Documentation
Everything you need to set up Feedback Guardian, collect feedback, and turn customer insights into action.
Getting Started
Set up your account and start collecting feedback in minutes
Creating Your Account
When you sign up for Feedback Guardian, a 14-day free trial is automatically activated. During your trial you get up to — locations, unlimited feedback points, and up to — responses per month. No credit card is required to start your trial.
Your First Location & Feedback Point
Start by creating a location — a physical place like 'Downtown Office' or 'Main Street Restaurant.' Then add feedback points within it (e.g., 'Front Desk,' 'Restroom'). The onboarding wizard walks you through creating both when you first sign up. Each feedback point gets its own QR code, custom question, and analytics. Location-level settings like review platform links and public sharing apply to all feedback points within that location.
Sharing Your Feedback Form
Once created, each feedback point gets a unique URL and QR code. Customers visit this URL — either by scanning the QR code or clicking a shared link — and are presented with a simple, anonymous rating form. You can copy the URL directly, download a professional print-ready QR code PDF, or generate a shareable link for embedding.
QR Codes & Print Templates
Download professional print-ready PDFs for your feedback points
Downloading QR Codes
Click the "Download QR Code" button on any feedback point card in your dashboard. A template picker will appear with four professional print-ready options to choose from.
Template Options
Full Page (8.5" x 11") — a large poster ideal for walls, bulletin boards, and high-traffic areas. Half Page (8.5" x 5.5") — a compact flyer for countertops and reception desks. Table Tent (4.25" x 5.5") — a foldable card for restaurant tables, hotel rooms, and waiting areas. Business Cards (3.5" x 2", 8 per page) — small cards to hand out at checkout or leave in stacks.
What's Included in Each PDF
Every template includes your QR code, clear instructions for customers on how to scan and leave feedback, reassurance that the process is anonymous and takes under 30 seconds, your business name, and your feedback point name. If you're on the Professional or Enterprise plan with custom branding configured, your brand colors will be applied to the PDF as well.
Tips for Placement
Place QR codes at eye level in high-traffic areas. Near the exit is ideal — customers have completed their experience and can give informed feedback. Restrooms, checkout counters, and waiting areas are also effective placements. Laminate printed PDFs for durability.
Kiosk Mode
Deploy feedback forms on shared tablets and kiosk stations
What is Kiosk Mode?
Kiosk Mode is an alternative way to collect feedback using a shared device like a tablet or kiosk station instead of having customers scan a QR code on their own phone. In Kiosk Mode the feedback form automatically resets after each submission so the next customer can provide feedback without any manual intervention.
How to Enable Kiosk Mode
Add /kiosk to the end of any feedback form URL. For example, if your form URL is feedbackguardian.com/f/your-id, the kiosk URL would be feedbackguardian.com/f/your-id/kiosk. You can find the ready-to-copy kiosk URL in your feedback point's Settings tab in the dashboard.
Kiosk vs Standard Mode
In standard mode (QR code scanning), the form displays a permanent "Thank You" screen after submission — the customer is expected to close the page. In Kiosk Mode, a configurable countdown appears after submission (1–20 seconds, default 5) and the form automatically resets, ready for the next customer. Smart Review Booster is disabled in Kiosk Mode since customers are not on their personal devices.
Analytics in Kiosk Mode
QR scan tracking and unique visitor metrics are automatically disabled in Kiosk Mode. Since kiosk devices don't involve QR code scanning, counting page loads as "scans" would inflate your numbers and misrepresent actual foot traffic. Feedback responses submitted through a kiosk are still recorded and counted in all your analytics — only the scan and visitor tracking is excluded.
Tips for Kiosk Deployment
Use your browser's fullscreen mode (F11) for a clean, distraction-free experience. Mount the tablet securely in a visible location near the point of service. Consider using a tablet lock or kiosk enclosure to prevent customers from navigating away from the feedback form.
Feedback Follow-Up Prompt
When enabled, customers who give a 1-3 star rating without leaving a comment are shown a follow-up screen encouraging them to share what went wrong. This helps you collect actionable feedback from unhappy customers — a low rating alone is hard to act on. Customers can always skip the prompt with a "No thanks" link. You can enable or disable this per feedback point in the Settings tab. It is enabled by default.
