The three key steps to connect leads to Aesthetix CRM are: 1) Setup the Form, 2) Configure the Lead Capture Workflow, and 3) Connect the Lead Nurture Workflow. This guide will provide detailed how-to videos and instructions for the process.
To effectively capture leads from your Google Ads, you need to embed an Aesthetix CRM form on the landing page of your ad. These forms play a crucial role in collecting essential information from prospective clients and enabling automated workflows in Aesthetix CRM.
This lesson will guide you through the process of setting up a form specifically for your Google Ads landing page, ensuring that your leads are captured efficiently.
Before creating your form, identify the landing page where users are directed after clicking your Google Ad. This landing page should include a form that captures lead information and connects it to Aesthetix CRM.
Tip: You can either embed the form on your existing website or use a third-party landing page builder. If you prefer, Aesthetix CRM also has a built-in landing page builder feature.
To get started with creating a form:
Navigate to Marketing: From the left-hand navigation menu in Aesthetix CRM, click on "Marketing."
Select Forms: Once in the Marketing section, click on "Forms." Here, you will find templates, including a ready-made "Google Ads Form."
Aesthetix CRM provides a Google Ads form template that includes the essential fields for capturing lead information. You have the option to use this template or create a form from scratch.
Using the Template:
Click on the three dots next to the Google Ads form template and select "Duplicate."
Rename the duplicated form to match your specific campaign, then click "Confirm."
Open the new form for editing by clicking on it.
Customizing the Form:
You can modify the form fields to suit your campaign. By default, the form includes:
First Name
Last Name
Phone Number
While the default fields are sufficient for most campaigns, you may customize the form further:
Essential Fields: First name, last name, email, and phone number are the minimum fields recommended. Keeping the form short will increase the likelihood of submission.
Fewer Fields for Better Results: Adding extra fields can discourage potential leads from completing the form, so only include additional fields if absolutely necessary.
Terms and Conditions Checkbox: Be sure to add a checkbox linking to your practice’s privacy policy for compliance, especially if you plan to send text messages.
To link the checkbox to your privacy policy:
Highlight the text.
Click the hyperlink button.
Insert your privacy policy URL.
You can edit the look and feel of your form by adjusting its design:
Edit Form Elements: Click on elements like the submit button to change its color, size, or text. Adjust spacing and formatting as needed.
Styles and Options: In the top-right corner of the form editor, you’ll find "Styles and Options" to further personalize the layout, background colors, and other visual elements.
At the bottom of the form, specify the source of the campaign. This step is critical as it helps track the origin of each lead and provides better reporting insights.
Campaign Source: This field will automatically populate in the lead’s contact record, showing which campaign generated the lead.
Once you’re happy with your form, follow these steps to save and integrate it with your landing page:
Preview the Form: Before finalizing, click "Preview" to ensure the form looks correct.
Save the Form: Once everything looks good, click "Save."
Integrate the Form:
Click "Integrate" in the top-right corner.
Copy the provided embed code and give it to your website developer for embedding on your Google Ads landing page.
If you are using Aesthetix CRM’s landing page builder, link the form in the landing page.
Determine the landing page: Know where your Google Ads are sending traffic.
Create or customize a form: Use the Google Ads form template or build your own.
Keep it simple: Limit the number of fields to increase submission rates.
Link to your privacy policy: Ensure compliance by including a terms and conditions checkbox.
Integrate with your landing page: Embed the form using the provided code or link it in the Aesthetix CRM landing page builder.
In this video, you will learn how to configure the Lead Capture Workflow in Aesthetix CRM. This workflow allows you to automatically create and organize contact details from new form submissions, ensuring your leads are captured efficiently and assigned to the correct nurture processes.
To get started, use a pre-built Lead Capture workflow template provided by Aesthetix CRM:
Navigate to Marketing: From the left-hand navigation menu in Aesthetix CRM, click on "Marketing."
Select Workflows: Click on the "Workflows" section, then open the "Lead Capture" folder.
Find the Template: Locate the proper template for your use case, such as Lead Capture Google Ads template within the folder.
To customize the workflow for your specific Google Ads campaign:
Duplicate the Workflow: Click the three dots next to the Lead Capture Google Ads template and select "Duplicate Workflow."
Name the Workflow: Rename the workflow with the name of your Google Ads campaign (e.g., "Google Ads New Patient Special"). Then, click "Create."
Next, we’ll configure the trigger that starts the workflow when a form is submitted:
Select the Trigger: Click on the trigger section of the workflow, which should be labeled as Form Submitted.
Apply a Form Filter: To ensure the workflow only triggers for your specific form, apply a filter by selecting the form you created for your Google Ads campaign (e.g., "Google Ads Form").
Save the Trigger: After selecting the correct form, click "Save Trigger."
The template includes several actions that need to be customized for your campaign. Let’s go through each action step by step:
Source Campaign Name:
Click on the action labeled Update Source Campaign Name.
Update the campaign name to match your specific Google Ads campaign (e.g., "Google Ads New Patient Special").
Save the action.
Assign Treatment of Interest:
This action assigns the specific service the lead is interested in, based on the ad they clicked.
