Smarter Week

How to automate it

How to automate “reply to online reviews”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min
typically, a few times a week
65%
of the time can be automated
Easy
to set up

Fix 1 of 1

AI

Have AI draft replies to reviews in your voice

Paste a batch of reviews and AI drafts a personal reply to each. Many review tools and Google Business Profile now suggest replies too. You check and post.

Typically saves about 55% of the time5 min to set up
  1. 1Collect this week's reviews from Google, Tripadvisor, Yelp or your review tool.
  2. 2Use your review tool's AI reply feature, or paste them into an approved AI assistant with the prompt below.
  3. 3Check every reply; fix anything that promises a refund or blames anyone.
  4. 4Post, and flag serious complaints to your manager.
Prompt to copy
Draft a reply to each review below for [BUSINESS NAME]. Thank them, mention one specific thing they said, keep each under 60 words, warm and plain. For negative reviews, apologise without blaming anyone and invite them to contact [CONTACT]. Do not offer refunds or discounts.

[PASTE REVIEWS]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Google Business Profile · Birdeye, Podium, Yext or ReviewTrackers

Quick wins

Have you tried…

Have you had AI draft your replies to online reviews?
You paste the reviews and AI writes a short, personal reply to each. You check them and post.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Dental office manager / treatment coordinatorVet receptionist / client serviceStore / shift managerRestaurant / kitchen managerHotel front desk / guest servicesDistrict / area manager

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Dental office managers / treatment coordinators