Analytics Dashboard
Understand your customer feedback data at a glance
Dashboard Overview
The main dashboard provides an at-a-glance view of your feedback across all locations. It shows today's response count and average rating, 7-day and 30-day trends with comparison to the previous period, the number of pending follow-ups, active locations, and attention alerts for locations with low satisfaction scores.
Per-Location Analytics
Click any feedback point from the Locations page to view its detailed analytics — rating distribution, response quality buckets, trend charts, and the full list of individual responses with comments.
Multi-Location Comparison
The Analytics page in the sidebar lets you compare performance across locations or individual feedback points. Toggle between location-level and feedback-point-level views. View a sortable table with total responses, average rating, satisfaction rate, and negative rate. Toggle items on/off to overlay them on trend line charts and rating distribution bar charts. Filter by date range (7 days, 30 days, 90 days, or custom dates).
Response Data
Each response records the rating value (1 through 5), an optional text comment (up to 255 characters), and a timestamp. If contact info collection is enabled, responses may also include the customer's name, email, or phone number.
Exporting Data
You can export your feedback data as a CSV file for further analysis in spreadsheet tools. Navigate to any feedback point's analytics page and use the export option to download all responses, including comments, contact information, follow-up status, and internal notes.
Sharing Analytics
Generate a share link for any feedback point to give read-only access to analytics. This is useful for sharing results with stakeholders who don't have a Feedback Guardian account. Share links show average ratings, distribution charts, trends, and recent comments — but never include customer contact information.
Pinned Locations
Pin your most-used locations to the sidebar for quick access. On the Locations page, click the pin icon next to any location to add it to the "Pinned" section at the top of the sidebar navigation. Pinned locations persist across sessions and can be removed by clicking the X button.
QR Code Scan Tracking
Monitor how often your QR codes are being scanned
How Scan Tracking Works
Every time someone scans one of your QR codes and opens your feedback form, a scan event is automatically recorded. This happens silently in the background and does not affect the feedback form experience for your customers.
What Data Is Tracked
For each scan, we record an anonymous fingerprint (a hash of the visitor's IP address and browser) and the timestamp. No personal information is collected or stored. This fingerprint allows us to count unique visitors without identifying anyone.
Viewing Scan Stats
Open any feedback point's Analytics tab to see a "QR Code Scans" card at the top. It shows the total number of scans, the number of unique visitors, the percentage of unique visitors, the last scan date, and a conversion rate (percentage of scans that resulted in feedback submissions).
Dashboard Overview
The main dashboard overview shows aggregate QR scan activity across all your feedback points. The comparison table includes a "Last Scan" column so you can quickly see which QR codes are actively being used and which may need to be repositioned.
Using Scan Data
If a QR code has many scans but few submissions, the form may need a better call-to-action or the QR placement might be in a spot where people are curious but not ready to give feedback. If a QR code has very few scans, consider moving it to a higher-traffic area or making it more visible.
Smart Review Booster
Turn positive feedback into public reviews on major platforms
Overview
Smart Review Booster automatically prompts customers who give a 4 or 5 star rating to leave a review on an external platform. After submitting positive feedback, customers see a thank-you screen with buttons linking to your configured review platforms. The prompt is optional — customers can always skip it. This feature is designed to capture the moment of satisfaction and convert it into a public review that helps your business grow.
Supported Platforms
Each feedback point supports up to five review platform slots: Google, Yelp, TripAdvisor, Facebook, and one custom platform. The custom slot lets you specify any URL with a custom label — perfect for industry-specific sites like Healthgrades, Zocdoc, OpenTable, G2, or Capterra. Only platforms where you've saved a review page URL will appear on the customer-facing prompt.
Setting Up Review Links
Navigate to any feedback point and click the "Review Booster" tab. Toggle the feature on, then enter the direct review page URL for each platform you want to use. For Google, use your Google Business "Write a Review" link. For Yelp, use your business page URL. For the custom slot, enter both a label (e.g., "Healthgrades") and the URL. Click Save — the prompt will appear for 4-5 star ratings going forward.
