Open the contact record in Aesthetix CRM and click Notes. Every time the integration receives an event from PatientNow, it automatically adds a note with the appointment status, service, date, and location.
Note exists → the integration received the event. Jump to the relevant section below.
No note exists → the integration did not receive the event. Start with the steps below.
This single check tells you where the problem is.
Every appointment type in PatientNow must be registered in your Aesthetix CRM settings. If an appointment type was recently added or renamed in PatientNow, the integration will not know how to process it.
Find the exact name of the appointment type as it appears in PatientNow
Contact Aesthetix CRM support with that name
Once added to your settings, future appointments of that type will sync correctly
The contact may be missing a phone number or email address.
The integration requires at least one of these to match or create a contact record. If missing:
Add the phone number or email address to the patient record in PatientNow
Rebook or update the appointment to re-trigger the sync
Multiple contacts affected over the same time period.
This indicates a connection issue rather than a data problem. Contact Aesthetix CRM support immediately with the date the issue started and two or three example patient names.
The appointment type is likely miscategorized or missing from the categorization document.
Check the note — it shows the exact appointment type name from PatientNow
Cross-reference it against your Appointment Categorization Document
If it is wrong or missing, contact Aesthetix CRM support with the correct category
Appointment categories:
Category | Use for |
Non-Surgical Consult | First consultation for injectables, lasers, or skin treatments |
Non-Surgical Appointment | The actual treatment visit |
Surgical Consult | First consultation for surgical procedures |
Surgical Appointment | The actual surgical procedure |
Pre-Op Appointment | Pre-surgery visits — does not trigger a pipeline move |
Post-Op Appointment | Post-surgery follow-ups — does not trigger a pipeline move |
Block | Internal meetings, lunches, admin blocks — excluded from all automation |
The opportunity value updates when an order is fully closed in PatientNow's sales register — not when the appointment is marked complete.
Confirm the order was fully closed at the register in PatientNow
Check the contact's Notes tab for an Order Closed note
If the note exists but the value didn't update, contact support with a screenshot
If no note exists, the order was not fully processed — confirm with your front desk
Patient creation from Aesthetix CRM to PatientNow is triggered by a tag.
Open the contact record in Aesthetix CRM
Add the tag pnow-create
Wait 15–30 seconds and check PatientNow
If the patient still does not appear, confirm all six required fields are populated:
Required field | Location in Aesthetix CRM |
First name | Contact Info |
Last name | Contact Info |
Email address | Contact Info |
Phone number | Contact Info |
Date of birth | Contact Info → Additional Info |
Gender | Contact Info → Additional Info |
PatientNow will reject the patient creation if any of these are missing. Add the missing information and re-apply the tag.
Check the contact's Notes tab for an Order Closed note with the membership details
If no note exists, confirm the membership was sold and fully closed through PatientNow's register — not just added to the patient profile
If the note exists but workflows did not trigger, contact support with a screenshot
Situation | Action |
New or unrecognized appointment type | Contact support with the appointment type name |
Missing phone, email, DOB, or gender | Update the contact record, then retry |
Wrong tag applied | Apply the correct tag and retry |
Pipeline moved to wrong stage | Contact support to update the categorization |
Multiple patients affected simultaneously | Contact support immediately |
Note exists but action didn't fire | Contact support with the contact name and note screenshot |
Note | What it means |
Appointment Booked | Booking event received — contact should have moved to Booked stage |
Appointment Status Update | Status changed in PatientNow — confirmed, no show, or cancelled |
Order Closed | Checkout or membership sale processed — opportunity value should have updated |
Patient Created | New patient synced from PatientNow to Aesthetix CRM |
Overview of PatientNow Essentials Integration with Aesthetix CRM
How to Create a Patient in PatientNow Essentials From Aesthetix CRM
How to Create a Patient in PatientNow Pro From Aesthetix CRM
Appointment Category: How It Works and Why It Matters To Your EMR Integration
Understanding Next Visit & Last Visit Fields in EMR Integrations
