We have developed this all-in-one help article to go through all of the Aesthetix CRM reporting options extensively. Our goal with this help article is to help you understand how all our hard-coded reports work. Please note that while we offer a breadth of reporting options, we are not a data and analytics platform first; we are many things before that. If you require detailed and precise reporting for ROI or other sales-based information, we recommend utilizing one of our data partners through integration, such as Corral Data.
Google Ads Report
Facebook Ads Report
Attribution Report
Call Report
Agent Report
Appointment Report
In this section, we will review each of the base reports available in our system, how they work, and their limitations. Please review this section deeply before contacting support about reporting. This guide is what our support is referring to when answering your questions.
The Google Ads Report in Aesthetix CRM allows you to evaluate your paid search performance by connecting your Google Ads account. This report not only displays your ad metrics directly from Google, but also ties those insights to your pipeline and opportunity data, offering full-funnel ROI reporting.
Accessing the Report
You can access this report by navigating to:
Main Menu → Reporting → Google Ads
Ensure your Google Ads MCC and account are properly integrated before using this report. If you're unsure, refer to our help article on [Setting Up Google Ads Reporting].
Metrics Overview
At the top of the report, you’ll find performance data pulled directly from Google:
Impressions: Total number of ad views
Clicks: Number of times your ads were clicked
Conversions: Actions defined as conversions in Google Ads
Spend: Total ad spend over the selected date range
Average CPC: Cost-per-click
Cost Per Conversion
Conversion Rate
You can adjust the date range for custom reporting periods.
Campaign Breakdown
Underneath the top-level metrics, you’ll find a detailed breakdown of each Google Ads campaign:
Campaign Name
Clicks, Conversions, and Cost
Ad Groups
Keywords and performance metrics per keyword
You can drill into each campaign to view ad groups, keyword performance, and understand which creative or targeting is driving results.
Opportunity & Revenue Attribution
This is where the Google Ads Report becomes uniquely powerful:
When your Google Ads reporting is set up correctly, the system connects ad traffic to actual opportunities and revenue in your CRM. You’ll see:
Opportunities Created: From Google Ads campaigns
Cost per Lead
Average Revenue per Lead
Cost per Sale
Number of Sales (Won Opportunities)
Revenue Attributed
If you have an integrated EMR with POS (point of sale) capabilities, this data pulls directly from those systems for full-funnel attribution.
Performance Optimization
With this data, you can:
Compare campaigns by ROI
Identify high-performing keywords
Adjust budgets or pause underperforming campaigns
Optimize for cost per sale or revenue per lead
Each campaign section includes a direct link to the associated ad groups and keyword data, making it easier to make tactical decisions.
Compliance Notes
Data reflects only campaigns and conversions configured in your Google Ads account
For accurate attribution, make sure UTM parameters and tracking templates are applied across your ad URLs
Limitations
Only works if you have followed the help article for configuring your Google ads account and conversion actions.
Only works if you utilize our forms, chat widget, surveys, number pools, or calendars to collect native attribution data with form submissions.
Helpful Articles Around Google Ads Reporting
Google Ads: All-In-One Guide
This comprehensive article combines multiple articles into one to help you get your Google ads properly setup and integrated with Aesthetix CRM.
Understanding Google Ad Reporting Terminology
Learn how to analyze and interpret the Google ads report.
The Facebook Ads Report in Aesthetix CRM gives you complete visibility into the performance and ROI of your Meta (Facebook and Instagram) advertising campaigns. By combining ad data from Meta with CRM pipeline metrics and EMR integrations, this report helps you evaluate both top-of-funnel and bottom-line performance in one place.
Accessing the Report
You can access this report by navigating to:
Main Menu → Reporting → Facebook Ads
Make sure your Meta Business Account and Ads Manager are connected, and your ad campaigns are tagged correctly with UTM parameters as outlined in our [Setting Up Facebook Ads Reporting] help article. This ensures accurate attribution and opportunity tracking.