Click Tracking & Analytics
Every time a customer clicks a review platform button, it's recorded with the platform name, timestamp, and a link to the original feedback response. View analytics in the Review Booster tab: total clicks, a per-platform breakdown showing the distribution of clicks, and a recent activity feed that shows which responses led to review clicks along with their ratings and comments.
Plan Requirements & Kiosk Mode
Smart Review Booster (along with Social Proof Cards) is included in the free trial, Professional (—/month), and Enterprise plans. Starter plan users will see an upgrade prompt when attempting to enable the feature. Note that Smart Review Booster is intentionally disabled in Kiosk Mode — kiosk devices are shared between customers, and the review prompt is designed for personal devices where customers are signed into their review platform accounts.
Feedback Forms & Contact Collection
Customize your feedback forms and collect customer contact information
Custom Question Text
Each feedback point can display a custom question at the top of the form. The default is "How was your experience?" — you can change it to anything relevant to your business, like "How was your meal?" or "How was your visit today?". Edit the question from the feedback point's Settings tab.
Contact Information Collection
Feedback forms include an optional "I'd like to be contacted about my feedback" checkbox. When a customer checks this, they can enter their name, email address, and/or phone number. At least one contact method (email or phone) is required when opted in. Contact details are validated before submission.
Comment Field
After selecting a rating, customers can optionally leave a text comment up to 255 characters. A real-time character counter shows remaining space. Comments are searchable and included in CSV exports.
Rating Labels
The five rating levels can be customized per feedback point. The defaults are Very Sad, Sad, Neutral, Happy, and Very Happy, but you can change them to match your context — for example, "Terrible", "Poor", "OK", "Good", "Excellent". Each label appears beneath its corresponding emoji icon on the form.
Response Management
Search, filter, follow up on, and organize customer responses
Response Browser
Each feedback point has a Responses tab with a full-featured response browser. Search across comments, notes, and contact info using full-text search. Apply advanced filters by rating level, whether a comment was left, whether contact info was provided, follow-up status, whether internal notes exist, and date range (24 hours, 7 days, 30 days, 90 days, or custom). Results are paginated with 20 responses per page.
Follow-Up Tracking
When a customer opts in to be contacted, their response appears in the Action Items section on the dashboard. Your team can set the status to "Needs Follow-Up," "Contacted" when you reach out, or "Resolved" when the issue is handled. Filter responses by follow-up status to manage your contact queue efficiently.
Internal Notes
Add private internal notes to any response. Notes are only visible to your team — never to customers. Use them to record follow-up details, context, or actions taken. Notes are included in CSV exports and can be filtered in the response browser.
Action Items
The main dashboard includes an Action Items section that surfaces responses needing attention — those flagged as "Needs Follow-Up" or contact requests without any status. View the rating, comment, contact info, and location for each item, and update the follow-up status or add notes inline without leaving the dashboard.
Bulk Actions
In the response browser or the Action Items section, click "Select" to enter selection mode. Check individual responses or use "Select All" to select all visible responses. A floating action bar appears at the bottom where you can update the follow-up status for all selected responses at once — useful for managing large batches of contact requests.
Direct Links to Responses
Each response card has a "Copy Link" button in the footer. Click it to copy a direct URL to that specific response. When someone opens the link, the dashboard scrolls to and highlights that response. This is useful for sharing a specific response with team members or referencing it in follow-up communications.
Test Mode
Test Mode lets you preview and test your feedback form without recording any real data. From any feedback point's detail page, click "Open Test Form" to try it out while logged in. You can also generate a shareable test link (valid for 24 hours) that lets anyone preview the form without needing an account — useful for getting team approval before going live. Test submissions are validated but never saved to your analytics.
Email Alerts & Notifications
Get notified when negative feedback spikes
Setting Up Alert Rules
Navigate to any feedback point's analytics page and click "Notifications" to configure alert rules. Each rule defines a threshold (number of negative responses), a response level (e.g., ratings of 2 or below), a time window (e.g., within 60 minutes), and a contact email address.
