In this article, we will review our dashboards and the custom reports tool. Our dashboards’ reporting is more customizable than our baseline reporting; however, it still has limitations. If you need precise reporting on ROI and sales conversion data with your EMR, we recommend utilizing our integration through one of our data provider integrations, such as Corral Data.
Main Dashboard Template
Digital Ads Dashboard Template + Customization
Building Custom Widgets and Dashboards
Building Custom Reports for PDF & Email Sends
The Main Dashboard in Aesthetix CRM provides a comprehensive, real-time overview of your marketing, sales, and lead performance. This dashboard is your central hub for tracking performance metrics, appointment stats, lead source efficiency, and communication activity — all organized by key widgets and customizable date filters.
Note: While the dashboard layout is generally consistent, the widget titles and metrics may vary slightly between Med Spa and Plastic Surgery accounts.
At the top of the dashboard, you’ll find easy access to key tools:
Help Center: Browse support articles and tutorials.
Chat: Direct access to live chat support, also available in the Help Center or via the bottom-right corner of the app.
Aesthetix Academy: Return to your current course with a single click.
Ideas Board: Submit feature requests or vote on others — a great way to influence the roadmap.
At the top of the dashboard:
Date Range Selector: Default is the last 30 days, but you can customize this to analyze longer or shorter timeframes.
These date filters apply to all widgets and data throughout the dashboard.
New Leads, Consults & Surgeries
New Leads: Total number of new opportunities created in the selected date range.
Consults Booked: Number of consultations booked during the time period.
Surgeries Completed: Number of completed surgeries (or appointments for Med Spas).
Source Breakdown
Facebook & Instagram Ads: Lead counts based on the “Facebook Ads” tag.
Google Ads: Lead counts from active Google Ads campaigns.
Website Forms: Total leads generated via embedded web forms.
Calculated by: Total Won Opportunities ÷ Total New Opportunities
Reflects the effectiveness of your team’s ability to close.
Note: This is a global conversion rate, not broken down by source.
Provides insights into performance by lead source:
Opportunities Created: Number of leads attributed to each source.
Total Value: Sum of all opportunity values (open, won, lost, and abandoned).
Conversion Rate: Percentage of leads from that source that became won opportunities.
Use pagination to explore all source data.
Captures all email activity across your account:
Delivered Emails: Total sent and delivered messages.
Opens & Clicks: Track audience engagement.
Replies: Responses directly from email messages.
Bounces & Unsubscribes: Identify delivery issues and opt-outs.
Currently, open and click rates are not calculated, but you can compute manually using raw counts.
Breaks down your pipeline activity:
Open Opportunities: All active opportunities during the date range.
Opportunity Value: Sum of the value assigned to open deals.
Won Opportunities & Revenue: Total closed-won deals and their associated revenue.
This cumulative funnel tracks opportunity progress through your pipeline stages:
Includes stages like Lead, Replied, Booked, Patient, and Won.
Note: Contacts are counted in each stage they reach — totals are not exclusive.
Won and Patient should match, as both reflect converted customers.
Displays phone activity tracked through Aesthetix CRM’s native call tools:
Incoming & Outgoing Calls: Call counts and average durations.
Source Attribution: Breakdown of where inbound calls originated (if source tracking is set up).
Outbound Call Distribution: Calls segmented by assigned users or agents.
Insight into your overall contact database:
Leads vs. Patients: Visual ratio of contacts not yet converted vs. those who have.
Contact Interactions: Message volume by type (SMS, email, etc.) over the selected time frame.
Contact by Source & Medium: Attribution based on native form tracking or ad data (Facebook, Google, etc.).
Contact Lens (by Tag): Breakdown of contacts by tag applied at creation.
New Leads by Assignee: Distribution of new leads assigned to team members.
New Patients by Assignee: Shows which users are converting the most patients.
The dashboard is designed to give high-level visibility into marketing and sales performance.
As of now, calculated metrics are limited, but improvements are planned — including support for custom widgets and dashboards.
If you need more granular or pipeline-specific insights, refer to the Opportunity, Attribution, and Agent reports.
The Digital Ads Dashboard is a powerful, fully customizable reporting tool that allows you to visualize key campaign data across Google Ads and Meta (Facebook/Instagram) Ads. Unlike static reports, this dashboard must be manually configured to match your campaigns, sources, and conversion paths.
This dashboard does not auto-populate campaigns. Each widget must be configured for the specific campaigns and tracking structure you're using.
