How to run a design review and collect client feedback

Getting clients to make decisions on plumbing fixtures, tile, and lighting usually means digging through endless email threads, text messages, and outdated spreadsheets. Fixture & Finish replaces this chaos with structured Design Reviews. You can send a curated list of options directly to your clients, let them react and comment without needing an account, and compare their feedback in a single, clean grid.

At Foxhall Homes, Alex Villa uses this exact workflow for luxury builds in Bethesda, MD. Instead of sending a massive, overwhelming spreadsheet for a $5M custom home, he sends short, focused reviews—like "Primary Bath Plumbing Fixtures"—to keep clients engaged and moving forward without decision fatigue.

How it works

Before you start

• Make sure you have a project set up with rooms and items that already have selection options attached.
• Decide who is reviewing. Reviewers must be added as users on the project first.

Step 1: Open the project's Design Reviews

1. Go to All Projects and click the project you want to review.
2. Open the project's Design Reviews section from the navigation.
3. Click New Design Review in the top right corner.

Step 2: Fill in the details

Under the Details section, enter the following information:

• Title (Required): Name the review clearly so reviewers know what it covers (e.g., "Kitchen and primary bath finishes").
• Description (Optional): Add any context, notes, or specific instructions for your reviewers.
• Deadline (Optional): Pick a date if you want reviewers to respond by a set time. Reviewers will see this deadline displayed as a banner at the top of their portal.

Step 3: Choose your reviewers

Under the Reviewers section, check the box next to each person who should review. Only users already assigned to the project will appear here. If the list is empty, add the users to the project first, then return to this step.

Step 4: Select the items to include

Under the Items section, pick the specific items you want reviewers to weigh in on. You can browse and select items using two tabs:

• By Room: Groups items under each space and room, including a "Whole Home" group for project-level items not tied to a specific room.
• By Category: Groups items under their category and subcategory (e.g., Plumbing Fixtures, Lighting).

Use the Select All link on any room or category to add the entire group at once, or check individual items. Each item displays its category, room, and current status.

Step 5: Save and preview

1. Click Save. You will land on the design review's page, where it sits in Draft status. Nothing has been sent to your reviewers yet.
2. Click Preview to see exactly what your reviewers will see, including the selection options, item notes, and feedback buttons.

Step 6: Send the review

1. When you are ready, click Send.
2. A confirmation window will appear explaining that this action emails every assigned reviewer a unique link.
3. Click Send Review to confirm. The status changes from Draft to Sent, and each reviewer receives a secure magic link. They do not need to create an account or log in to access the review.

What your reviewers see and do

Each reviewer opens their magic link to access a dedicated, distraction-free reviewer portal. They work through the items one at a time. For every selection option, they can:

• React with Dislike, Like, or Love (these reactions display directly on the selection cards).
• Leave an optional, auto-saving comment to explain their feedback.
• Suggest a product of their own by pasting a product URL directly into the review.

Once they have gone through all the items, they click Submit Review. This formally publishes their reactions and comments back to your project.

Step 7: Track and compare results

Back on the design review page in your builder dashboard, you can watch feedback come in real-time:

• Reviewers Card: Shows each person's status (Pending, In Progress, or Submitted). You can re-send or revoke an invite link from here.
• Results Card: Displays a grid comparing each selection option against each reviewer's reaction. Click any reaction icon to read their attached comment.
• Suggestions Card: Collects any product URLs your reviewers proposed, allowing you to review and add them as new options if desired.

Step 8: Close the review

Once you have collected all feedback and made your final decisions, click Close and confirm. This wraps up the review and ensures no further feedback can be submitted, keeping your project moving forward.

Frequently Asked Questions

Do my clients need to create an account or log in?

No. Your clients and collaborators access the reviewer portal via a secure magic link sent to their email. They do not need to remember another password or learn how to navigate a complex project management system.

Can I send a review to multiple people and see their responses separately?

Yes. You can assign multiple reviewers (such as a husband and wife, or a client and their interior designer) to a single review. The Results grid displays their reactions side-by-side, making it easy to spot areas of agreement or disagreement.

What happens if a client suggests a product?

If a client pastes a product URL into their portal, it appears in your Suggestions card on the design review page. You can review the link, discuss it with them, and easily add it as a new selection option for that item if you choose to accept it.