--- title: "Best Practices User Guide" description: "This guide outlines ongoing best practices to make the most of Aesthetix CRM by user role." url: https://help.aesthetixcrm.com/en/articles/1336-best-practices-user-guide collection: "Aesthetix CRM Essentials Playbook" updated: 2026-11-04 language: en --- # Best Practices User Guide This guide outlines ongoing best practices to make the most of Aesthetix CRM by user role. ## **Front Desk / Patient Coordinator** 1. **INBOX** - **Top Priority:** Maintain the Unread Inbox by replying to or marking messages as read. [Help Articles](https://help.aesthetixcrm.com/en/articles/1517-inbox-overview-and-navigation.md) - **FAQ:** Why don’t I see an Unread message for the New Lead?  - Automated outbound messages for new leads show in the All Inbox (not Unread). If the lead replies, it will show in Unread. - **Pro Tips:**  - Use My Inbox to only show assigned leads.  - Apply [Filters](https://help.aesthetixcrm.com/en/articles/1522-filtering-search-and-saved-views.md) by Channel - Star important conversations - Schedule messages for future send - Reference Contact Details for Treatment of Interest, Source, Lead or Patient, and more. Notes include contact activity. 2. **TASKS** - **Top Priority:** Complete tasks once assigned & due. [Help Articles](https://help.aesthetixcrm.com/en/articles/1752-tasks-overview.md) - **Pro Tips:**  - Filter tasks by Assignee and Status - Sort by Due Date - Create new tasks to manage pending to-dos 3. **INTERNAL COMMENTS & NOTES** - For internal communication, leverage “Internal comments” or notes via the inbox or contact card. 4. **PIPELINE** - No manual action needed if your EMR is integrated. - Update Opportunities manually if you do not have an integrated EMR. - **FAQ:** Why am I “missing” opportunities?  - Check Advanced Filters and remove any filters, such as Status = Open. - **FAQ:** Do you automatically create opportunities for “everything?”  - Opportunities are not created for all contacts that enter the CRM. - Opportunities are auto created with form submissions connected to Lead Capture Workflows. - Non-Connected Lead Sources (Most Common): Phone Calls, Instagram DMs, Facebook Messages, Word-of-Mouth Referrals  - EMR Integration: Opportunities are auto updated by Appt. Status - **Pro Tip:** Manually Create Opportunities for Calls/DMs Who Do Not Schedule - What do we do if the lead (Phone Call or DM) does not convert? - You may manually enroll the contact in the lead nurture workflow by adding the Treatment of Interest and the tag “manual”  - If you do not wish to enroll the contact in an automated workflow, simply manually create the opportunity and a task. ## **MARKETING** 1. **Text Message Marketing** - [Send SMS Campaigns](https://help.aesthetixcrm.com/en/articles/1243-sending-sms-campaigns-and-compliance-all-in-one-guide.md) - Know Cost Impacts: [SMS Messaging Calculator](https://aesthetixcrm.com/sms-calculator/) 2. **Email Marketing**  - Warm-Up Email: [Email Warm-up Template](https://help.aesthetixcrm.com/en/articles/1460-email-warm-up.md) - Create and Deploy [Email Templates & Campaigns](https://help.aesthetixcrm.com/en/collections/55-email-marketing) 3. **Social Media Marketing** - Use the [Social Planner](https://help.aesthetixcrm.com/en/articles/1705-how-to-use-the-social-media-planner-in-aesthetix-crm.md) to create, plan, and schedule social media content. 4. **Google Ads Management** - Connect new campaigns: [Google Ads Setup Guide](https://help.aesthetixcrm.com/en/articles/1096-all-in-one-guide-for-setting-up-google-ads-with-aesthetix-crm.md) 5. **Meta Ads Management** - Connect new campaigns: [Facebook Ads Setup Guide](https://help.aesthetixcrm.com/en/articles/1098-facebook-ads-all-in-one-guide.md) ## **ADMIN** 1. **Staff Management** - [Manage Staff](https://help.aesthetixcrm.com/en/articles/1248-user-permissions-all-in-one-guide.md): Add/Update User Permissions - [Enroll Staff](https://link.aesthetixcrm.com/widget/form/UpyN0ac47Ivp048WhSJd) in Aesthetix Academy - [Attend Live Training](https://aesthetixcrm.com/live-training/) - Changes in Lead Assignment? Update the [Global User Assignment](https://help.aesthetixcrm.com/en/articles/593-global-user-assignment-workflow.md) - If Turnover, leverage [Re-Assignment Automation](https://help.aesthetixcrm.com/en/articles/1035-how-to-reassign-leads-using-workflow-automation.md) 2. **Reporting** - Leverage [Dashboards](https://help.aesthetixcrm.com/en/articles/1247-dashboards-all-in-one-guide.md) and [Reporting](https://help.aesthetixcrm.com/en/articles/1246-reporting-all-in-one-guide.md) to monitor KPIs. 3. **AI Employee** - Update your [AI Knowledge Base](https://help.aesthetixcrm.com/en/articles/1226-knowledge-base-overview.md) [](https://help.aesthetixcrm.com/en/articles/1362-setting-up-a-conversational-ai-agent.md)& improve AI Conversations  4. **New Campaigns** - Ensure ALL Lead Forms are connected to Workflows. [How-To](https://help.aesthetixcrm.com/en/articles/1232-lead-capture-all-in-one-guide.md) 5. **Website Updates** - Forms: Ensure ALL Forms are connected to Workflows. [How-To](https://help.aesthetixcrm.com/en/articles/1232-lead-capture-all-in-one-guide.md) - Domains/DNS: If changes are made to the DNS, please contact support for reconnection. 6. **Integrations** - Periodically check Integrations Settings to ensure connection. You should be notified via email (this occurs if login credentials have changed to platforms such as [Google](https://help.aesthetixcrm.com/en/articles/1836-connecting-google-and-google-business-profile-to-aesthetix-crm.md) or [Meta](https://help.aesthetixcrm.com/en/articles/1831-connecting-facebook-and-instagram-to-aesthetix-crm.md)). - Appointment Type Changes (for Multiple Pipelines): if you add or modify appointments in your EMR - please email [support@aesthetixcrm.com](mailto:support@aesthetixcrm.com) to ensure pipeline integrity. 7. **Locations** - If expanding to new locations, notify support so your EMR integration and Reviews automation may be updated.