GoHighLevel Med Spa Review Automation

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GoHighLevel Med Spa Review Automation Guide

This step-by-step guide shows how to configure a review and reputation workflow using GoHighLevel for a med spa, similar to Glow Online Med Spa, while also helping you document your process in tools like ClickUp. You will learn how to connect surveys, forms, triggers, and pipelines so you can automatically request reviews, gather feedback, and manage unhappy clients efficiently.

The instructions below are based on the official Glow Online Med Spa reputation management and review automation framework provided in the GoHighLevel help documentation.

Overview: Why Use GoHighLevel for Reviews

Using GoHighLevel for review automation lets your med spa consistently follow up with clients after appointments, without manual work. The system sends a survey to capture satisfaction, segments happy vs. unhappy clients, and then either asks for a public review or routes issues to your team for follow-up.

This approach helps you:

  • Increase the number of positive reviews on platforms like Google and Facebook.
  • Quickly identify unhappy clients and resolve issues before they become public complaints.
  • Standardize your client follow-up process across all locations and providers.

Core Components of the GoHighLevel Review System

The automation described in the Glow Online Med Spa example is built on a few key GoHighLevel components:

  • Survey and short form to capture satisfaction and feedback.
  • Triggers that route clients based on their responses.
  • Custom fields that store review status and feedback.
  • Pipelines to track clients through the review process.
  • Workflows that send messages and move contacts between stages.

Set these pieces up once, and GoHighLevel will handle the rest automatically.

Step 1: Create the Client Experience Survey in GoHighLevel

The first step is to build a survey that measures client satisfaction and directs them to the right next action.

Design the main satisfaction question

  1. In GoHighLevel, open the Sites or Forms & Surveys section.
  2. Create a new Survey and name it something like Client Experience Survey.
  3. Add a key question that asks how likely the client is to recommend your med spa or how satisfied they were with their visit.
  4. Use a rating, NPS-style scale, or multiple-choice options such as:
    • Very satisfied
    • Satisfied
    • Neutral
    • Dissatisfied
    • Very dissatisfied

In the Glow Online Med Spa setup, higher scores lead to a review request path, while lower scores lead to an internal feedback path.

Collect additional feedback details

  1. Add an open-ended question such as “Is there anything else you’d like to share about your experience?”.
  2. Map this field to a custom field in GoHighLevel, so your team can see the full comment inside the contact record.
  3. Optionally, collect provider name, treatment type, or visit date for better analytics.

Step 2: Build the Feedback Short Form in GoHighLevel

For clients who are not happy, Glow Online Med Spa uses a short form to gather more detail before internal follow-up.

Configure the short form

  1. In GoHighLevel, create a new Form and name it something like Service Recovery Form or Feedback Follow-Up Form.
  2. Include fields for:
    • Client name and contact information (if not already collected).
    • Details about what went wrong.
    • Preferred method of follow-up (phone, email, text).
  3. Map each field to a custom field where appropriate, so information is stored and reusable.

Connect the survey to the short form

  1. In the survey editor, configure conditional logic or a redirect rule so that low scores automatically send clients to the short form page.
  2. Ensure that the contact’s email or phone is passed through, so the form submission is attached to the same contact in GoHighLevel.

Step 3: Create Custom Fields and Pipelines in GoHighLevel

To track every step of the review journey, Glow Online Med Spa uses custom fields and a dedicated pipeline within GoHighLevel.

Set up key custom fields

  1. Go to Settings > Custom Fields in GoHighLevel.
  2. Create fields such as:
    • Review Status (choices: Not Asked, Asked, Left Review, Needs Follow-Up).
    • Latest Survey Score.
    • Feedback Summary (mapped from open-ended survey comments).
  3. Link these fields to your survey and form questions to auto-populate them.

