Lead Capture: All-In-One Guide

What is a Lead Capture?

A lead capture is the first point of entry for new contacts (leads) into Aesthetix CRM. It allows practices to connect their marketing sources and forms directly into the CRM so that contacts can be automatically organized, assigned, and nurtured.

Common lead capture sources include:

• Website consultation or contact forms

• Website chat widgets

• Facebook Ads (Instant Forms or landing pages)

• Google Ads landing pages

• Third-party integrations (via webhook or Zapier)

The goal is to make Aesthetix CRM the first destination for any new lead data.

When to Set Up a New Lead Capture

You should set up a new lead capture when:

• Launching a new ad campaign (Google, Facebook, Instagram)

• Creating a new form or landing page

• Adding a new lead source not covered during onboarding

Important: If you're creating new campaigns or forms after onboarding, you must replicate this setup to ensure leads are captured, assigned, and nurtured correctly.

Where to Find Lead Captures

In the CRM:

1. Go to the Marketing on the side menu

2. Open Workflows

3. Locate the Lead Captures folder — this is always the starting point for incoming leads

How Lead Captures Work

A lead capture workflow typically follows this structure:

1. Trigger Setup

• Native Form Submission (preferred)

• Webhook from third-party tools (optional)

• Tag-based triggers from Zapier or other external tools (optional)

95% of setups use native Aesthetix CRM forms for simplicity and integration.

2. Contact Data Handling

Once triggered, the workflow:

• Updates the Contact Source field
  (If not handled via hidden field in form or webhook)

• Sets the Lead Status to "Lead" to ensure the contact receives nurture sequences

• Applies a Tag for easier identification and filtering (e.g., Facebook Lead Form – Sep 2025)

• (Optionally) Sets a default Opportunity Value for the lead

3. User Assignment

The contact is added to a User Assignment Workflow which:

• Assigns the lead to the appropriate team member

• Sends notifications via email or mobile app

See related article: [User Assignment Workflow Setup]

4. Additional Field Updates and Notes

• Adds specialized internal notes for context (e.g., ad campaign info)

• Creates or updates an Opportunity

  • Adds lead to the Lead Stage

  • Assigns Opportunity Name, Source, Treatment of Interest, and Lead Status

5. Nurture Sequence Enrollment

Finally, the workflow enrolls the contact into:

• Lead Nurture Workflow

• Patient Nurture Workflow (if applicable)

This ensures consistent and automated follow-up via text and email.

Here are more resources for setting up both Google Ads and Facebook ads campaigns.

Additional Resources For Setting Up Custom Webhooks with External 3rd Party Forms

Summary: Why This Matters

Every lead—regardless of origin—should pass through this standardized workflow structure to:

• Ensure complete data collection

• Maintain contact and opportunity consistency

• Assign leads correctly

• Automate follow-up and improve conversion rates

Setting up each lead capture this way ensures your system continues to function as designed—even as you grow and add more campaigns and lead sources.