Metrics Overview
The top section of the report includes real-time data pulled directly from Meta:
Impressions: Total ad views
Clicks: Ad click-throughs
Conversions: Form submissions or leads generated
Total Spend: Ad spend over the selected period
CPC (Cost Per Click)
Cost Per Lead
Conversion Rate
You can adjust the date range to view short-term performance or long-term ROI trends.
Campaign-Level Reporting
Below the summary metrics, the report provides a breakdown of each campaign:
Campaign Name
Clicks and Impressions
Cost per Click (CPC)
Click-through Rate (CTR)
Leads Generated
Cost per Lead (CPL)
Cost per Sale (based on won opportunities)
Average Revenue per Campaign
This section helps you identify which campaigns are performing best based on both ad engagement and downstream revenue.
Sales Attribution & ROI
If you're using an integrated EMR (like Boulevard or Zenoti), the opportunity values and invoicing data flow directly into the report. This enables you to see:
Number of Sales (Won Opportunities)
Total Revenue Generated per Campaign
Cost per Sale / Cost per Acquisition (CPA)
True ROI per Campaign
This full-funnel attribution allows you to confidently assess which ads and audiences are generating actual business impact—not just clicks.
Campaign Drill-Down
Click into any campaign to explore:
Ad Creatives: Track which individual ads are driving the most revenue or leads
Ad Sets: Compare audiences by performance and ROI
Optimization Opportunities: Identify underperforming ads or creatives to pause, and scale winning ads with higher return
While Facebook’s native platform does some automated optimization, this report gives you manual control and insights to override poor-performing ads or audiences.
Tips for Maximizing Reporting Accuracy
Ensure your ads include proper UTM parameters so that leads and opportunities are attributed correctly
Use the Facebook Native Lead Form integration or Aesthetix forms on landing pages
Double-check opportunity stages are mapped correctly for ROI tracking
Work with your onboarding manager to verify EMR data syncing if applicable
Limitations
Only works if you utilize our forms, chat widget, surveys, number pools, or calendars to collect native attribution data with form submissions.
If you are using landing pages, you must set up conversion actions utilizing dataset/pixel in Meta. This is an advanced configuration, which is why we recommend using instant/lead forms in Meta instead.
Helpful Articles Around Facebook Ads Reporting
Facebook Ads: All-In-One Guide
Use this guide as your one stop to set up Facebook ads whether using lead forms or landing pages.
The Attribution Report provides deep insight into how leads and revenue are being generated through your marketing efforts. This report helps you understand which channels are producing results, and how users are engaging with your assets from first click to conversion.
Accessing the Attribution Report
Navigate to:
Main Menu → Reporting → Attribution
Once opened, the report defaults to showing data from the last 30 days, though this can be changed using the date filter in the top left.
Attribution Type: First vs. Last
Use the toggle at the top to choose between:
First Attribution: Displays the initial source that led to the opportunity creation within the selected date range.
Last Attribution: Focuses on the most recent source interaction before the opportunity was created.
This choice affects how attribution data is categorized and calculated in the report.
Report View Filters
You can analyze the report by three main views:
1. Revenue
Shows total won opportunities during the selected time period.
Displays the total revenue value associated with those opportunities.
Only includes opportunities marked as “won.”
2. Leads
Shows new opportunities created in the date range that have valid attribution data.
Manually created leads, call leads, or leads from unsupported forms will not appear unless attribution is tracked.
3. Opportunities
Includes all opportunities created within the date range, regardless of whether they were won or have valid attribution data.
Session Events Breakdown
Each report view contains a detailed session event log showing:
Event Type: Such as form submitted, contact created, page visit, appointment booked, etc.
Contact Name
Campaign Name
UTM Parameters:
UTM Medium
UTM Content
UTM Term (e.g., search keyword)
Referrer: Where the visitor came from
Landing Page URL: Clickable link to view the entry point
You can filter session events by specific event types such as:
Form Submitted
Survey Submitted
Appointment Booked
Page Visited
Chat Widget Triggered
Two-Step Form or Purchase
Incoming Call (only if tracked via number pools)
Note: Attribution only works when using native forms, surveys, number pools, or the Aesthetix CRM tracking script.
