To keep your onboarding timeline on track, completing your contact export and submission promptly is essential.
Your contact export must be completed as part of the Go-Live Prep Checklist. This ensures your data is ready for import before your official Aesthetix CRM Go-Live date.
Your onboarding manager will provide you with an encrypted, secure cloud hosting link for uploading your contact spreadsheets. Simply drag and drop your file(s) into the secure folder, and our team will handle the rest.
To begin your onboarding import, please provide a historical contacts spreadsheet in .csv or .xlsx format.
You may export contacts from your:
Current CRM
EMR/EHR system
Email marketing platform
SMS marketing system
Any other contact storage or lead management tool
Customers may provide up to two (2) separate contact spreadsheets for import: one (1) for leads and one (1) for patients. Multi-location practices may provide up to 1 patient list and 1 lead list per location. If additional files are requested, customers may self-import, or pay an additional fee.
Aesthetix CRM uses a strict matching protocol to prevent duplicates:
Contacts will be created or updated based on:
Email Address
Phone Number
A unique identifier (email OR phone) must be provided to create a new contact record.
Duplicate contacts are not allowed in the system.
When multiple lists are provided:
All marketing system contacts will be imported first as Leads
Your EMR list will be imported second as Patients
This ensures the most accurate contact classification.
To ensure clean, usable data, please include the following fields whenever possible.
Email Address OR Phone Number (unique identifier)
Subscribed / Unsubscribed status
First Name
Last Name
Email Address
Phone Number
Type of Contact (Lead or Patient)
Lead Source
Location
Treatment of Interest
Patient Lifetime Value
User Assignment
New Lead Date
Patient Since
Aesthetix CRM will configure up to three (3) new custom fields complimentary for your initial import. These fields can cover additional data you wish to import from a historical system.
If additional custom fields are requested, please discuss with your Onboarding Manager or message support@aesthetixcrm.com who will coordinate a quote with sales.
Aesthetix CRM uses two core contact types:
Individuals who have never visited your practice.
Contacts who have completed an appointment at your practice.
New contacts may be added through several channels:
Manual entry
Website forms
EMR Integrations
Meta Instant Forms
Facebook Messenger & Instagram DMs (via AX integrations)
Phone calls to your Aesthetix CRM number
Text messages to your Aesthetix CRM number
Chat Widget on your website
Third-party automation tools (Zapier, Keragon, Integrately, etc.)
Inbound Webhooks
Aesthetix CRM supports a comprehensive list of contact sources.
If you provide source data in your import file, it will be displayed on the contact record.
Moving forward, contact sources will be assigned by the channel. Reference Contact Source Reporting and Campaign Tracking
UTM parameters are supported.
Workflow actions can assign or update the Contact Source automatically based on system triggers.
Contact Source may also be updated manually by users.
Smart Lists allow you to filter and segment contacts based on:
Custom fields
Contact tags
Activity
Lead status
And more
Smart Lists help with audience segmentation, marketing personalization, and targeted communication.
Aesthetix CRM will automatically build Smart Lists for:
Leads
Patients
Mass SMS
Mass Email
Onboarding and Customer Success are here to ensure a smooth and successful experience. If you need guidance preparing your contact spreadsheets or want to discuss custom fields or import strategy, please email support@aesthetixcrm.com.
