Monitor Reviews Set-Up Checklist

Use this template to set-up, collect and monitor all your customer reviews from one central place.

Introduction to the Monitor Reviews Template:

Enter checklist details

List any additional sites you want to monitor

Use software to collate reviews

Set Up Notifications:

Set up email notifications

Update Google Sheet:

Set up Zapier and Google sheet integrations

Monitor, Analyze & Respond:

Monitor the reviews

Analyse & respond to the reviews

Establish how you will analyze reviews in future

Create processes to monitor reviews

Sources:

Related Checklists:

Introduction to the Monitor Reviews Template:

This monitor reviews template will enable you to keep track of the online reviews you are receiving from your customers.

Most companies monitor their online reviews at least every day. Some do it in real-time.

Why?

So they can keep tabs on what people are saying, respond to each review quickly and prevent negative comments from going viral.

Did you know that 70% of people will leave a review when asked?

That’s a lot of reviews to keep track of!

Did you know that over 300 review sites exist for customers to leave feedback on?

That’s a lot of review sites to monitor!

So how on earth do companies monitor all those reviews that have been left on all those sites?!

Through accurate and comprehensive monitoring.

“Accurate and comprehensive monitoring of online reviews is needed to respond effectively and in a timely manner” - Henry Coleman

This Process Street template is a tool to help you monitor all your review sites. It will allow you to collate all the reviews you receive in one place so that you can respond in a timely fashion, resolve customer problems, gain valuable feedback and boost your reputation.

Process Street is super-powered checklists. It’s the easiest way to manage your recurring tasks, procedures, and workflows.

Create a check list template and run individual checklists for each member of your team. You can check tasks off as you work through them, set deadlines, add approvals, assign tasks, and track each team member's progress.

You can also connect to thousands of Apps through Zapier and automate your workflows even more.

Enter checklist details

Start by enetering the date you are monitoring your reviews.

Select the date for today's review monitoring process

Provide details about the sites you want to monitor for reviews by filling out the below fields.

Which of these sites do you want to monitor for reviews?

1

Feefo
2

Google My Business
3

Facebook

Are any other sites that you want to monitor for reviews?

List any additional sites you want to monitor

In the field below, list the additional sites that you want to monitor for reviews.

Additional sites you want to monitor for reviews:

Follow these instructions to set up Google alerts, so that you get notified each time someone leaves a review on these sites.

You will need to manually add these reviews into your google sheet in task 4.

Use software to collate reviews

You can use review management software to collate your reviews, or you can set up custom automation between Zapier and Google sheets.

This template will take you through the process of setting up your own, custom automation.

Start by creating a Google sheet to collect the reviews from the sites you wish to monitor.

Set up your Google sheet so that there is a separate worksheet for each of the sites you are monitoring:

{{form.Which_of_these_sites_do_you_want_to_monitor_for_reviews?}} {{form.Additional_sites_you_want_to_monitor_for_reviews:}}

Within each worksheet, create the following three columns:

- Customer name
- Review
- Link

These sites will be automatically populated in your google sheet after you have completed task 8:
{{form.Which_of_these_sites_do_you_want_to_monitor_for_reviews?}}

These sites will need to be manually updated in your google sheet:
{{form.Additional_sites_you_want_to_monitor_for_reviews:}}

Copy and paste your Google sheet link here:

Set Up Notifications:

Set up email notifications

Set up an integration which will send an email whenever new reviews of your business are submitted to the following sites:

{{form.Which_of_these_sites_do_you_want_to_monitor_for_reviews?}}

This is so you can keep track of the reviews left for your business. Whenever a review is left on a platform, you will receive an email notification.

You can use the following links to some pre-made Zaps or follow the instructions below to set up your integrations.

Feefo

Automatically receive an email when someone leaves a review on Feefo.

Click here to set up the integration.

Facebook

Automatically receive an email when your Facebook page receives a notification/post.

Click here to set up the integration.

Google My Business

Automatically receive an email when someone leaves a review on Google My Business.

Click here to set up the integration.

How to set up the integrations

1. Log in to your Zapier account. If you don't have an account, you can sign up for free here.

2. Search for and select the platform you want to monitor (eg. Facebook Pages).

3. Search for and select the email provider you want to use that will receive the notifications (eg. Gmail).

4. Choose the action that will trigger the email notification (Eg. when someone posts a review on Facebook, send an email).

6. Select the account of the platform you are wanting to monitor (eg. Facebook) and customize the details you want to see.

7. Test the Zap to make sure the right information is pulling through from the right platform account.

8. Select the email account of the email provider you are using to receive notifications.

9. Customize the email notification you are wanting to receive.

10. Test the Zap to make sure the right information is pulling through into the email.

11. Turn the Zap on and start receiving email notifications when a review is left.

Update Google Sheet:

Set up Zapier and Google sheet integrations

Set up an integration which will update your Google sheet whenever new reviews of your business are submitted to the following sites:

{{form.Which_of_these_sites_do_you_want_to_monitor_for_reviews?}}

Feefo

Automatically update your Google Sheet when someone leaves a review on Feefo.

Click here to set up the integration.

Facebook

Automatically update your Google Sheet when your Facebook page receives a notification/post.

Click here to set up the integration.

Google My Business

Automatically update your Google Sheet when someone leaves a review on Google My Business.

Click here to set up the integration.

Monitor, Analyze & Respond:

Monitor the reviews

Once you have received an email notification, you will need to monitor the reviews you have received. You can do that here.

Add an embed widget into the checklist and copy and paste your google sheet link into it.

This will pull through the google sheet you have created and you will be able to see the most recent reviews you have received from all the sites you are monitoring.

See below for an example.

Analyse & respond to the reviews

Access this feedback analysis template to analyze and respond to the feedback.

Establish how you will analyze reviews in future

You need to ensure that a process is followed to ensure that all reviews are analyzed in the same way each time. Analyzing reviews in the same way, will give you consistent data and give you an idea on whether your approach is working, or if it could be improved.

Use a feedback analysis template like this one or create your own to aid future feedback analysis and set up a system to analyze feedback each month.