Agent setup guide
Testimonial & Review Requester
Two weeks after a deal is delivered, asks the customer for a testimonial, reminds them once and shares responses in #wins.
What it does
Two weeks after a deal is delivered, asks the customer for a testimonial, reminds them once and shares responses in #wins.
- Starts when a HubSpot deal enters the stage you pick (e.g. Live or Delivered), then waits 14 days (change it, up to 30).
- Finds the deal's contact and AI writes a short, personal ask with 3 easy prompts, your testimonial form link and an optional public review link.
- With review on (the default) a teammate approves the ask and its reminder before anything is sent.
- A week later, looks the customer up in your responses sheet: a testimonial goes to your #wins Slack channel word for word, with the publishing permission.
- No response gets one gentle reminder, and nothing after that.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- HubSpot, Google Sheets and Slack, connected in Settings → Integrations.
- A testimonial form (e.g. Google Forms) that writes responses with the customer's email to a sheet.
What it doesn't do
- It never offers rewards, discounts or gifts for a review and never asks for a 5-star review (FTC and Google rules).
- It sends one reminder at most and doesn't post anything publicly.
- It doesn't write the case study: pair it with Case Study Drafter.
- Waits need Wait steps (migration 0062) in your workspace.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: HubSpot, Google Sheets and Slack.
- The app it watches, connected in Settings → Integrations (the agent starts from an app event).
- About 15 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect HubSpot
Connect the HubSpot account with your deals (Settings → Integrations → HubSpot).
3. Connect Google Sheets
Connect the Google account that can open your testimonial responses sheet.
4. Connect Slack
Connect the Slack workspace your team uses (Settings → Integrations → Slack).
5. Add your links and sign-off
Open “Write the ask” and replace the placeholder with your form link, optional review link and sign-off.
| Setting | What to enter | In step |
|---|---|---|
| Your testimonial details | Replace the placeholder with your company name, what you delivered, your testimonial form link, an optional public review link, your sign-off and whether to review every ask (yes by default). It starts as “[PASTE YOUR COMPANY NAME, WHAT YOU DELIVERED IN A FEW WORDS, YOUR TESTIMONIAL FORM LINK, YOUR PUBLIC REVIEW LINK (OPTIONAL), YOUR SIGN-OFF AND “REVIEW EVERY REQUEST: YES” (OR NO) HERE]” until you replace it. | “Write the ask” |
6. Pick the delivered stage
Open the trigger and pick the HubSpot account, pipeline and the stage that means delivered; then pick the account on “Find the deal's contacts”.
| Setting | What to enter | In step |
|---|---|---|
| HubSpot account (trigger) | The HubSpot account with your deals. Pick your connected HubSpot account. | “Deal reaches your “delivered” stage” |
| Deal pipeline | The pipeline your deals are in (pick it on the trigger). | “Deal reaches your “delivered” stage” |
| Delivered stage | The stage that means the work is delivered or live, e.g. “Live” or “Project complete”. | “Deal reaches your “delivered” stage” |
| HubSpot account (contacts) | The same HubSpot account, used to find the deal's contacts. Pick your connected HubSpot account. | “Find the deal's contacts” |
7. Pick the responses sheet
Open “Look for their response” and pick the account, spreadsheet, tab and email column.
| Setting | What to enter | In step |
|---|---|---|
| Google account | The Google account that can open your testimonial responses sheet. Pick your connected Google Sheets account. | “Look for their response” |
| Responses spreadsheet | Paste the link of the spreadsheet your testimonial form writes to. | “Look for their response” |
| Responses tab | The tab responses are added to, e.g. Form Responses 1. | “Look for their response” |
| Email column | The header of the column holding the customer's email in the responses sheet, e.g. Email address. | “Look for their response” |
8. Add your inbox and #wins
Open the two email steps and enter the Reply-to, then “Share it in #wins” and pick the account and channel.
