitor.
Reputation Management in Aesthetix CRM (ACRM) gives you one place to build and protect that impression. You can collect fresh reviews from happy clients, monitor what's being said across Google and Facebook, respond quickly, and showcase your best feedback on your website. If your account is new, a guided setup wizard walks you through everything so you can start collecting reviews right away.
Note: Access to certain Reputation Management features may depend on your user permissions.
The Reputation section brings together the tools you need to grow and maintain a five-star presence:
Collect reviews by sending review requests over SMS and email, sharing a custom review link, or using a QR code at the front desk.
Monitor reviews across multiple platforms, including Google and Facebook, so nothing slips through the cracks.
Respond to reviews promptly and professionally, with optional AI assistance to help draft replies.
Showcase reviews on your website using a customizable widget that turns real client love into social proof.
Collecting reviews across more than one platform keeps your online presence diversified and boosts your credibility where new clients are looking most. Displaying that feedback in real time on your site helps convert curious visitors into booked appointments.
This overview points you to each sub-topic. From here you'll want to explore Managing Reviews to send requests, customize your SMS and email templates, and build your website widget, and the Guided Review Setup Wizard if you're setting up a brand-new account.
If you've just created your account, the Guided Review Setup Wizard is the fastest way to get up and running. It's a step-by-step onboarding assistant that appears on the Reputation Management Overview page whenever initial review setup hasn't been completed. It walks you through six essential actions, then automatically disappears once everything is done, keeping your dashboard clean.
Gives you a clear, structured onboarding path
Hides itself automatically once setup is complete, minimizing clutter
Encourages early activation of Reviews AI and other advanced features
Helps you send your first review request quickly
Increases adoption of widgets and integrations that boost review visibility
Reduces the need to reach out for support during setup
Step 1 – Connect Google or Facebook. Connecting your Google Business Profile or Facebook Page is the first step toward collecting reviews from these platforms, and it lets review data flow directly into ACRM. Click Connect Review Platforms in the wizard, and you'll be taken to the Integrations page to select Google or Facebook and follow the connection prompts.
Step 2 – Set Up Your Review Link. A custom review link lets you request feedback directly from clients. The wizard takes you to Settings → Review Link, where you can customize or confirm your default link and copy it for use in messages and widgets.
Step 3 – Send Your First Review Request. This step gets you engaging with clients right away. The wizard opens the Review Requests page, where you can choose a contact or enter recipient information manually and send the request by SMS or email.
Step 4 – Configure Reviews AI. Reviews AI can generate and publish automated responses to client reviews, keeping your replies fast and consistent. The wizard guides you to Settings → Reviews AI, where you can toggle the AI response feature on and choose the tone and response behavior you want.
Step 5 – Create a Review Widget. Review widgets display your positive reviews on your website to build trust with prospective clients. The wizard opens the Widgets tab, where you can choose a widget style (carousel, grid, or list) and copy the embed code into your website's HTML.
Step 6 – Connect More Review Platforms. Once your first source is live, the wizard encourages you to explore additional platforms to maximize how many reviews you collect. You'll return to the Integrations page to connect other supported platforms where available.
Note: The wizard appears only for newly created accounts that haven't configured reviews yet. Once you complete all the steps it disappears and cannot be reopened, but you can still reach every setup area manually.
Beyond the wizard, you can send a review request to any individual client at any time. Click Send Review Request, then enter the contact's information, including their name and either a valid email address or phone number.
The Custom Google Review Link feature generates a unique, measurable link that sends clients straight to your Google review page. To create one, click Generate Link.
You can control how review requests go out to fit how your practice runs. Choose to send requests instantly and once, or schedule them to send according to your own timing.
You can tailor your review request text message so it sounds like your practice.
Turn on Customize Review SMS. Toggle the switch to activate custom SMS messages.
Preview your changes. See a real-time preview of any edits in the Preview SMS Changes section.
Add an SMS image. If you'd like to include an image, enable the option, click the button, and upload your image.
Write your message. Customize the body of the SMS by typing directly into the field.
Note: Keep review request messages warm but brief, easy to click, and sent from a recognizable sender name. A short, friendly ask converts far better than a long one.
You can match your review request emails to your practice's voice and branding.
Turn on Customize Review Email. Toggle the switch to enable custom email messages.
Preview your changes. View a real-time preview in the Preview Email Changes section.
Change the preview type. Switch between laptop, tablet, and mobile views to see how the email looks on different screens.
Enter a subject. Customize the subject line to catch your client's attention in their inbox.
Enter a heading. The heading appears large and visible when the email opens, so make it impactful.
Enter a message. Keep the email body concise and engaging so you don't lose the client's interest.
Enter a positive answer. When a client replies positively, you can trigger automation based on that response, and customize the reply to fit your preferences.
When you're finished customizing your SMS and email, click Save.
Bring your best reviews to your website by customizing a widget that displays them as social proof.
Enter a header title. Customize the widget's header text to something like "Amazing Client Reviews" to make it more impactful.
Set the title color. Choose a custom color for the widget's title to match your brand.
Set the rating color. Pick a custom color for the star rating.
Set the background color. Choose a background color that aligns with your practice's color scheme.
Disable "Powered By." Toggle this on if you'd like to remove the "powered by" text from the widget.
Copy the embed code. Copy and paste the provided HTML onto a web page to add the widget. If you built your website within ACRM, you can simply drag the widget onto the page as an element.
You can preview the widget in real time as you make changes, and use the Change Preview Type option to view it on laptop, tablet, or mobile.
Even the best practices get the occasional off day or an unfair review. What matters is how you respond.
Respond publicly within 24–48 hours.
Stay professional, empathetic, and solutions-oriented.
Invite the reviewer to connect offline to resolve the issue.
Example reply:
"Hi [Name], we're so sorry your visit didn't meet expectations. We'd love the opportunity to make it right, so please contact us directly at [email] so we can connect. Your feedback matters to us."
The most reliable way to grow reviews is to ask automatically, right after treatment when clients feel their best. Using ACRM workflows, you can:
Set a 1–2 hour delay after the appointment.
Send a text and email asking for a quick review.
Include a direct link to your Google or Facebook review page.
Optionally add a reminder 24 hours later if the client hasn't responded.
You can also use tags to tailor requests by service. Add a tag at checkout (for example, "Botox Client"), build review workflows by tag category, and customize each message to mention the specific treatment. This small touch feels elevated and personal.
Don't let great reviews sit in your inbox. Put them to work:
Embed reviews on your website's home and service pages using the widget.
Add testimonials to landing pages and lead magnets.
Turn reviews into Instagram stories or carousel posts.
Set up an automated post-treatment review workflow
Personalize review request messages based on service
Respond to all reviews within 24–48 hours
Showcase your reviews across your website, ads, and social channels
Use tags to make follow-ups feel tailored and thoughtful
