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Customizing your email templates for review requests helps maintain brand consistency and improves the likelihood that contacts will leave a review. The HoopAI Platform supports multiple recurring emails with custom templates for each send.
Review email templates

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Benefits of custom templates

  • Efficiency — leverage pre-designed templates, eliminating the need to craft emails from scratch
  • Brand consistency — ensure every message aligns with your organization’s tone and identity
  • Higher engagement — well-crafted emails with clear CTAs increase review submission rates

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Setting up email templates

1

Access settings

Navigate to Reputation > Settings > Email Review Requests.
2

Enable email requests

Ensure the Email Review Requests toggle is turned on.
3

Set maximum retries

Set Maximum retries to a value greater than 1 to allow multiple follow-up emails. A preview of the template sequence appears in the “Choose email templates for your email requests” section.
4

Create or select templates

You have three options:
  • Click Set Email Templates to choose from existing templates
  • Click Create New to build a custom template from scratch
  • Import a template from the Template Library
5

Customize the design

Drag and drop email elements into the builder to customize the design and content, ensuring it aligns with your brand. Rename your template and preview it before publishing.
6

Configure subject lines

Set a subject line for each recurring email in the sequence to ensure clarity and relevance for each follow-up.
7

Save and activate

Save and activate your settings. Emails will be sent automatically according to your configured schedule.
Email template builder
Email template sequence
Email review request template setup walkthrough

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Managing templates

After creation, use the three-dot actions menu on any template to:
  • Preview the template
  • Edit the design or content
  • Duplicate for use as a base for another template
  • Refresh to update the template data
The live template that is currently active cannot be deleted. To delete it, you must first reassign another template as the active one.
Create a sequence of 2–3 emails spaced a few days apart. The first email is a warm introduction, and follow-ups serve as gentle reminders for contacts who haven’t responded yet.

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FAQs

You can configure up to the number of retries set in Maximum retries under Email Review Requests settings. Each retry sends the next template in your sequence, so set a different template for each send to keep messaging fresh.
Yes. When Maximum retries is greater than 1, the template sequence area displays one slot per send. Assign a distinct template to each slot to vary the subject line and content across follow-ups.
Yes. Once a contact submits a review, the system stops sending further follow-ups to that contact automatically.
Yes. Use the three-dot actions menu on any template and select Preview to see exactly how the email will appear to recipients before making it active.
The currently active template is locked to prevent accidental disruption of live review requests. Create or assign a different template as active first, then delete the old one.
Last modified on March 4, 2026