Leads Visualization
The Leads tab displays attribution performance in easy-to-read charts:
By Source: e.g., Paid Search, Organic, Social, Direct, Other
By Medium: e.g., Form, Conversation, Chat Widget, Calendar
These visualizations provide quick insight into the top-performing lead sources by volume.
Opportunities View
The Opportunities tab provides a complete list of all opportunities in the selected timeframe, including:
Attribution source
Associated session events
Filters to segment by campaign, medium, term, etc.
This view is ideal for high-level performance reviews across all deal stages.
Exporting Data
All data in the Attribution Report can be exported for additional analysis or reporting outside of Aesthetix CRM.
Key Considerations
Attribution only works with native tools:
Aesthetix CRM forms, surveys, chat widgets, tracking scripts, and call tracking numbers.
Manually added contacts or externally sourced leads will not be included in attribution unless tracked correctly.
Make sure your Google Ads and Facebook Ads are properly tagged with UTM parameters and follow the setup articles to ensure attribution flows correctly.
Attribution data also powers Facebook Ads, Google Ads, and Call Reporting reports for a full closed-loop marketing performance view.
The Call Report provides detailed analytics on all inbound and outbound calls made using your Aesthetix CRM phone numbers. It allows you to monitor call volume, evaluate team performance, and ensure proper handling of lead calls — all from one dashboard.
Accessing the Call Report
Navigate to:
Main Menu → Reporting → Call Report
Once inside, you’ll have full control over how to view and filter your call data.
Date Range Selection
Use the date picker to define the reporting period you'd like to review.
Directional Filtering
Toggle between:
Incoming calls
Outgoing calls
Advanced Filtering Options
You can further narrow down the report using:
Phone number (your internal numbers)
Call status (Answered, Missed, Voicemail, Ringing)
Number Pools
Keywords
Campaign Source
Visual Charts
The report includes helpful visualizations:
Calls by Status: Total volume broken down by call outcome
First-Time Calls by Status: Insights into new lead engagement quality
Source Attribution (if using number pools): Breakdown of where calls originated from
These charts help assess the performance of both marketing campaigns and front desk or sales teams.
Detailed Call Logs
The bottom section of the report provides granular call-level details, including:
Contact Name (if matched in CRM)
Number Dialed (the Aesthetix CRM number receiving the call)
Caller Number
Date and Time
Call Duration
Call Status
Recording Access: Play or download individual call recordings directly from the dashboard
Call Recording Use Cases
Listening to call recordings can help:
Evaluate lead qualification
Coach sales and front desk teams
Audit call handling quality
Identify missed opportunities
Requirements
To populate this report, you must:
Use Aesthetix CRM phone numbers for both inbound and outbound call activity
Ensure all outbound calling is done via Aesthetix CRM’s native dialer
Note: If you are using an external call provider or a third-party dialer via webhook, those calls will not appear in the report or logs.
Common Use Cases
Monitor call handling performance across multiple locations
Evaluate marketing attribution by analyzing the number pool performance
Coach staff using real call recordings
Track ROI from phone-based campaigns
The Agent Report is designed to give visibility into your team’s performance across messaging, calling, deal closing, and overall lead management activity. This dashboard enables managers and admins to identify top performers, track key metrics, and ensure accountability across agents.
How to Access the Agent Report
You can access the Agent Report from the main Reporting section in your Aesthetix CRM dashboard. Once inside the report, you can:
Filter by Date Range (defaults to last 30 days)
Filter by User(s) or view all users
Click Fetch to apply your filters and load the most recent data
Key Metrics in the Agent Report
1. Opportunities Summary
This widget shows a summary of opportunities created during the selected time range:
Open Opportunities
Won Opportunities
Lost/Abandoned Opportunities
Use this section to quickly assess pipeline health and agent performance on conversions.
2. Pipeline Conversion View
You can toggle between different pipelines (e.g., Surgical vs. Non-Surgical) if your account is configured for both.
