AESTHETIX CRM TERMINOLOGY
This glossary defines the standardized language used throughout Aesthetix CRM. These terms explain how leads, patients, appointments, workflows, automation, notifications, and reporting function inside the platform. Consistent terminology ensures accurate automation, reliable reporting, and aligned teams.
Your private Aesthetix CRM workspace where all contacts, users, workflows, calendars, integrations, notifications, and reporting live.
Any lead, patient, or customer stored in the CRM, including communication history, appointments, services, and activity.
A system event that occurs when any field, status, tag, assignment, or data point on a contact record is changed. Contact Updated is commonly used as a workflow trigger to respond to changes in real time.
The complete communication history between your team and a contact, including texts, emails, calls, voicemails, and internal notes.
The centralized workspace where all inbound and outbound conversations are managed, including SMS, email, and call activity.
A label applied to contacts for organization, segmentation, filtering, and automation logic.
The method used to collect new leads into Aesthetix CRM, such as website forms, paid ads, inbound calls, chat widgets, or manual entry. Lead Capture is typically the first automation trigger.
System logic that automatically assigns new leads, conversations, or opportunities to the appropriate team member based on predefined rules such as round-robin, availability, or role.
A workflow action that assigns a contact, conversation, or opportunity to a specific user. This can be done automatically or manually and determines ownership and responsibility.
An intelligent system process that evaluates lead data and behavior to classify leads into the correct type (such as Surgical or Non-Surgical). This ensures leads are routed into the correct pipelines, workflows, and nurture paths automatically.
In Aesthetix CRM, Lead Status matches Pipeline Stage, meaning the lead’s status always reflects their exact position in the journey.
A new inquiry that has entered the system but has not yet engaged in two-way communication.
The lead has responded to outreach or initiated a conversation.
A consultation or appointment has been scheduled.
The consultation has taken place and the lead has been evaluated.
The lead has converted into an active patient and received services.
The lead missed or cancelled an appointment without completing the visit.
The lead was intentionally closed due to qualification, budget, timing, or scope considerations.
A new surgical inquiry with no engagement yet.
Two-way communication has begun. Contact has responded to the lead nurture.
A surgical consultation has been booked but not yet completed.
The surgical consultation has taken place.
A surgery date has been confirmed.
The surgical procedure has been completed.
The consult or surgery appointment was missed or cancelled.
The lead was intentionally closed due to medical, qualification, or eligibility factors.
The lead is active and still progressing through the pipeline.
The lead successfully converted into a patient.
The lead became inactive or disengaged without a formal close-out.
The lead did not convert due to pricing, timing, competition, or other reasons.
The category of appointment, such as Consultation, Treatment, Follow-Up, or Post-Op.
The current state of an appointment, including Scheduled, Confirmed, Completed, Cancelled, or No-Show.
The system-tracked action related to an appointment, such as Booked, Rescheduled, Cancelled, or No-Show. Event types are commonly used to trigger automations.
The most recent service or treatment completed by the contact.
The upcoming or recommended service for the contact.
The service or treatment a lead has expressed interest in. This field is used to personalize messaging, workflows, and follow-up.
Automation logic that dynamically adjusts messaging and follow-up based on the contact’s treatment of interest.
Automation that assigns the appropriate nurture sequence based on the lead’s or patient’s treatment of interest to ensure relevant education and follow-up.
A structured automation composed of triggers, conditions, and actions that manage communication, task creation, notifications, and internal processes.
The event that starts a workflow, such as lead capture, pipeline stage change, appointment event, form submission, or tag application.
A specific step executed within a workflow, such as sending a message, adding a tag, assigning a user, creating a task, triggering a notification, or updating a pipeline stage.
A timing control within a workflow that pauses automation for a defined period before continuing. Wait Steps are used to space messages appropriately, allow time for responses, and prevent over-communication.
Decision-based logic within a workflow that determines what happens next based on whether specific conditions are met. This allows workflows to branch intelligently based on lead behavior, status, responses, or data.
The rules that control workflow behavior, including If / Else Conditions, wait steps, and decision paths.
A timed delay within a workflow that allows space for responses, timing control, or system checks.
A record showing when and why a contact entered a workflow, including the trigger that caused enrollment. Enrollment History helps teams understand how automation was initiated.
A detailed log of each action a workflow performed for a contact, including messages sent, steps completed, delays, and errors. Execution History is used for troubleshooting and validation.
A system-level record of user and system activity, including changes to settings, workflows, assignments, permissions, and data. Audit Logs provide accountability, traceability, and compliance visibility.
Automated follow-up messaging designed to educate leads, build trust, and guide them toward booking a consultation.
Ongoing communication designed to support retention, education, repeat visits, and long-term patient relationships.
Automated follow-up that activates when a previously unresponsive lead replies, ensuring timely continuation of the conversation.
Automated outreach designed to reconnect with leads who have gone inactive after a defined period of no engagement.
Follow-up messaging sent after a consultation to reinforce recommendations, address objections, and encourage next steps.
A review workflow that routes satisfied patients to public review platforms while directing less-satisfied feedback to internal channels for resolution.
Automated messaging that directs patients to leave a review on Google, helping increase online visibility and social proof.
Automated reminders sent to existing patients to encourage repeat visits, follow-up appointments, or ongoing treatment plans based on timing or service history.
Automated outreach designed to re-engage past patients or lost leads who have not returned within a defined timeframe.
A manual or automated to-do assigned to a user, such as follow-up calls, check-ins, internal reminders, or administrative actions.
Phone calls initiated by leads or patients to a tracked business number.
Phone calls initiated by your team directly from within the CRM to a lead or patient.
An automatic message sent when an inbound call goes unanswered, prompting the caller to continue the conversation via text.
System alerts that inform users of important activity, updates, or required actions inside Aesthetix CRM.
Alerts delivered to a user’s email inbox to notify them of new leads, replies, missed calls, tasks, or workflow events.
Real-time alerts sent to the Aesthetix CRM mobile app, allowing users to respond quickly to messages, calls, tasks, and updates while away from their desk.
A connection between Aesthetix CRM and an Electronic Medical Record system that allows patient, appointment, and treatment data to sync accurately.
A required U.S. registration that verifies your business for compliant SMS messaging and protects message deliverability.
The likelihood that messages successfully reach a contact without being filtered or blocked.
A visual overview of key performance metrics such as leads, conversions, pipeline value, and activity trends.
Tools used to measure performance, identify trends, and evaluate effectiveness.
A tracked potential sale associated with a contact.
The estimated revenue tied to an opportunity.
Automation logic that assigns a dollar value to an opportunity based on predefined rules such as treatment type, consultation outcome, or service category.
The total estimated revenue a patient generates over the course of their relationship with your business.
A team member with access to the CRM.
Controls that determine what each user can view or modify based on their role.
A pre-built system configuration that includes workflows, pipelines, templates, and settings.