How Alerts Work
A background job checks your alert rules every 5 minutes. When the number of responses at or below your specified rating level exceeds your threshold within the time window, an email alert is sent to your contact email. A 30-minute cooldown prevents repeated alerts for the same rule.
Alert Email Contents
Alert emails include the feedback point name, the count of negative responses, the rating level and time window that triggered the alert, and up to three recent customer comments. If you have custom branding configured, your brand colors and logo will appear in the email.
Managing Rules
You can create multiple alert rules per feedback point with different thresholds, toggle rules on and off without deleting them, and delete rules you no longer need. All plans include email alerts.
Team Management
Invite team members and manage roles
Inviting Team Members
Navigate to the Team page from the dashboard navigation. Enter the email address of the person you want to invite and select their role. For location-scoped roles, you'll also select which locations they can access. They'll receive an invitation email with a link to create their account and join your organization.
Roles
There are four roles available. Admin: full access to all locations, feedback points, notifications, team management, billing, and branding settings. Viewer: read-only access to the dashboard and analytics across all locations. Location Manager: full management access scoped to specific assigned locations — they can manage feedback points, view responses, and configure settings for their locations only. Location Viewer: read-only access scoped to specific assigned locations only.
Team Members
All plans include unlimited team members. Invite as many people as you need — there are no caps on team size. Use location-scoped roles (Location Manager and Location Viewer) to give team members access to only the locations they need.
Custom Branding
Personalize your feedback forms with your brand identity
Availability
Custom branding (colors, logo, and business display name) is available on all plans, including the free trial. White-label options (removing Feedback Guardian branding from public pages) are available on the Enterprise plan.
What You Can Customize
Primary color — used for buttons, highlights, and header accents across your feedback forms and QR PDFs. Accent color — used for background gradients and secondary elements. Logo — upload your business logo (PNG, JPG, SVG, or WebP, max 2MB) to appear on feedback forms. Display name — the business name shown to customers on feedback forms and QR code PDFs.
Where Branding Appears
Your custom branding is applied to three surfaces: the public feedback form that customers see when scanning your QR code, all four QR code PDF templates, and email alert notifications sent to your team.
Configuring Branding
Go to Branding from the dashboard navigation. Use the color pickers or enter hex values directly, upload your logo, and enter your display name. The live preview shows how your feedback form will look. Click "Save Changes" when you're done. Changes take effect immediately on all your feedback forms.
Billing & Plans
Manage your subscription and understand plan features
Available Plans
Starter (—/month) — — locations, — responses/month, unlimited feedback points, unlimited team members, custom branding, email alerts, QR scan tracking, and analytics. Professional (—/month) — — locations, — responses/month, unlimited feedback points, unlimited team members, and Smart Review Booster. Enterprise (custom pricing) — unlimited locations, unlimited responses, unlimited feedback points, unlimited team members, white-label options, priority support, and a dedicated account manager. Contact sales for Enterprise pricing.
Free Trial
Every new account starts with a 14-day free trial that includes up to — locations, unlimited feedback points, and — responses per month. No credit card is required. You'll receive an email reminder when your trial is ending. Your data is preserved when you upgrade to a paid plan.
Upgrading and Downgrading
Navigate to the Billing page from the dashboard. Click "Subscribe" on any plan to be taken to a secure Stripe checkout page. After subscribing, you can manage your subscription, update payment methods, and view invoices through the Stripe Customer Portal by clicking "Manage Subscription" on the Billing page.
Payment Issues
If a payment fails, you'll receive an email notification with a link to update your payment method. Your feedback collection continues working, but if payment is not resolved within 7 days your account may be downgraded. Contact support@feedbackguardian.com if you need assistance.
Security & Privacy
How we protect your data and your customers' privacy
Customer Anonymity
Feedback submissions are completely anonymous. No personal information, IP addresses, or device identifiers are collected from the people who submit feedback. Only the rating value, optional comment text, and a timestamp are stored.