| Setting | What to enter | In step |
|---|---|---|
| Your inbox (replies) | Customers' replies to the ask come back to this address. | “Email the ask” |
| Your inbox (reminder replies) | The same address, for replies to the reminder. | “Send the gentle reminder” |
| Slack account | The Slack workspace your team uses. Pick your connected Slack account. | “Share it in #wins” |
| #wins channel | The channel new testimonials are shared in, e.g. #wins. | “Share it in #wins” |
9. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
10. Switch the trigger on
Open the trigger and press “Activate app trigger”. Deals entering the stage are picked up on your plan's schedule interval.
How it works
The agent is a normal workflow with 17 steps (2 AI steps, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- Deal reaches your “delivered” stage — Starts on “Deal entered a stage” in HubSpot (an app event). Starts a run when a HubSpot deal enters the stage you pick (e.g. Live, Delivered or Project complete). Checked on your plan's schedule interval.
- Wait 14 days — Waits 14 days. Gives the customer two weeks to see results before asking. Change the number of days on this step (up to 30).
- Find the deal's contacts — HubSpot: Find records. Finds the contacts associated with the deal (name, email, job title).
- Write the ask — AI step (runs on your AI provider key). AI picks the main contact and writes a short, personal ask with 3 easy prompts, your testimonial form link and (optionally) your public review link — plus one gentle reminder for later.
- Approve the ask first? — Decision: picks the branch to follow. With review on (the default) or a deal that looks like a problem, the ask waits for approval; otherwise it's sent at once.
- Approve the ask — A person approves or rejects it in Reviews (the run waits). Branch: Review first. A teammate checks the ask and the reminder in Reviews, edits them if needed and approves. Reject to skip this customer.
- Has an email? — Decision: picks the branch to follow. Branch: Send without review / Approved. Deals without a contact email can't be asked; everything else is sent (as approved, when review is on).
- No contact email — Kept in the run history. Branch: No email. The deal has no contact with an email; nothing was sent.
- Email the ask — Sends an email from your workspace's sender. Branch: Send. Sends the ask from your workspace's sender, with replies to your inbox.
- Wait 7 days — Waits 7 days. Gives the customer a week to respond.
- Look for their response — Google Sheets: Find a row. Looks up the customer's email in your testimonial responses sheet (where your form writes).
- Responded? — AI step (runs on your AI provider key). AI reads the response row: a testimonial in → a short post for your #wins channel; nothing yet → the one gentle reminder.
- Testimonial in? — Decision: picks the branch to follow. A response goes to #wins; no response gets the one gentle reminder.
- Share it in #wins — Slack: Post a message. Branch: Responded. Posts the testimonial (word for word) and the publishing permission to your wins channel.
- Testimonial shared — Kept in the run history. The run history keeps the response and the Slack post.
- Send the gentle reminder — Sends an email from your workspace's sender. Branch: No response. Sends the one reminder written (and approved) with the ask.
- Reminded once — Kept in the run history. One reminder sent; the agent won't ask again.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. The sample has the same shape as a real event from the app.
Sample data fields
dealname, id, amount, pipeline, dealstage, closedate, owner_id, createdate.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
- Wait steps don't wait: they report how long they would wait and the run goes on.
Go live
- Open the trigger and press “Activate app trigger”. Deals entering the stage are picked up on your plan's schedule interval.
- Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
Where do responses come from?
From the sheet your testimonial form writes to (e.g. a Google Form). The agent finds the customer's row by the email column you name; ask for their email in the form.
Why no rewards?
Offering anything of value for a review breaks FTC rules and Google's and most review sites' policies. The ask is personal and easy to say no to, and it never asks for a 5-star review.
Can I change the 14 days?
Yes: open “Wait 14 days” and set any number up to 30.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
- No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
- A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
- A run shows “Waiting until …” in History: that's a Wait step; it continues on its own (it can be cancelled through the API).
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .