Aesthetix CRM Onboarding

Following your subscription, you will be provided two important forms and a link to schedule your first onboarding appointment. The forms are: 1) A2P Text Messaging Compliance and 2) Onboarding Account Details

Aesthetix CRM will configure your account using the information and brand guidelines provided in the Onboarding Account Details form. There is a lot of back-end work that goes into this setup, but we manage it, so you don’t have to!

Aesthetix CRM will add your Users and show you where to add/edit Staff.

 We will provide a list of DNS records for your website manager to add to your DNS so you can send encrypted emails from the subdomain msg.yourdomainnamehere.  If you require assistance, you can add a member of our technical support team to configure the DNS additions.

The client (or Aesthetix CRM) will export your Contacts from your existing system(s). These contacts will be imported into Aesthetix CRM with applicable contact details, such as first name, last name, email address, phone number, type of contact (lead or patient), lead source, treatments, providers, lifetime spend, and more. We can create custom fields to add the necessary contact details you wish to import. Aesthetix CRM creates smart lists for Leads, Patients, Mass Email, and Mass SMS, and shows you how to utilize Filters within Contacts to create future smart lists for marketing segmentation.

Using the brand guidelines and associated media files you provide, Aesthetix CRM will create a new Email Signature and update the Email Templates library to embody your unique brand.

We will provide a library of text message templates for the automated Aesthetix CRM workflows, templates that can be used manually in the inbox when responding to leads and patients, and text blast templates for mass marketing.

We will walk you through the Settings-Integrations page to connect your Google Analytics, Google My Business, and Facebook/Instagram accounts (it’s really as simple as logging in). Then, all new DMs will be received and may be replied to in the Aesthetix CRM inbox, and they will create or update the associated contact record. We will also show you where to connect your social media accounts for the Social Planner.

We ask you to outline all sources of lead capture and then tackle integration with each one. We discuss your options for integrating Aesthetix CRM with your web forms. Option 1: Keep your current website contact form. Connect your existing form to Aesthetix CRM via Zapier (you would need your own account, but we would configure) or an Inbound Webhook (depending on your website form builder). Option 2: Replace your current forms with Aesthetix CRM forms (simple embed via iFrame code). For paid advertising, Aesthetix CRM directly integrates with Facebook lead forms and TikTok lead forms. For other advertising efforts, Aesthetix CRM must connect at the lead capture source, which is typically on the campaign landing page. We can do this in three ways: Zapier or Integrately (you own the account, but we perform the setup), Aesthetix CRM native Form, or Aesthetix CRM Funnel Landing Page. We then configure all lead capture integration and record this so you know how to add new campaigns in the future. You can always reach out to support if you have questions or wish for us to review a new campaign configuration before launch.

We discuss who on your team will be assigned new leads. We can only assign one team member per contact; however, we can alternate team members or specify via other criteria such as treatment type or lead source. We ask who you want to be notified of new leads (contact owner, specific users, all users) and via what channels (in-app, email, text).

We provide the Lead Nurture emails and SMS for you to review and request or make revisions. We also review with you all workflow assets (Email + SMS), including patient engagement campaigns, to ensure you are aligned with or know how to update promotions and other copy and design.

Aesthetix CRM configures all foundational workflows (75+) and outlines which workflows are automatically triggered and which require a manual trigger. For manual workflows, we show you how to enroll a contact or list of contacts. Your team is trained on how to un-enroll a contact from a workflow and how to see the details of a contact in a workflow. Basic workflow creation guidelines are provided.

The Aesthetix CRM team sets up the Lead 2 Patient pipeline automation and provides you with detailed training on how opportunities are created and move within the pipeline, such as pipeline status, opportunity value, workflow status, and the criteria for each stage.

We review reporting and show you various reports, such as Lead Source report, Pipeline Report, Google Analytics, Facebook Ads, Agent Reporting.

Aesthetix CRM creates your Aesthetix AI Assistant and provides you with a custom Knowledge Base in the form of a Google Sheet to input unique answers to questions you may receive (such as pricing). We then provide the code for your website manager to install the AI Chat Widget. After 30 days of success with the AI chatbot leveraging website to SMS conversations, we can deploy it to your Facebook, Instagram and Google My Business messengers.