Review campaigns break down fast when the setup is messy. The issue is not just sending texts or emails, it is keeping each client cleanly separated while still scaling efficiently. If everything runs through the same number or poorly structured accounts, problems show up in deliverability, tracking, and management. In this post, we walk through a simple system that keeps campaigns organized from day one, balances speed with structure, and avoids the bottlenecks most agencies run into as they grow.
Table of Contents
Our approach: unique GHL phone setup per client, shared email early on
For review campaigns, we generally use a unique number for each client, not one number shared across everyone.
That said, we do not always need a separate email identity for every single client right away. In many cases, we start with a shared email account for all review campaigns, especially when the goal is to launch quickly and keep administration simple.
How we handle the email: Workspace + an app password for SMTP
When it comes to email for GHL review workflows, we like to set things up so it is repeatable and reliable. Our method starts with Google Workspace.
Create a single Workspace account for the review system
We use one Workspace-based email for review campaigns that are launched in the early stage. For example, we created an email address like feedback.rating.page (we own the domain and set the email up in Workspace).
Use a GHL “app password” so the email can be reused
In GHL, we create an app password for Workspace so GHL can use Workspace as the SMTP email provider.
The key idea is this: once we create the app password, we can reuse the same email address across many sub accounts inside GHL. That means one setup can support multiple client review campaigns.
So while we separate phone numbers per client, we can keep the email system shared at first.
Got SEO Questions? Get answers every week at 4pm ET at Hump Day Hangouts. Ask questions ahead of time, or live – just go to: https://semanticmastery.com/hdho (bookmark this!) 10+ years of insights given every week!
Get your checklist to help get better results with GBPs, faster.
When we upgrade: dedicated domain-specific Workspace for larger clients
At some point, many clients want their own dedicated email and branding. We also prefer it once a client reaches a certain level.
So until they hit that threshold, we use the shared review email like feedback.rating.page. But when they upgrade into one of our higher Local SEO retainer packages, we will set them up with their own domain-specific Workspace account.
At that point, that dedicated email becomes the email account used for their GHL sub account(s).
And if a client already has their own Workspace account, we integrate theirs instead. That is usually the cleanest option.
Toll-free vs local numbers: what we use for review campaigns
Next is the question of phone numbers. Do we issue a toll-free number or a local number for review outreach?
For a while, we issued toll-free numbers (like 800 numbers) because they were faster to register and verify.
In our setup, we would still keep the number separate per client, even when we used toll-free. So one client would get one dedicated number, not shared with anyone else.
Over time, the process improved, and the need to rely on toll-free numbers decreased for newer sub accounts.
A2P registration speed: what changed for us
We also track how long it takes to get phone numbers approved.
Historically, we had two patterns:
- Local numbers with A2P verification: sometimes took between 10 to 21 days to complete.
- Toll-free numbers: could often be verified in about 3 to 5 days.
That timing matters because review campaigns often start as soon as the campaign setup is complete.
Our planning rule: start about seven days out
When local number verification was slower, we usually told clients: “We will start this in about 7 days.”
That buffer served two purposes:
- We register and verify the phone number
- We give the client time to gather and send their contact list
What we see now: A2P is faster (but costs $25)
In our last few sub accounts, A2P has been much faster. We have seen verification in around 3 days after paying a $25 registration fee.
So the current pattern for us is:
- We still use the shared review email until the client upgrades.
- We issue either a local number or toll-free number depending on what is easiest to verify right now.
- We plan for the setup timeline based on current verification speeds.
Client intake makes A2P easier
Here is a part that saves real time: we collect what we need upfront.
In our intake form, we capture the exact information needed to complete the A2P registration. That way, we are not hunting for details later.
It turns a slow, multi-step process into something we can run as part of the service without delays.
How we bundle setup costs into our review campaign fee
To keep things simple for clients, we roll setup work into one clear fee.
Our review campaign service includes a $299 setup fee, and that covers things like:
- A2P registration costs
- Buying a domain for the client if we need to
- Paying for the phone number
- Time to set everything up (including time from our team)
This means the client is not surprised by a separate bill for number registration and setup tasks.
So what is the actual answer: one number or separate numbers?
Based on how we run review campaigns:
- Use a unique phone number per client. That keeps campaigns clean and separate.
- Use one shared email identity early on. We reuse a Workspace email through GHL SMTP using an app password.
- Upgrade to dedicated email when the client is at a higher retainer level. Or if they already have their own Workspace account.
This approach helps us scale across many sub accounts without turning setup into a mess.
FAQ
Do we use the same GHL number for all review campaigns?
No. We use a unique phone number per client so each review campaign stays separated and easier to manage.
Can we reuse the same email address across multiple GHL sub accounts?
Yes. We set up one Google Workspace email and use a GHL app password so that one email identity can support many sub accounts.
When do we switch to a client-specific Workspace account?
We switch once the client reaches a certain subscription or retainer level (or if they already have their own Workspace account). Until then, we use our shared review email.
Should we use a toll-free number or a local number for reviews?
It depends on verification speed. We used toll-free numbers when local A2P verification was slower. Lately, A2P for local numbers has been faster for our newer sub accounts, so we can use local numbers too.
How long does A2P registration take?
Historically, it could take 10 to 21 days. More recently, we have seen verification in about 3 days after paying the $25 registration fee.
How do we plan campaign start dates while numbers are being verified?
We typically plan around a buffer. In the past we often told clients to expect around 7 days so we could complete registration and so the client could send their contact list.
Bottom line: separate phone numbers per client, shared SMTP email early on, and upgrade to dedicated Workspace when the client is ready. That mix helps us scale review campaigns in GoHighLevel without slowing down setup.