Your Digital Ads Dashboard includes a mix of lead, consult, and revenue tracking widgets across both Google Ads and Meta Ads. The first two widgets typically show lead counts and consults across all ads and do not require editing. All other widgets must be manually customized.
To edit any widget:
Click the gear icon at the top right of the dashboard.
Hover over a widget, click the three dots, and select Edit.
Adjust the filters, data properties, and labels as needed.
You can also duplicate widgets to track multiple campaigns or ad types by copying and updating filters.
Widgets tracking Google Ads performance typically include:
Leads
Consults
Surgery Scheduled
Surgery Revenue
Each of these uses Opportunity Widgets filtered by pipeline, source, and stage.
1. Leads Widget
Widget Type: Opportunity
Pipeline: Select the relevant pipeline (e.g., Surgical or MedSpa).
Stage: Leave blank to count all new opportunities.
Source: Filter by the UTM source (e.g., google_ads_campaign_name).
Date Property: Created On
2. Consults Widget
Same as above, but:
Stages: Include all stages where a consult might have occurred (e.g., Pre-Qualify, Consult Booked, Consult Complete, Surgery Scheduled).
This ensures you're counting consults regardless of where the opportunity eventually landed.
3. Surgery Scheduled / Revenue Widget
Filter by stages like:
Surgery Scheduled
Surgery Complete
Be sure to also include the source and created date filters to isolate this data to specific campaigns.
Pro Tip: Use the comparison date range toggle to view performance changes over time.
Widgets for Meta (Facebook/Instagram) Ads also use Opportunity Widgets, but leverage Attribution Data instead of direct source fields.
Key Filter Fields
Session Source: Paid Social
UTM Content: Use this to isolate individual campaigns (e.g., utm_content contains: breast_august_offer).
Date Property: Created On
Campaign names must be known and manually entered in widget filters.
Use UTM parameters consistently in ad links to simplify dashboard creation.
Agencies managing ads should be trained on how to duplicate and customize widgets per client.
Duplicate base widgets for each campaign to keep performance separated.
Maintain consistent naming conventions for campaigns and UTM parameters.
Use the comparison range to track month-over-month trends.
Cross-reference with the Google Ads Report and Facebook Ads Report for attribution validation.
If widgets are returning no data, check:
The UTM parameters match exactly what’s in your widget filters.
You’re using the correct date range.
The source or session source field is present and populated.
Aesthetix CRM’s Custom Dashboards allow you to build fully tailored views of your key data using widgets that pull from opportunities, contacts, emails, calls, payments, ads, and more. Whether you're building a dashboard for marketing, sales, or operations, this guide will walk you through how to create your own dashboards and populate them with widgets.
Go to the Dashboards section.
In the top-left corner, click Add Dashboard.
Choose from:
Template Library: Use pre-built dashboards based on standard reports.
Clone Dashboard: Copy an existing dashboard.
Start from Scratch: Begin with a blank dashboard.
Name your dashboard and set permissions:
Private
Shared with agency users
Admin-only access
View access for general users
Click Confirm to create your dashboard.
You can add widgets by clicking on “Goals” or “Add Widget” on the right-hand side.
Widget Types Available
Opportunities: Most commonly used for tracking leads, consults, revenue, etc.
Contacts: Track newly created contacts or contact attributes.
Appointments: Only applicable if you're using native pre-qual calendars (no EMR data).
Visitors: For users of Aesthetix CRM's native landing pages.
Emails: Email delivery, opens, clicks, bounces, and replies.
Calls: Inbound and outbound call volume and performance.
Conversations: Inbox-based communications data.
Payments: Available if using AX Pay (subscriptions, memberships).
Meta Ads: Widget set mirroring the Meta Ads Report.
Google Analytics: Requires integration; pulls GA metrics.
General: Hard-coded, less flexible widgets.
Each widget includes several configuration areas:
1. Widget Format
Choose a chart type:
Numeric
Donut/Pie
Line Graph
Bar/Horizontal Bar
Table (great for exporting data)
2. Grouping
Widgets like Donut charts allow grouping by:
Standard fields (e.g., Opportunity Status)
Custom fields (e.g., Location, Assignee)
Attribution fields (e.g., Session Source)
3. Metrics
Choose the metric to measure:
Count (of Opportunities, Contacts, etc.)
Sum/Avg/Min/Max of Revenue
4. Date Settings
Date Property: Usually Created On
Comparison Range: Previous 31 days, Previous year, etc.
