Team Collaboration Best Practices

Choosing the Right Role

The role you assign to each team member should match their responsibilities and trust level. Over-permissioning leads to accidental changes; under-permissioning creates bottlenecks.

Review Approval Workflow

For locations on the Premium plan, we recommend enabling the require-approval toggle for any reviews below 4 stars. This lets the AI draft responses instantly but gives a human the chance to review sensitive replies before they go live. Assign one or two Managers per location to own the approval queue.

Handling Negative Reviews

Negative reviews require a careful, empathetic touch. We recommend the following workflow:

1. Let the AI generate an initial response — it will use the empathetic tone configured in your AI preferences.
2. A Manager or Admin reviews the draft in the approval queue.
3. If the review mentions a specific incident, the Manager edits the response to acknowledge it and offer a resolution.
4. The Manager approves the final response for publishing.
5. For especially serious reviews, escalate internally before responding. Use the pending queue as a holding area.

Communication Tips

• Brief your team on what ReviewPilot does before giving them access — context reduces confusion.
• Share your AI preference settings with Managers so they understand the tone the AI is trained on.
• Create a shared document (outside ReviewPilot) with response guidelines for edge cases the AI may not handle perfectly.
• Hold a monthly review of analytics across locations to align on reputation goals.

Security Recommendations

• Remove team members as soon as they leave the company — do not wait for a batch cleanup.
• Audit the Team page quarterly to verify every member still needs their current role and location access.
• Avoid sharing Owner credentials. Use the Admin role to delegate operational tasks.
• When working with external contractors, assign the Manager role with access limited to only their relevant locations.