Aesthetix CRM Essentials Onboarding

Any customization requests outside the standard setup must be submitted separately for review and consideration. This structure allows us to implement your CRM efficiently while still providing flexibility for additional enhancements as needed.

Over the first four weeks, we’ll guide you through system setup, data collection, and workflow automation across each stage of the patient journey, including EMR integration if applicable. We’ll also take time to understand your business operations to ensure the CRM is configured to support seamless lead management and effective day-to-day patient communication.

Included in Essential Onboarding:

Note: Items marked with * may require a specific subscription or an add-on request.

After the initial setup is complete (as outlined in your Onboarding Intake Form), any modification requests may incur a change fee.

1. Account & Business Settings

Aesthetix CRM Configures

• Brand Board: Stores Brand Guidelines for easy template customizations; (Ex: Logo, Brand Colors, Typography if provided)
• Domains & Email setup: Creating a subdomain ex: info@msg.businessdomain.com allows emails to be fully integrated with the CRM, ensuring reliable delivery, proper tracking, & centralized communication.
• Phone & SMS/MMS functionality: We provide you with a dedicated Aesthetix CRM tracking number that forwards to your main business line, enables call tracking, recording, spam reduction, and accurate source reporting across channels like your website, Google, and social media.
  • Call Tracking Numbers (up to 10)*
  • Call Recording (Client Approval Needed)
  • Voice functionality
  • Opportunities management
  • Requirements: HIPPA compliant opt-in consent present on website contact form (for A2P Registration)
• Custom Values: Tailors marketing features and communications with your Practice Information for a personalized experience.
• Custom Fields: is a user-defined setting or data field that allows you to tailor workflows, automation, and system behavior to match your practice’s specific operational needs.
• *AI Employee*: Upon Subscription Agreement (Initial Setup; Conversation AI, Voice AI, Reviews AI setup depends on Onboarding Intake Form)

2. Integrations

• Google Business / Analytics (Client Responsibility)
• Facebook & Instagram (Client Responsibility)
• EMR Integration* (setup follows standard documentation; customization not included. Aesthetix CRM Responsibility )

3. Automation & Workflows

Important: Workflow setup includes installing templates, configuring standard workflow triggers/actions, testing, and publishing as outlined in the Help Center.

Custom workflows or modifications are not included.

Included Workflows and Automations

Lead Capture Forms and Workflows: Automatically collects and centralize contact data from website forms, chat widget, and paid ads to personalize communications, track attribution, and manage the lead or patient’s journey. (Aesthetix CRM)

• Lead Capture Forms (up to 10) with customizable templates
  • Client to provide all current forms present on the website and/or paid Ad Campaigns (if applicable)
• Includes 10 Lead Capture Workflows (within the first 60 days)
  • Google Ads
  • Meta Ads
  • Website Forms
  • Manual Opportunity
• Future or additional lead capture requests are the client’s responsibility, please review the Help Article here.
• Complete Custom Request Form Here if additional builds for a advanced onboarding add-on

Assignments – Lead & Opportunities (Aesthetix CRM)

• Global User Assignment: Defines who’s responsible for managing leads
• Manual Opportunity Creation
• ****AI-Enabled Lead Type Assignment – Subscription Specific

Lead & Patient Nurtures : (Clients Responsibility to Review, Revise, or Approve the provided Email & SMS Templates included in Automations )

• Lead Nurture
• Patient Nurture
• Replied/Engaged Nurture
• Cold Re-Engagement Nurture
• Missed Call Text-Back; After How Text Back
• Review Requests

4. Marketing Templates

• Media Library Upload (Brand Guidelines, Logo, Images, etc.)
• Generic Marketing Templates: 3 Branded by Aesthetix CRM (Campaigns or Blasts)
• QR Codes for campaigns
• WhatsApp* Subscription Specific

5. Social & Marketing Features:

• Social Planner*
• Review/Reputation Management – View & manage reviews

By the end of Essentials Onboarding, your CRM will be fully configured to align with your practice—ready to streamline operations, enhance patient engagement, and support sustainable business growth.

After establishing the foundation of your core business needs, please complete the following steps to provide consent and final approval of your CRM configuration and prepare for Go-Live.

Go-Live is defined as all automations and workflows being approved and published, forms being successfully updated on your website and ad campaigns, and all testing completed to ensure a seamless transition.

Onboarding Checklist | Go-Live Preparation

• Admin and User Training Webinars completed
• Account Approval Form Signed
• Onboarding Checklist Completed

Once these requirements are fulfilled, you will transition to our Customer Success team. You’ll gain access to ongoing support, best-practice resources, and optional growth expansion services—designed to help you drive measurable results and maximize long-term value with Aesthetix CRM.