Create a review management pipeline

  1. Open Opportunities and add a new Pipeline, for example Reputation & Reviews.
  2. Add stages such as:
    • Survey Sent
    • Happy – Review Request Sent
    • Happy – Review Left
    • Unhappy – Needs Follow-Up
    • Unhappy – Resolved
  3. Use this pipeline to see where each client sits in your review and recovery process at a glance.

Step 4: Build the Automation Workflow in GoHighLevel

The Glow Online Med Spa guide relies heavily on automation workflows inside GoHighLevel to run the entire process with minimal manual effort.

Trigger the workflow after appointments

  1. In the Workflows area, create a new workflow, naming it Post-Visit Review Automation.
  2. Add a Trigger such as:
    • Appointment status updated to Completed, or
    • Tag added like Visited Med Spa.
  3. Set a delay (for example, a few hours after the appointment) before sending the survey link.

Send the survey invitation

  1. Add an SMS or Email action within the GoHighLevel workflow.
  2. Include a friendly message from your med spa and a link to the client experience survey.
  3. Optionally use merge fields to personalize by first name and provider.

Branch logic: happy vs. unhappy clients

  1. Add a conditional step that checks the survey score or answer.
  2. For high scores (happy clients):
    • Update the Review Status custom field to Asked.
    • Move the contact to the Happy – Review Request Sent stage in the pipeline.
    • Send a follow-up SMS or email that invites them to leave a public review.
  3. For low scores (unhappy clients):
    • Update Review Status to Needs Follow-Up.
    • Move the contact to the Unhappy – Needs Follow-Up stage.
    • Notify your team via internal email, task, or Slack integration so they can reach out.

Step 5: Configure Review Request Messages in GoHighLevel

The message templates are critical. Glow Online Med Spa uses simple, direct requests that guide happy clients to the right review platforms.

Create SMS or email templates

  1. In GoHighLevel, open the Marketing or Templates area.
  2. Create a Review Request SMS and email template that:
    • Thanks the client for their visit.
    • Mentions their specific provider or treatment when relevant.
    • Includes direct links to Google and other review sites.
  3. Include a brief note that their feedback helps your med spa grow and supports your staff.

Use conditional routing for review links

In some setups similar to Glow Online Med Spa, GoHighLevel can send platform-specific links depending on client preference or location.

  • Use separate workflows or conditions per location, each with the correct review URL.
  • Tag clients by location or service line and branch your workflow accordingly.

Step 6: Handle Unhappy Clients Professionally with GoHighLevel

One of the strengths of the Glow Online Med Spa system is its focus on service recovery. GoHighLevel helps your team respond quickly.

Notify internal team members

  1. Within the workflow branch for unhappy clients, add an Internal Notification step.
  2. Send an email or SMS to the appropriate manager with:
    • Client name and contact details.
    • Survey score and comments.
    • Link to the contact record in GoHighLevel.
  3. Optionally create a task or add a note within the opportunity record.

Track resolution status

  1. After your team contacts the client, update the Review Status field to Resolved and move the opportunity to the Unhappy – Resolved stage.
  2. You may decide to send a follow-up message asking whether the issue was resolved satisfactorily.
  3. If the client is now happy, you can send a gentle review request, still managed through GoHighLevel.

Monitoring and Optimizing Your GoHighLevel Review System

Once everything is running, you can use GoHighLevel reporting, pipelines, and contact views to monitor performance.

  • Review how many surveys are sent and completed.
  • Track how many clients move from Happy – Review Request Sent to Happy – Review Left.
  • Analyze common themes in unhappy feedback and adjust operations accordingly.

To compare other automation strategies, you can reference the original Glow Online Med Spa guide on the official GoHighLevel support site here: Glow Online Med Spa Reputation Management Guide.

Next Steps and Additional Resources

If you want expert help designing more advanced GoHighLevel automations, funnel strategies, or multi-location med spa setups, you can explore consulting resources at Consultevo.

By following the Glow Online Med Spa framework and implementing it in your own GoHighLevel account, your med spa can create a consistent, automated system that grows five-star reviews while protecting your brand reputation through quick service recovery.

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