Automated nurtures are powerful, pre-built workflows inside Aesthetix CRM designed to help your practice follow up with leads and patients at the right time, without needing to do it all manually. These workflows accelerate speed-to-lead, improve re-engagement, and support post-consult follow-up, ensuring every potential patient gets the attention they need.
Lead Nurture / Patient Nurture
Replied/Engaged Nurture
Post-Consult Nurture (Consult 2 Close)
Cold Re-Engagement Nurture
Go to Marketing from the side navigation menu
Click Workflows
Open the folder titled Automated Nurtures
Inside, you'll see a list of the pre-configured nurture workflows available for your account.
The Lead Nurture workflow is a core automation in Aesthetix CRM that ensures every new lead receives consistent, timely, and personalized follow-up from your practice. This workflow is designed to maximize speed-to-lead, keep your brand top-of-mind, and help convert inquiries into booked consultations or treatments — all without manual effort from your team.
Whether a lead comes from a form on your website, a Facebook or Google ad, a chat widget, or a landing page — once captured, they are routed directly into this automated nurture sequence.
Navigate to Marketing on the left-side menu
Click Workflows
Open the folder titled Automated Nurtures
Select the workflow labeled Lead Nurture
Once a new lead is captured and the workflow is triggered, the following process begins:
1. Immediate Follow-Up
An email is sent right away after submission to acknowledge the inquiry and set expectations.
A text message (SMS) is sent shortly after — typically during business hours only (M–F) to remain compliant and increase reply rates.
This business-hour delay can be customized during onboarding or after.
2. Cadenced Communication
The nurture is built with an 8–10 step communication cadence, including:
Follow-up emails
Follow-up texts
Phone call tasks assigned to users (visible in their task manager)
These steps are spaced out intentionally to keep the lead engaged:
Day 1–3: High frequency (daily contact)
Day 4–10: Gradual spacing (every 2–3 days)
Each step includes checks to see if the lead has already converted.
At each step, the system checks the lead’s Lead Status custom field:
If the lead is still marked as "Lead", they continue through the nurture.
If the lead books a consult or becomes a patient, their Lead Status updates (automatically, in most EMR-integrated setups) and they are removed from the nurture.
This ensures leads aren’t messaged redundantly and keeps your messaging relevant and respectful.
For leads that are existing patients (e.g., someone returning via a Google ad), they’ll be added to a patient-specific version of the nurture. This alternate version uses more familiar and personalized messaging, such as:
“Welcome back! We’re excited to see you again.”
This adds a thoughtful touch and avoids sending "cold lead" language to current or past patients.
EmailsYou can directly edit email templates inside the workflow:
Click into the email step
Choose “Edit Design” to make updates
Save and sync changes automatically
Text MessagesSMS templates can be edited inside the workflow step or via the SMS Templates / Snippets section
Spanish-language templates are also available, and a separate Spanish Lead Nurture workflow may be added during onboarding
If a lead completes the entire workflow without converting:
Their Lead Status is updated to "Cold"
They are optionally added to a final SMS Opt-In Workflow, asking if they’d like to remain subscribed for future communications
This final step helps:
Keep your messaging list clean
Maintain TCPA compliance
Focus efforts on engaged leads
The Lead Nurture Workflow is the heartbeat of automated lead follow-up inside Aesthetix CRM. It:
Ensures every lead receives timely, professional follow-up
Reduces manual workload for your staff
Adapts based on lead behavior and status
Drives higher consult booking and conversion rates
If you add new lead sources or campaigns, make sure those leads are routed into the Lead Nurture workflow to keep your funnel strong.
The Replied Re-Engaged Nurture is a follow-up automation built for contacts who initially responded to a lead nurture but never completed a booking or further action. It helps practices automate additional outreach to warm leads who showed interest but may have gone cold after replying.
This nurture was introduced in the 3.0 Snapshot Update to support better segmentation and follow-up based on how contacts engage with automated messages.
A contact enters this workflow when they meet the following conditions:
They replied to a lead nurture email or SMS (not manual messages).
Their opportunity is moved to the “Replied” stage of your pipeline.
They remain in that Replied stage for 7 days without progressing to a booked or completed status.
Note: Replies must come from automated nurture messages, not manual texts, phone calls, or emails. Only those responses will trigger the move to the Replied stage.
Before this workflow was introduced, leads who replied to a nurture would be unenrolled from the lead nurture — but they stayed in the "Lead" stage of the pipeline. This made it hard to distinguish hot leads from colder ones.
