Client Review Automation

What changes

How it works

1. 14 days before the review dateThe client is identified, a case is opened, and an owner is assigned.
2. Day 0A personal email goes out, plus a text if the client's mobile number is verified.
3. Day 7A reminder goes out with a one-click booking link already filled in with the client's details.
4. Day 14Operations gets a task to call the client.
5. Day 21The client moves to a written review, the case is reassigned, and a written review plan starts.
6. After the reviewThe client receives a short survey by text and email.

At any point: booking a meeting stops the outreach, and canceling a meeting resets it.

Automations in this system

1. 1

   Review due detection

   Runs: every morningAsk about pricing

   Finds households 14 days from their annual review with no meeting booked, confirms their last review was fully closed out, opens a case, assigns the right owner and relationship manager, and adds the client to the review tracker. Can run automatically or hold clients in a bucket for manual release.

2. 2

   Outreach kickoff

   Runs: when a client enters the outreachAsk about pricing

   Sends the first email (and a text if the mobile is verified), sets the case to pending client response, and schedules the follow-up dates.

3. 3

   Day-7 reminder

   Runs: every morningAsk about pricing

   Emails a reminder with a personalized one-click booking link to clients who haven't booked, texts them when possible, and notifies their assigned team member.

4. 4

   Day-14 call task

   Runs: every morningAsk about pricing

   For each client who still hasn't booked, creates a follow-up call task for operations, due in five days.

5. 5

   Day-21 written review

   Runs: every morningAsk about pricing

   Moves clients who haven't booked to a written review: it reassigns the case, starts the written review plan, links the review tasks to the client, and notifies the assigned team member.

6. 6

   Meeting booked detection

   Runs: when a review meeting is added to the calendarAsk about pricing

   Marks the client as scheduled, stops the outreach, cancels any written review plan, starts the meeting plan, updates the case, and creates a meeting prep file.

7. 7

   Cancellation reset

   Runs: when a review meeting is canceledAsk about pricing

   Resets the client's review status and removes the canceled event so nothing falls through the cracks.

8. 8

   Review completion trigger

   Runs: when a review is marked completeAsk about pricing

   Sends the review to the survey step, skipping review types that don't need a survey.

9. 9

   Post-review survey

   Runs: after a review is completedAsk about pricing

   Texts and emails the client a short survey, logs that it went out, prevents duplicate sends, and alerts staff if a review record is missing or duplicated.

Also: every email is threaded into the client's CRM case, so the whole team sees the full history.

Built with

• Salesforce
• Zapier
• Microsoft 365
• SharePoint
• Compliant client texting
• Online scheduling links

Every automation is built on whichever platform your firm's compliance has approved. Every solution goes through your firm's compliance review before it goes live. SDT prepares what the reviewer needs.