In this guide below, we will cover all the essential assignment-based workflows that are configured during onboarding.
Global User Assignment
Opportunity Value Assignment
Lead Type Assignment
The Global User Assignment Workflow is a core automation within Aesthetix CRM. It ensures every lead is automatically assigned to the appropriate user (team member) based on the rules defined during onboarding. This workflow applies universally across all practice types — med spa, plastic surgery, spa, and hybrid accounts.
Assigning leads correctly is critical to ensuring fast, personalized follow-up. This workflow connects directly to your lead captures and routes leads to specific users, streamlining communication and maximizing conversions.
Additionally, this workflow supports user custom values used in nurture sequences (e.g., {{user.first_name}}), enabling personalized messaging across automated campaigns.
To locate your Global User Assignment Workflow:
Go to the Marketing section in the left-hand menu.
Click Workflows.
Open the folder labeled 2 – Assignments, Leads & Opportunities.
Select the workflow titled Global User Assignment.
The default configuration includes:
A trigger from the lead capture workflow
An Assign to User action with a designated user selected
A toggle: “Only assign if contact is unassigned” — enabled by default to avoid overwriting existing user assignments
This ensures that if a lead is already assigned (for example, from a prior ad campaign or form submission), they will not be reassigned when re-entering the system.
While the basic setup assigns all leads to one user, advanced configurations are available, especially for plastic surgery practices or accounts with multiple sales team members. Some advanced assignment logic includes:
Assigning by doctor or provider
Assigning based on time of day
Assigning by treatment type
Round robin lead distribution
These customizations are configured during onboarding or upon request.
If a staff member leaves your practice:
Do not delete the user immediately.
First, reassign all existing leads and contacts associated with that user to a new team member.
Then, update the Assign to User action in this Global User Assignment Workflow to reflect the new assignee.
This ensures future leads are properly routed, and there’s no disruption to communication or follow-up.
This is the central hub for user assignment in your CRM.
Every lead from a lead capture workflow is sent here first.
It's crucial for both data organization and personalized communication.
You can customize it to fit your practice’s workflow.
Always update this workflow when staff changes occur.
The AI-Enabled Opportunity Value Assignment Workflow is an automation that dynamically assigns a monetary value to each open opportunity in Aesthetix CRM based on the treatment of interest. This helps practices forecast potential revenue and prioritize leads more effectively.
By automatically assigning values to new opportunities, your team gains:
Real-time revenue projections visible on the CRM dashboard
A standardized way to evaluate the worth of each lead based on the selected treatment
A consistent way to calculate Open Opportunities, which helps with conversion tracking and sales forecasting
Opportunity Status Definitions
The workflow interacts with the Opportunity Statuses in Aesthetix CRM:
Open – Leads in active stages (e.g., Lead, Booked, Consult Complete)
Won – Opportunities marked as completed (e.g., Patient stage in Med Spa, Surgery Completed in Plastic Surgery)
Lost – Marked as Not a Good Fit
Abandoned – Moved to the Cold stage
The workflow focuses on Open Opportunities to help project future revenue.
Location
Go to Marketing > Workflows
Open the folder: 2 – Assignments, Leads & Opportunities
Select: AI-Enabled Opportunity Value Assignment
Trigger
New Opportunity Created
When a new opportunity is created (typically after lead capture), the workflow is triggered.
AI Assignment Logic
A GPT-based workflow action is executed.
This AI prompt uses your treatment list and assigned values to calculate a dollar estimate for the opportunity.
Example:
Mommy Makeover → $25,000
Botox → $500
The AI generates this value dynamically based on the treatment of interest and saves it to a custom contact field called Opportunity Value.
Update to Opportunity
Once the value is returned, the workflow:
Updates the opportunity with the new value
Reflects the projected revenue in your CRM dashboards
This entire process typically runs within a minute of opportunity creation.
Plastic Surgery:
AI assignment is often used as an initial estimate
Final value is manually updated after consultation to reflect a precise quote
EMR integrations may incorrectly pull deposit amounts only, so manual updates are preferred for accuracy
Med Spa:
Opportunity value is often updated automatically based on real payments captured through EMR or POS integrations
The workflow contributes to Patient Lifetime Value over time
Ensure that your treatment-to-value mapping is shared with the onboarding team
Confirm that the Opportunity Value custom field is connected to dashboards and reports
For plastic surgery, remember to manually update values in later pipeline stages for accuracy
The Opportunity Value Assignment Workflow allows you to automate early revenue projections by assigning a value to every new lead. It helps track potential earnings, enhances reporting visibility, and supports better prioritization of sales efforts.
If you need to customize your treatment-value mappings or want help refining this workflow, contact our team.
The Lead Type Assignment Workflow is a critical automation for practices that operate both plastic surgery and med spa services within the same Aesthetix CRM account. It ensures leads are routed into the correct surgical or non-surgical pipeline based on their treatment of interest.
This workflow analyzes the Treatment of Interest field submitted through lead capture forms and automatically determines whether the treatment is surgical or non-surgical. It updates the lead's custom field called Lead Type with one of two values:
Surgical
Non-Surgical
This ensures:
The contact is entered into the correct pipeline
The lead receives the appropriate nurture sequence
Reporting and segmentation remain accurate
Navigate to Marketing in the left-hand sidebar
Click on Workflows
Open the folder labeled 2 – Assignments, Leads & Opportunities
Select the workflow titled AI-Enabled Lead Type Assignment
Trigger: This workflow runs automatically after a lead is created through a form or ad.
AI Action: It uses an OpenAI GPT action that analyzes the Treatment of Interest custom field.
Logic: Based on a predefined list of surgical vs. non-surgical procedures, it determines which category the treatment falls under.
Customization: The surgical and non-surgical list can be customized for your practice, especially if you offer treatments that may not clearly fit into a standard category.
Update: The AI action updates the Lead Type custom field accordingly.
This updated lead type value is then used during opportunity creation and nurture workflow routing, ensuring each contact flows through the correct pipeline.
Opportunities Showing in the Wrong Pipeline?
This can happen if:
The lead type was assigned incorrectly
The Treatment of Interest field wasn’t properly populated or was ambiguous
The AI prompt may need adjustment to correctly categorize a unique or new treatment
Contact support or your onboarding manager if this needs refinement.
Related Custom Field: Appointment Category
While not part of this exact workflow, it's important to be aware of the Appointment Category custom field. It is used primarily in plastic surgery practices with EMR integrations to:
Differentiate between surgical and non-surgical appointments
Identify appointment types like consult, pre-op, procedure, etc.
Further influence pipeline routing and automation steps
A separate help article is available to cover appointment categorization in detail.
The Lead Type Assignment Workflow ensures contacts are accurately categorized as surgical or non-surgical based on their treatment of interest. This categorization drives key downstream automation for:
Pipeline placement
Opportunity creation
Lead nurture sequences
This workflow is essential for hybrid practices to maintain operational clarity, accurate forecasting, and personalized communication based on treatment type.
If you have additional treatments or procedures you'd like mapped or need help troubleshooting lead routing issues, please contact the Aesthetix CRM team.
