---
title: "Lead Capture: All-In-One Guide"
description: "The all-in-one guide for understand lead capture and how to set this up in Aesthetix CRM."
url: https://help.aesthetixcrm.com/en/articles/1232-lead-capture-all-in-one-guide
collection: "Lead Capture"
updated: 2026-10-10
language: en
---

# Lead Capture: All-In-One Guide

The all-in-one guide for understand lead capture and how to set this up in Aesthetix CRM.

## 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
    

> **Error:** **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: \[[User Assignment Workflow Setup](https://help.aesthetixcrm.com/en/articles/593-global-user-assignment-workflow.md)\]

### 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.

[

All-In-One Guide For Setting Up Google Ads

This comprehensive article combines multiple articles into one to help you get your Google ads properly setup and integrated with Aesthetix CRM.

](https://help.aesthetixcrm.com/en/articles/1096-all-in-one-guide-for-setting-up-google-ads.md)[

All-In-One Guide for Setting Up Facebook Ads

Use this guide as your one stop to set up Facebook ads whether using lead forms or landing pages.

](https://help.aesthetixcrm.com/en/articles/1098-all-in-one-guide-for-setting-up-facebook-ads.md)

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

[

Native Forms vs. Webhooks & Capturing External Submissions

](https://help.aesthetixcrm.com/en/articles/1648-native-forms-vs-webhooks-and-capturing-external-submissions.md)[

Inbound Webhooks & Custom WordPress Forms

Use inbound webhooks to send data from WordPress forms and other external systems into Aesthetix CRM, then map it and act on it inside a workflow.

](https://help.aesthetixcrm.com/en/articles/1834-inbound-webhooks-and-custom-wordpress-forms.md)

## 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.