Overview: Response Templates let you create reusable responses to reviews that automatically fill in customer and location details. This speeds up reply management and ensures consistent messaging across all your locations.

Access: Templates are managed in Admin > Response Templates section. Only administrators can create, edit, and delete templates.

Creating a Template: Click the "New Template" button to open the form. Fill in:

• Title: A descriptive name for your template (e.g., "Thank you for 5-star review", "Negative review response", "Follow-up question")

• Category: Optional grouping label to organize templates by type or audience segment (e.g., "Positive", "Negative", "General")

• Content: The response message. Use special variables for dynamic content:

Variable Substitution: When you use a template, these variables are automatically replaced with actual data:

• <NAME> - The reviewer's first name (e.g., "John")

• <LISTING> - Your business name (e.g., "ABC Restaurant Downtown")

• <LISTING_TEL> - Your business phone number (e.g., "(555) 123-4567")

Smart Filtering: Templates can be configured to show only for specific review scenarios:

• Brand: Optional brand name to filter templates for specific locations

• Active/Inactive: Deactivate templates without deleting them to temporarily hide from the reply interface

Using Templates: When replying to a review in the Reputation section, ProfilePilot shows matching templates. Click a template to populate the reply field with its content, then edit as needed.

Best Practices: 1) Create 3-5 core templates for different sentiment levels (5-star, 4-star, 2-3 star, 1-star) to handle most scenarios. 2) Use variables to personalize responses while maintaining efficiency. 3) Keep templates conversational and on-brand with your business voice. 4) Review reply history periodically and refine templates based on what works well.