Click on Assign Treatment of Interest and select the treatment of interest relevant to your campaign.
If the desired treatment is not listed, you can create a new one by visiting the Custom Fields section in the settings. How to Update Treatment of Interest Custom Field
Save the action.
Opportunity Value:
By default, this action assigns a value of $500 to the lead. You can adjust this to reflect the actual value of the treatment you are promoting.
Click on Opportunity Value and update the value to match your treatment’s price if necessary.
This value is helpful for forecasting revenue from your Google Ads campaign.
Save the action.
Add Notes to Lead or Patient:
Optionally, you can update this action to include more specific details about the campaign.
Click on the action, add any relevant information, and save.
The final part of the workflow is ensuring the lead is added to your Lead Nurture Workflow for automated follow-up:
Check Lead Nurture Workflow: Ensure that the action titled Add to Lead Nurture Workflow is set to the correct nurture workflow. This workflow is responsible for sending follow-up emails, texts, and assigning internal tasks.
Customize for Google Ads Campaigns: If you have a separate paid ad-specific nurture workflow, select it here to ensure the lead receives tailored follow-up communications based on their interaction with the Google Ad.
Once all actions are configured:
Save the Workflow: Click "Save" to ensure all changes are stored.
Publish the Workflow: When you are ready, click "Publish" to activate the workflow and begin capturing and processing leads from your Google Ads campaign.
Before fully launching your campaign, it’s essential to test that the workflow is functioning correctly:
Submit the Form: Go to your Google Ads landing page, fill out the form, and submit it.
Check Execution Logs: In Aesthetix CRM, check the execution logs for the workflow to confirm that the form submission triggered the workflow correctly and that all actions were performed as expected.
In this video, you will learn how to create and connect a Custom Nurture Workflow in Aesthetix CRM for leads. A properly configured nurture workflow ensures every lead is contacted quickly, consistently, and with personalized messages, which can significantly boost conversion rates.
The Aesthetix CRM proprietary Lead Nurture Workflow is designed to automate persistent and personalized follow-up communication. Here’s how it works:
Emails and Texts: Automated emails and text messages are sent at set intervals based on the workflow’s timeline.
Phone Call Tasks: Phone call tasks are automatically assigned to staff members responsible for following up with the lead.
Opportunity Stage Check: The workflow continuously checks the lead’s status. If the lead has moved out of the Lead Stage of your pipeline, further communications will pause, ensuring leads are not contacted unnecessarily.
To get started, we’ll create a custom workflow based on a pre-built template:
Navigate to Marketing: In Aesthetix CRM, click on "Marketing" from the left-hand navigation menu.
Select Workflows: Next, open the "Workflows" section, then click on the Lead Nurture folder.
Duplicate the Template: Locate the Paid Ads Nurture template. Click the three action dots next to it and select "Duplicate Workflow."
Name the Workflow: Rename the workflow to reflect your specific campaign (e.g., "Google Ads New Patient Special Nurture") and click "Create."
Since this workflow will be triggered by the Lead Capture Workflow, you do not need to add a trigger to this nurture workflow.
Reminder: The Lead Capture Workflow you previously configured includes an Add to Workflow action. This will automatically send leads to your custom Nurture Workflow, so no separate trigger is needed here.
The workflow template includes several key actions such as emails, text messages, and phone call tasks. You will need to customize these to align with your specific campaign.
Zoom In: Use the zoom tool (bottom-left corner) to focus on the workflow’s actions.
Edit Email Actions:
Click on the email action in the workflow.
Scroll down and click the pencil icon to edit the email contents.
Personalize the message by referencing the specific offer or treatment promoted.
Consider including before-and-after pictures or testimonials to increase relevance and connection with the ad the lead clicked.
Once edits are complete, click "Save" to apply changes.
Edit Text Message Actions:
Similarly, click on the text message actions to customize them.
Include details about the specific promotion or treatment your ad featured.
Adding images or gifs in text messages can significantly improve conversion rates.
After making changes, click "Save."
Optionally adjust wait times between actions or extend the duration of the workflow by adding additional touchpoints
Next, you need to ensure that your Lead Capture Workflow sends leads to this custom nurture workflow:
Go to Lead Capture Workflow: Navigate back to the Lead Capture Workflow you created for your specific form/campaign.
Find the Final Action: Scroll down to the last action titled Add to Lead Nurture Workflow and Add to Patient Nurture Workflow.
Select the Custom Nurture Workflow:
Click on the action and select the custom Custom Nurture Workflow you just created.
Save the action.
Repeat for Leads and Patients: Ensure both lead and patient follow-up workflows are updated to include your new, Custom Nurture Workflow.
Now that your workflow is set up, let’s finalize and launch it:
Save the Workflow: Ensure all changes are saved by clicking the "Save" button.
Publish the Workflow: Once you’re ready, click "Publish" to activate the workflow.
Test the Workflow:
To ensure everything is functioning properly, submit a test form from your landing page.
Verify that the lead is correctly added to the Lead Capture and Lead Nurture Workflows and that all actions (emails, texts, phone tasks) are performed as expected.
If you have any questions or require assistance, please contact Support.