5. Conditions
Set filters based on:
Opportunity stage
Attribution type
Tags
Custom fields
You can use AND/OR logic to build powerful filtering conditions.
Select Widget Type: Opportunity
Chart: Donut
Metric: Count of Opportunities
Date Property: Created On
Conditions:
Remove “Open” status filter
Add condition: Attribution = First Attribution
Group By: Session Source
Save and the widget will show how many leads came from each traffic source (e.g., Paid Social, Paid Search, Direct, Referral).
To build a contact or opportunity table widget:
Select the object (Contacts, Opportunities)
Choose Table format
Select custom fields and filters
Save and export as needed
Date Range Selector: Top of the dashboard. Updates all widgets dynamically.
Quick Filters: Filter dashboards by tags or custom fields on-the-fly.
Clone Dashboards: Use the three-dot menu to duplicate existing setups.
Manage Permissions: Share dashboards with teams or keep them private.
If you have AI Employee enabled:
Click the AI Insight icon on any widget for automated analysis.
AI will highlight performance trends, top/low-performing channels, and anomalies.
Use "Summarize Dashboard" to get a full top-line overview of your dashboard’s performance and suggestions.
Use standard naming conventions for easy navigation.
Group widgets by function (e.g., top bar = performance KPIs, bottom = source breakdown).
Keep widgets linked to the dashboard date range for maximum flexibility.
Encourage marketing agencies to manage digital ad widgets using UTM and session source attribution.
The Custom Reports Builder in Aesthetix CRM allows you to transform any of your dashboards into exportable, shareable reports. Whether you want to send performance summaries to your leadership team or automate reporting to stakeholders, this tool gives you everything you need to build professional, visual PDF reports.
To get started:
Go to Reporting in the left-hand sidebar.
Click on Custom Reports (first menu item).
Click New Report to begin building a new report.
You can choose from three starting points:
Template Library: Prebuilt reports based on Aesthetix CRM’s baseline reporting templates.
Clone an Existing Report: Duplicate a report you've already built.
Import from Existing Dashboard: Convert any of your existing dashboards (e.g., main dashboard, digital ads dashboard) into a report.
Tip: If you already use customized dashboards, importing one is the fastest way to build a custom report.
Once the report is imported or created:
1. Rename & Date Range
Set the report name at the top of the screen.
Choose the default date range (e.g., last 30 days, last month, this year).
2. Pages and Layout
View and manage each page from the sidebar.
Add or rename pages.
Drag and drop widgets to organize layout.
Resize or rearrange widgets for better fit and readability.
3. Cover Page & Branding
Click Page Properties to:
Add your logo
Set a background color or image
Adjust design elements to match your branding
Just like with dashboards:
Use the Add Widget option to include any reporting component.
All the same widget types are available: Opportunities, Contacts, Emails, Ads, Calls, etc.
Widgets can be fully customized with filters, groupings, and display types (numeric, donut, bar, table, etc.).
Click the Share/Permissions button to choose who can see the report:
Private: Only visible to the creator
Team View Access: Allow account users to view the report
Agency/Admin Access: Full access for admins or your Aesthetix support team
Once your report is complete:
Export as PDF
Use the Export button to download the report as a PDF.
Send or Schedule a Report
Click Send/Schedule and configure:
Send Frequency: Daily, Weekly, Monthly, Quarterly, or Annually
Time of Day: Choose when the report is delivered
Date Range: Default to last 30 days or customize
Comparison Period: Add YoY or MoM comparisons
Widget Date Settings: Set global or per-widget date ranges
From Email & Subject Line: Personalize the sender identity
Recipients: Select internal users or teams
Message Body: Include optional notes or instructions
Test Email: Send a preview before scheduling
Save & Schedule: Finalize and activate delivery
Weekly marketing performance recaps
Monthly sales funnel snapshots
Quarterly leadership updates
Ad campaign performance reviews
Pipeline health checks for surgeons or staff
Keep layouts simple and clean to ensure easy reading on PDF.
Use comparison ranges to highlight improvements or dips in performance.
Use branding options to match your practice or agency look and feel.
Leverage custom filters in widgets to personalize data per user, campaign, or service line.
More functionality is coming soon to the Custom Reports builder, including:
More flexible layout tools
Additional export formats
Advanced conditional logic
Stay tuned via our Ideas Board and Help Center updates.