Each pipeline stage (e.g., Lead, Replied, Pre-Qualify, Consult Booked, Consult Complete, Surgery Completed) displays:
The number of leads in that stage
% Change compared to the previous 30-day period
Example: “Surgery Completed” stage is up 47% compared to the previous period.
3. SMS Activity
Tracks only manual SMS sent from the Inbox. Excludes:
Automated SMS from workflows (e.g., LeadNurture)
Bulk SMS campaigns
Metrics include:
Sent
Delivered
Clicked (only counts clicks via Trigger Links)
Failed
4. Email Activity
Also tracks only manual emails sent from the Inbox (not workflows or campaigns).
Metrics shown:
Sent
Opened
Clicked
Replied
5. Leaderboard
You can toggle between:
Most Opportunities Created
Most Opportunities Won
This is ideal for highlighting top performers or identifying agents who may need support.
6. Call Metrics
This section is especially useful for sales teams and front desk staff.
Breakdown includes:
Dialer Calls: Outbound calls made via Aesthetix CRM
Incoming Calls: Tracked inbound calls
Call Status: Answered, Missed, Failed
Call Duration: Average call time
Total Calls and Total Call Time
Note: Manual action calls and automated calls are not typically used in most client configurations and may appear empty.
7. Efficiency Metrics
Tracks performance based on opportunity movement and outcomes:
Total Sales Value (won opportunities)
Average Sales Duration
Sales Velocity (speed of closing from first contact to won stage)
This section helps measure how effectively agents are managing their sales cycle.
The Appointment Report provides detailed analytics for appointments booked within Aesthetix CRM. However, it's important to note that this report is currently only functional for plastic surgery practices utilizing pre-qualified calendars for pre-qualification calls.
Important: No data will populate from EMR integrations in this report. It does not currently support EMR-synced appointments. This limitation is expected to change with our V2 EMR integrations in 2026 and beyond.
When to Use the Appointment Report
This report is ideal for:
Plastic surgery practices using pre-qualification calendars
Teams managing bookings via Aesthetix CRM calendars (not synced from EMRs)
Reviewing appointment activity not linked to external systems
Filters and Configuration Options
At the top of the Appointment Report, you can configure the following filters:
Date Range: Filter by predefined options (Last 30 Days, This Year, Last Month, etc.)
Calendar Selection: Choose one or multiple calendars to analyze
Date Type: Select between the calendar start date or date added
Key Metrics & Visualizations
The dashboard includes widgets that give you a snapshot of appointment activity:
Status Overview
Booked
Confirmed (should closely match Booked due to auto-confirmation settings)
Cancelled
New
Showed (must be manually marked)
No Show (must be manually marked)
Invalid
Rescheduled
Manual status updates are required for “Showed” and “No Show” to reflect in the report.
Channel & Source Insights
Channel: Shows whether the appointment was booked by the lead or created manually
Source: Indicates how the appointment was booked (e.g., via widget or manual entry)
Performance Breakdown
Top 5 Most Booked Calendars
Top 5 Appointment Owners (users with the most bookings)
Most Popular Days (day/time trends across bookings)
Top 5 Calendars by Cancellations
Top 5 Calendars by Reschedules
These widgets help identify team performance, calendar demand, and rescheduling/cancellation trends.
Appointment Table & Exporting
At the bottom of the report, you’ll find a detailed table view of all appointments within your selected filters. Columns include:
Appointment ID
Requested Time
Calendar
Date Added
Contact Name
Email & Phone
Appointment Owner
Created By
Source
You can customize visible columns and export the data for offline review or reporting purposes.
Limitations
No EMR Data: Appointments synced via EMR (e.g., from ModMed, Nextech, etc.) will not appear in this report.
V2 EMR Support Coming in 2026: Future updates will bring EMR-synced appointment visibility to this report.
Summary
The Appointment Report is a powerful tool for tracking pre-qualification appointment activity inside Aesthetix CRM. While it does not currently integrate with EMR appointment data, it provides deep insights into performance metrics, calendar usage, and booking sources for internal appointments—making it especially valuable for plastic surgery teams using CRM-based scheduling.
