Post-visit review texts for vets

> Cost: Paid. Weave starts at $199 a month (Base). Reminders, forms and recall sit in the Coordinate bundle ($149) and reviews in the Attract bundle ($149); some items are quoted separately. There is no free trial of the full platform.

Honest note: Rules, not AI. The clinic opened in June 2022 and saw 250-300 clients a week, so a fast review count is partly volume. "Nearly all new clients say they came because of Google reviews" is the clinic's own report, and the no-show improvement from the $50 first-time deposit has no numbers. Weave's own review setup does not gate by rating, which fits Google's policy.

Prerequisites

• A Weave account with your phone number and practice software connected (Weave onboards you).
• Weave admin access (some pages need Super Admin, Phones Manager or Payment Admin).
• Your practice software connected to Weave (the story used ezyVet; Weave sets the connection up).
• A claimed Google Business Profile, and a deposit policy you have written and are allowed to charge.

Step-by-step setup

Step 1. Review requests after each visit. Settings → Messaging → Manage Auto-Messages → Create Auto-Message, choose the review request type, set the timing (the story used a couple of hours after the appointment), pick your template, and save. Make or edit the template at Messages → Settings → Manage Message Templates → Create New Template → Review Request. Weave skips clients who were asked in the last 30 days, and its setup does not route unhappy clients away from Google.

Step 2. Intake forms by text. In a contact profile click Send Form, choose the form or packet, click Next, pick the phone number and Send. Or go to Digital Forms → My Forms, select a form, click Send, choose the recipient and send by Message, Email or Kiosk. To send forms automatically with reminders, attach the form when you build the reminder. Forms use a unique link and a one-time password; most general fields auto-fill for returning clients, but signatures, card details and SSN do not.

Step 3. Tell first-time clients the deposit policy in writing. Send the policy by text when they book, so there is a record they were told: amount, what it covers, when it is refunded, and how to cancel. The story's clinic used $50 for first-time clients. To collect it, use Payments → Requests → ⋮ → Collect Payment → Text to Pay. Check your local rules on deposits and cancellation fees first.

Step 4. Keep the record. Turn on call recording at Settings → Phone → Call Recording (toggle on → I Agree → choose All Calls, Inbound Calls or Outbound Calls). Recordings and text history help settle disputes; check your recording-consent laws.

What success looks like

A visit finishes and the client gets a text with your Google link; reviews appear under Read Reviews. Write down your starting review count; the clinic's 367 came over two years.

Common issues & fixes

• No review text: the appointment status must sync to Weave (Settings → Organizational Settings → Data Sync).
• Dispute over a deposit: the recorded call and the text with the policy are your evidence.
• Wrong form version: forms attached to reminders go out for each appointment type you attach them to.

Optional: Maintenance

• Monthly: count Google reviews and reply to all.
• Quarterly: re-read the deposit policy text for accuracy.

Copy-paste prompt

Use this prompt to write the deposit-policy text. Fill in your numbers and rules.

Write a short, friendly text from a veterinary clinic to a first-time client confirming their appointment on [DATE]. State clearly that new clients pay a [AMOUNT] deposit which is applied to their bill, say when it is refundable and how to cancel ([RULES]), and give the clinic number [PHONE]. Under 400 characters, no legal jargon.

Sources

• Case: Weave customer story (vendor PDF). Credit: the owner of a veterinary clinic that opened in June 2022 (vendor-supplied).
• Weave Help: Create and Manage Review Requests
• Weave Help: Set Up Reviews
• Weave Help: Digital Forms: Send a Form or Packet
• Weave Help: Send a Text to Pay request
• Weave Help: Set Up Call Recording
• Weave plans