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 now automate 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! 

                                          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, your money spent will be worthwhile.  

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