With the “Replied” stage:
You can identify leads who showed interest
Target them with a shorter, focused re-engagement sequence
Prioritize follow-up from staff or sales team more effectively
Go to Marketing > Workflows
Navigate to the Automated Nurtures folder
Select the workflow titled Replied Reengaged Nurture
Trigger: Stale Opportunities
The workflow starts when a contact has remained in the Replied stage for 7 days.
This delay ensures only unresponsive replied contacts enter the workflow.
Pre-checks Before Sending Messages
Opt-out Check
If the contact has replied “Stop” or has an opt-out tag, they are removed from the workflow.
Lead Status Check
If the lead status has changed (e.g. to Booked or Consult Scheduled), the contact is skipped to avoid over-automation.
This is done to prevent robotic behavior and maintain a personalized, human-like experience.
If the contact passes the checks, the workflow proceeds as follows:
Day 1:
Email: Simple re-engagement message
SMS: Casual check-in asking if they’re still interested in their original treatment of interest
Day 4:
Follow-up SMS: Soft nudge asking if they still need help or want to book
Day 5:
Follow-up Email: Another chance to re-engage before assuming they’re no longer interested
Day 6:
If no action has been taken, the system:
Updates Lead Status to “Cold”
Moves them into the SMS Opt-In Workflow (covered in another article)
Keeps your pipeline clean and segmented
Allows your team to focus on warmer, more engaged leads
Prevents over-automation by ensuring only applicable contacts are messaged
Helps recover leads who may have simply missed the earlier follow-up
The Post-Consult Nurture (formerly called Consult-to-Close Nurture) is an automated workflow designed to help your practice follow up with leads after they’ve completed a consultation but haven’t yet scheduled their treatment or surgery.
Originally developed for plastic surgery practices, where a longer decision cycle often follows the consult, this nurture is now also available in a non-surgical version for med spas that want to maintain consistent post-consult communication.
The Post-Consult Nurture can be triggered in two ways, depending on your practice setup:
1. Automatic Trigger
For Plastic Surgery Pipelines: When a contact moves into the Consult Complete stage
For Med Spa Pipelines: When a contact in the Non-Surgical Lead-to-Patient pipeline moves into Consult Complete
2. Manual Trigger
By applying a tag such as Post Consult or Consult to Close to the contact.
This option is useful if your practice prefers more control over who enters the nurture.
Either option can be configured based on how your team prefers to manage the post-consult follow-up process.
Once a patient has completed a consult, you’ve already built a personal connection. This nurture is not meant to replace human touch—it’s meant to support your follow-up process with timely, consistent reminders and engagement.
Key objectives:
Re-engage patients who haven’t signed their quote or scheduled surgery
Reinforce your consult messaging and keep communication warm
Offer incentives or educational reminders to encourage booking
You can fully adjust the nurture timing and tone to match your practice’s workflow.
For example:
Add a wait step (e.g., 5 days) after consult completion before sending the first message.
Customize the first email to thank them for their consultation and include a soft call-to-action.
Add special offers or limited-time incentives for scheduling within a set timeframe.
Some surgeons find success offering a complimentary non-surgical service—such as Botox—with a booked surgery, which can be mentioned in these follow-up messages.
Step 1: Initial Email
A warm, personalized message thanking them for their consultation.
Encourages them to reach out with questions or finalize their next steps.
Step 2: Lead Status Check
The workflow checks whether the contact is still in Consult Complete.
If they’ve already scheduled surgery or been marked as Not a Good Fit, they are automatically removed.
Step 3: SMS Follow-Up
A short, friendly text inviting them to reconnect or ask questions.
For Plastic Surgery: remove any “Book Online” references, since surgery scheduling typically requires a coordinator.
Step 4: Extended Cadence
Follow-up messages are spaced further apart than lead nurtures:
7 days → 10 days → 30 days → 90 days
This longer cadence fits the slower decision-making cycle of post-consult leads.
Step 5: Final Check and Cold Stage
After 120 days, if the contact still hasn’t booked or been manually updated, the system:
Moves them to the Cold stage
Stops all further messages
The Post-Consult Nurture helps you:
Maintain communication with warm, high-value leads
Reduce drop-off between consult and scheduling
Automate gentle follow-up without feeling robotic
Keep your team focused on personal outreach while the system handles consistency
It’s a subtle but powerful automation that turns follow-up into a structured, data-driven process—ensuring that no consult ever “falls through the cracks.”
