Attributing Reviews to Staff & Notifications

Last updated: July 22, 2026

Every review in TeamCare is tied to the staff members who earned it, and a "New Review" email can celebrate that team when a review comes in. This article covers both.

Why Attribution Matters

Attributing a review to the right team members is what powers the rest of the feature:

  • It drives the staff leaderboard (who's earning reviews).

  • It determines who gets the bonus if you've turned on the Five-Star incentive.

  • It's who's listed in the "Team Involved" section of the notification email.

A review must have at least one staff member attached — saving one without any produces the error "Must add at least one staff member."

How Attribution Happens

Automatically (during Google sync)

When a Google review is imported, TeamCare tries to figure out who it belongs to:

  1. It takes the reviewer's name and looks for a patient who had a completed appointment within about 30 days of the review date.

  2. It uses smart (fuzzy) name matching, so small spelling differences still match.

  3. When it finds the patient, it attributes the review to the staff who were on that appointment.

If the reviewer's name can't be matched to a recent patient, the review still imports — it just comes in without a team assigned, and the notification will note that "Patient matching was unsuccessful, so the team could not be populated." A manager can then attribute it manually.

Manually (in the review form)

Managers can add or change who a review is attributed to:

  1. Open the review (from the Logs list or the leaderboard).

  2. In the Staff Members section, use Select Staff to choose a team member.

  3. Click Add Provider to attribute additional team members.

  4. Remove a staff member with the remove control, and save.

Note on permissions: Adding or editing staff attribution is a manager-only action. Non-managers can view attribution but can't change it. (When logging a brand-new review, the person creating it can set the initial staff.)

The "New Review" Notification

When a qualifying review is created, TeamCare sends a "New Review" email so the team can celebrate.

When it sends

The email goes out automatically when both of these are true:

  • Review Notifications are enabled, and

  • The review's rating is at or above your Minimum Star Rating (default: 4 stars).

It sends for reviews that arrive through the ongoing hourly sync (and manually logged reviews). It does not send during the one-time Google backfill of your review history.

Who receives it

  • The email is addressed to your practice email.

  • Team members are included via CC — or BCC if your practice has employee privacy turned on, so staff emails aren't exposed to each other.

What it contains

  • The star rating and the platform (e.g. Google).

  • The review text (or "Star rating only" if there's no written content).

  • A "Team Involved" section listing each attributed staff member with their photo, name, and role.

  • A "See here" button linking to the review.

Sending it manually

You can also send the announcement on demand: open a review, go to the Staff Announcement tab, and use Send Mail. This is handy after you've manually corrected who a review is attributed to.

Settings That Control This

Under Settings → Marketing → Reviews → Notifications:

Setting

Default

What it does

Review Notifications

On

Turns the "New Review" email on or off

Minimum Star Rating

4+ stars

The lowest rating that triggers a notification. Options: All reviews, 1+, 2+, 3+, 4+, or 5 stars only

Frequently Asked Questions

Q: A review came in with no team assigned. Why? TeamCare couldn't confidently match the reviewer's name to a recent patient. Open the review and have a manager attribute the correct staff in the Staff Members section.

Q: A review was attributed to the wrong person. A manager can open the review and edit the Staff Members section, then optionally re-send the announcement from the Staff Announcement tab.

Q: We got no email for a 3-star review. Your Minimum Star Rating is likely set to 4+. Lower it under Settings → Marketing → Reviews if you want notifications for lower ratings.

Q: Can I stop the emails entirely? Yes — turn off Review Notifications in the same settings page. Reviews will still sync and appear; they just won't email.

Q: Why can't I edit who a review is attributed to? Editing attribution is manager-only. Ask a manager to make the change.