> ## Documentation Index
> Fetch the complete documentation index at: https://help.hoopai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Email templates for review requests

> Customize recurring email templates for automated review follow-ups to improve engagement and conversion rates.

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.

<Frame caption="Email templates for review requests — customizable templates for each automated follow-up send">
  <img src="https://mintcdn.com/hoopai-84ec0cdc/hD-ppANqjXRzmsAJ/images/reputation-reviews-add.png?fit=max&auto=format&n=hD-ppANqjXRzmsAJ&q=85&s=fe77f81ddc872607b493a528ddf6c40b" alt="Review email templates" width="1161" height="432" data-path="images/reputation-reviews-add.png" />
</Frame>

## 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

## Setting up email templates

<Steps>
  <Step title="Access settings">
    Navigate to **Reputation > Settings > Email Review Requests**.
  </Step>

  <Step title="Enable email requests">
    Ensure the Email Review Requests toggle is turned on.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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
  </Step>

  <Step title="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.
  </Step>

  <Step title="Configure subject lines">
    Set a subject line for each recurring email in the sequence to ensure clarity and relevance for each follow-up.
  </Step>

  <Step title="Save and activate">
    Save and activate your settings. Emails will be sent automatically according to your configured schedule.
  </Step>
</Steps>

<Frame caption="Email builder — drag-and-drop editor for customizing review request email design and content">
  <img src="https://mintcdn.com/hoopai-84ec0cdc/8BZonhAp8IB5hpm1/images/marketing-email-templates-editor.png?fit=max&auto=format&n=8BZonhAp8IB5hpm1&q=85&s=4b1dec61e951f6830680bfaf3cd8d048" alt="Email template builder" width="1254" height="582" data-path="images/marketing-email-templates-editor.png" />
</Frame>

<Frame caption="Template sequence — configure subject lines and preview the multi-send follow-up schedule">
  <img src="https://mintcdn.com/hoopai-84ec0cdc/zfKs7gXq08wU33xh/images/marketing-email-campaigns-list.png?fit=max&auto=format&n=zfKs7gXq08wU33xh&q=85&s=93b735283b6e00da190aa05ff5c6a9c2" alt="Email template sequence" width="1568" height="537" data-path="images/marketing-email-campaigns-list.png" />
</Frame>

<Frame caption="Setting up email review request templates — end-to-end walkthrough">
  <img src="https://mintcdn.com/hoopai-84ec0cdc/N1izaanQE3USbbUJ/images/reputation-email-templates.gif?s=e2fed3c4dbadac8bde663e40bde8a94b" alt="Email review request template setup walkthrough" width="1556" height="706" data-path="images/reputation-email-templates.gif" />
</Frame>

## 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

<Warning>
  The live template that is currently active cannot be deleted. To delete it, you must first reassign another template as the active one.
</Warning>

<Tip>
  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.
</Tip>

## FAQs

<AccordionGroup>
  <Accordion title="How many follow-up emails can I send?">
    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.
  </Accordion>

  <Accordion title="Can I use different templates for each follow-up email?">
    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.
  </Accordion>

  <Accordion title="Do review request emails stop after a contact leaves a review?">
    Yes. Once a contact submits a review, the system stops sending further follow-ups to that contact automatically.
  </Accordion>

  <Accordion title="Can I preview a template before activating it?">
    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.
  </Accordion>

  <Accordion title="Why can't I delete my active email template?">
    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.
  </Accordion>
</AccordionGroup>