Data Isolation
Your data is isolated from other accounts using Row-Level Security (RLS) policies in our database. Team members can only access data belonging to their organization. Even at the database level, one customer's data cannot be queried by another.
Authentication
Feedback Guardian uses Supabase Auth for secure user authentication. Passwords are hashed and never stored in plain text. Admin API endpoints are protected with session-based authentication, and all sensitive operations require admin role verification.
Payment Security
All payment processing is handled by Stripe. Feedback Guardian never sees, stores, or processes your credit card information. Stripe is PCI-DSS Level 1 certified, the highest level of security certification in the payments industry.
Audit Log
Track all activity and changes across your account
What Is the Audit Log?
The Audit Log records every significant action taken in your account, giving you a complete activity trail. Over 30 action types are tracked, including feedback point creation, archiving, and deletion, team member invitations and removals, branding and settings changes, notification rule updates, shared link creation and revocation, subscription changes, and data exports.
Viewing and Searching
Access the Audit Log from the dashboard sidebar. Each entry shows the timestamp, user, action description, and affected resource. Use full-text search to find specific events, or filter by resource type (feedback points, team members, settings, notifications, shared links, subscriptions, data exports) and date range (7, 30, or 90 days, or all time).
Exporting Audit Logs
Export your audit log as a CSV file for compliance, reporting, or record-keeping. The export includes all visible entries based on your current filters.
Account Settings
Manage your profile, email, and password
Profile Settings
From the Account page, you can update your display name, business name, and industry. Email and business settings can only be changed by admins — viewers have read-only access to account settings.
Changing Your Password
To change your password, enter your current password and a new one. Passwords must be at least 8 characters and include at least one uppercase letter, one lowercase letter, and one number. A visual checklist shows which requirements are met as you type.
Setup Checklist
New accounts see a setup checklist on the dashboard that guides you through five key steps: creating your first location and feedback point, downloading or sharing a QR code, setting up an email alert, inviting a team member, and viewing your analytics. The checklist automatically detects completed steps and tracks your progress.
Dark Mode
Use Feedback Guardian in light or dark theme
Enabling Dark Mode
Feedback Guardian supports full dark mode across the entire application, including the dashboard, public pages, and customer-facing feedback forms. Dark mode follows your system preference automatically — if your device is set to dark mode, Feedback Guardian will match.
Where Dark Mode Applies
Dark mode is applied to all pages: the dashboard and analytics, feedback forms customers see when scanning QR codes, public pages like documentation and pricing, email alert templates are designed to look good in both light and dark email clients, and QR code PDFs use a print-friendly light layout regardless of your theme setting.
Social Proof Cards
Generate branded social media images from your best customer feedback
Overview
Social Proof Cards let you turn your best customer feedback into beautiful, branded images that you can share on social media. Select any response with a 4 or 5 star rating, choose a card format, and download a ready-to-post PNG image. Each card displays the customer's rating, comment, and your business branding — perfect for building trust and showcasing real customer experiences on Instagram, Facebook, LinkedIn, and X.
Generating a Card
Navigate to any feedback response in your dashboard, then click the "Share on Social" button. You'll see a preview of the card with your branding applied. Choose between landscape (ideal for Facebook, LinkedIn, and X) or square (ideal for Instagram) format. Click "Download PNG" to save the image to your device. The card is generated instantly and ready to post.
Branding & Customization
Social Proof Cards automatically use your brand settings — your logo, brand colors, and company name are all applied to the card. To update these, go to Settings > Branding in your dashboard. If you haven't set up branding yet, cards will use Feedback Guardian's default styling. Custom branding is available on all plans including the free trial.
Best Practices
For the best results, share cards that include detailed comments rather than just a star rating — comments with specific praise are more compelling as social proof. Use the landscape format for Facebook and LinkedIn where wider images get more engagement, and square format for Instagram. Posting regularly helps build a library of social proof that potential customers can see when researching your business.
Plan Availability
Social Proof Cards are included in the free trial, Professional (—/month), and Enterprise plans. Starter plan users will see an upgrade prompt when attempting to generate a card. Upgrade from the Billing page to unlock this feature.