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How To Automate Google Business Page Responses

If you have a business that receives a lot of reviews/ratings on your Google Business Page per month, you can automate responses one of two ways. 

You can do this one of two ways –  using ChatGPT and Zapier. The other option is to use IFTTT. A lot of businesses already have Zapier accounts so if that’s the case I’d recommend that approach. If you don’t the IFTTT integration is cheaper ($12/month).

Automating Responses with ChatGPT and Zapier

  1. ChatGPT responses to positive ratings and/or get an email notification whenever you receive a negative rating.

What You Need To Get Started

    1. Paid version of Zapier
    2. Paid version of ChatGPT. To top up credits:
        • Login to your ChatGPT account platform.openai.com, click on your account on the upper right corner and go to View API Keys

        • Click on Billing to Add to credit balance

  1.  

Once you have those two sorted out, you can now create the first workflow:

Workflow 1:  Auto Respond to Positive Business Page Reviews with Chat GPT

Login to your Zapier account and create a new Zap. For this workflow, there will be one Trigger and three Actions. Follow these steps to create the workflow:

    1. Add a Trigger: Search and select Google My Business

    • Under Event, select New Review then click Continue.

    • Under Trigger, go to the Location tab and select your Google Business Page then click Continue.

    • Test the Trigger and click Continue with selected record.

    1. Add Action: Search and select Filter by Zapier
        • Under Filter setup & testing, Only continue if:
            • Select “Number Rating”

            • Select “(Number) Greater than”

            • Type in “3” then click Continue

    1. Add Action: Search and select ChatGPT
        • Under Event, select Conversation then click Continue.

        • Under Account, select your ChatGPT account then click Continue.

        • Under Action, for “User Message”, select Comment from the dropdown then click Continue.

        • Scroll down to Assistant Instructions and type down a prompt for ChatGPT (e.g. “Create a response thanking the client for their positive review. Echo back any services that we provided for them. Don’t worry about addressing them by their name or leaving a spot for the client name.”)

        • Leave all other fields under Action as it is and then Click Continue.

    1. Add Action: Search and select Google My Business
        • Under Event, select Create Reply

        • Under Account, select your Google My Business account

        • Under Action:
            • For “Review Name”, select the Review Name from the dropdown

            • For “Your Reply”, select 3. Conversation in ChatGPT, scroll to the bottom of the dropdown menu and select “Reply” then click Continue.

        • Click Test action to test the automation and Publish when ready! 

Now that you have automated responses to your positive ratings, it’s now time to create the second workflow:

Workflow II: Automatically Send An Email Notification To Your Customer Service Rep When You Receive a Negative Review

    1. Add a Trigger: Search and select Google My Business

    • Under Event, select New Review then click Continue.

    • Under Account, select your Google My Business account then click Continue.

    • Under Trigger, go to the Location tab and select your Google Business Page then click Continue.

    • Test Trigger and click Continue with selected record.

    1. Add Action: Search and select Filter by Zapier
        • Under Filter setup & testing, Only continue if:
            • Select “Number Rating”

            • Select “(Number) is less than”

            • Type in “4” then click Continue

    1. Add Action: Search and select Gmail (or your email service provider)
        • Under Event, select Send Email then click Continue.

        • Select your email account

        • Under Step details, for
            • To: type in your email address

            • From Name: you may type in your name

            • Subject: you may write ‘New Negative Google Review’ or something to that effect

            • Body Type: plain

            • Body: Please action negative review from, select “Reviewer Name”

        • Click Test action to test the automation and Publish when ready! 

How To Automate Responses To Your Google Business Page Using IFTTT

  1. Create an IFTTT account
  2. Add the Google Business Profile service and authorize access.
  3. Add ChatGPT to the account.

Find this Applet:

https://ifttt.com/applets/yHBGXKuS-automatically-use-chatgpt-to-respond-to-new-google-my-business-reviews

At this point you’ll need to subscribe to the Pro+ version of IFTTT in order to use the AI features which costs $12/month.

Having those two workflows setup saves you a lot of time and energy from replying to each and every review you receive. And in the event that you get a negative review (low rating), you or your customer service representative will be notified so you can then apply your SOP’s to handle those negative reviews. It doesn’t cost a lot of money to do and if you are generating a lot of reviews monthly and having someone manually reply to them, this is probably the better solution.

While, responding to reviews doesn’t directly impact Google Business Page rankings it shows customers you’re engaged and activity in general (whether it’s adding new photos, responding to review or adding posts) on the Google Business Page tends to be a net positive.

    1. Add Action: Search and select Gmail (or your email service provider)
        • Under Event, select Send Email then click Continue.

        • Select your email account

        • Under Step details, for
            • To: type in your email address

            • From Name: you may type in your name

            • Subject: you may write ‘New Negative Google Review’ or something to that effect

            • Body Type: plain

            • Body: Please action negative review from, select “Reviewer Name”

        • Click Test action to test the automation and Publish when ready! 

How To Automate Responses To Your Google Business Page Using IFTTT

  1. Create an IFTTT account
  2. Add the Google Business Profile service and authorize access.
  3. Add ChatGPT to the account.

Find this Applet:

https://ifttt.com/applets/yHBGXKuS-automatically-use-chatgpt-to-respond-to-new-google-my-business-reviews

At this point you’ll need to subscribe to the Pro+ version of IFTTT in order to use the AI features which costs $12/month.

Having those two workflows setup saves you a lot of time and energy from replying to each and every review you receive. And in the event that you get a negative review (low rating), you or your customer service representative will be notified so you can then apply your SOP’s to handle those negative reviews. It doesn’t cost a lot of money to do and if you are generating a lot of reviews monthly and having someone manually reply to them, this is probably the better solution.

While, responding to reviews doesn’t directly impact Google Business Page rankings it shows customers you’re engaged and activity in general (whether it’s adding new photos, responding to review or adding posts) on the Google Business Page tends to be a net positive.

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Dan

Dan is a Digital Marketing Strategist specializing in SEO. With over ten years of experience, he has worked on everything from local mom and pop shops to national e-commerce brands. You can follow him on Twitter @danthewolfe

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