Open the contact record in Aesthetix CRM and click Notes. Every time the integration processes an appointment or payment event from Nextech, it automatically adds a note with the appointment status, type, purpose, practitioner, location, date, and category.
Note exists → the integration received and processed the event. Jump to the relevant section below.
No note exists → the integration did not receive the event. Start with the steps in that section.
The Notes tab is your audit log. If an appointment is not in the notes, Aesthetix CRM did not pick it up from Nextech.
Unlike Zenoti and PatientNow which use webhooks (near-instant updates), the Nextech integration uses polling — every 5 minutes, Aesthetix CRM checks the Nextech API for changes. This means:
Updates appear in Aesthetix CRM within 5 to 10 minutes of the action being taken in Nextech — not instantly
The same appointment can occasionally appear in the Notes tab more than once if it was modified multiple times within the polling window. This does not affect pipeline movement and is expected behavior.
If an appointment was made and immediately cancelled within the same 5-minute window, both events may be captured — or neither may be, depending on timing
Always wait at least 10 minutes before concluding that an event did not sync.
Wait 10 minutes first. The polling window means updates are not instant. If it has been less than 10 minutes since the appointment was booked in Nextech, wait before investigating further.
The appointment type may be new or uncategorized. Every appointment type in Nextech must be mapped in your Appointment Categorization Document. If a new appointment type was added to Nextech after your integration was set up, the system will not know how to process it.
Check the appointment type name exactly as it appears in Nextech
Contact Aesthetix CRM support with that name
Support will add it to your categorization mapping — future appointments of that type will sync correctly
For Nextech Cloud — online booking appointments may need a settings change. If appointments booked through NextPatient online scheduling are not appearing, the issue is in Nextech's scheduler settings.
In Nextech Cloud, go to Admin → Scheduler → Preferences → Scheduler Module → Online Scheduling
Set Online Scheduling Appointments — Book to Pending
Do not change the Hold setting to Pending — this routes appointments to a queue and prevents them from syncing
Multiple contacts affected over the same time period. Contact Aesthetix CRM support immediately with the date the issue started and two or three example patient names.
The appointment type is miscategorized. This is the most common cause of pipeline failures. Check the note — it shows the appointment type, purpose, and the category the integration assigned to it. If the category is wrong, the contact will move to the wrong pipeline stage or not move at all.
Contact Aesthetix CRM support with the appointment type name and the correct category. Do not modify the locked workflows yourself.
The appointment is a Pre-Op, Post-Op, or Block category. These three categories intentionally do not trigger pipeline moves. If a contact's appointment falls into one of these categories, no stage change will occur — this is expected behavior.
A cancellation was processed after a rescheduled appointment. If a contact was rescheduled in Nextech and then the original appointment was also updated to Cancelled, the cancellation event may have been polled after the new booking — causing the contact to appear to move backward. Check the notes for the order events were received and contact support if the pipeline stage needs to be manually corrected.
The contact's opportunity does not exist. The integration updates existing opportunities. If no opportunity exists on the contact record, create one manually in the correct pipeline — it will be updated by future Nextech events.
Surgical Pipeline:
Appointment category | Nextech status | Pipeline stage |
Surgical Consult | Pending / Confirmed | Consult Booked |
Surgical Consult | Fulfilled | Consult Complete |
Surgical Consult | Cancelled / No-Show | Cancelled / No-Show |
Surgical Appointment | Pending / Confirmed | Surgery Scheduled |
Surgical Appointment | Fulfilled | Surgery Complete |
Surgical Appointment | Cancelled / No-Show | Cancelled / No-Show |
Non-Surgical Pipeline:
Appointment category | Nextech status | Pipeline stage |
Non-Surgical Consult | Pending / Confirmed | Booked |
Non-Surgical Consult | Fulfilled | Patient |
Non-Surgical Appointment | Pending / Confirmed | Booked |
Non-Surgical Appointment | Fulfilled | Patient |
Non-Surgical Consult / Appointment | Cancelled / No-Show | Cancelled / No-Show |
***Pre-Op, Post-Op, and Block categories do not trigger any pipeline movement.
Next Visit Date updates when an appointment moves to Pending or Confirmed status in Nextech.
Last Visit Date updates when an appointment moves to Fulfilled (checked out / completed) status in Nextech.
If either field did not update:
Check the Notes tab for the corresponding appointment event
Confirm the correct status was set in Nextech — if the appointment was completed but not moved to Fulfilled in Nextech, Last Visit Date will not update
If the note exists but the field did not update, contact support with a screenshot of the note
Next Visit Date stores date only — appointment times are not currently supported.
The payments integration is optional and works differently for surgical vs. non-surgical practices.
For non-surgical / med spa practices: Payment tracking generally works well — transactions are straightforward and provide reliable Patient Lifetime Value data.
For plastic surgery practices: The payments integration is not recommended. Nextech payment data does not tie to a specific appointment, and complex billing structures (credits, payment plans, adjustments) frequently cause inaccurate Patient Lifetime Value figures. If your practice is surgical and is seeing unexpected values, contact support to discuss disabling the payments trigger and switching to manual opportunity value assignment.
Patient creation uses different tags and required fields depending on which version of Nextech your practice uses.
Tag to apply: NXT Create (with a space — not a hyphen)
Processing time: 60 seconds to 2 minutes
Required fields:
Field | Notes |
First name | — |
Last name | — |
— | |
Phone number | — |
Date of birth | — |
NXT Location | Required for multi-location practices only — must match the location name exactly as it appears in Nextech |
Tag to apply: NXT-Create (with a hyphen — not a space)
Processing time: 15 to 20 seconds
Required fields:
Field | Notes |
First name | — |
Last name | — |
— | |
Phone number | — |
Date of birth | — |
Referral Source | Must match Nextech's exact values — provided during integration setup |
General Practitioner | Must match Nextech's exact values — provided during integration setup |
Street address | — |
City | — |
State | — |
Postal code | — |
If patient creation is failing for Practice Plus: The most common causes are a missing field or a Referral Source / General Practitioner value that does not match Nextech's exact values. Confirm all 11 fields are populated and that Referral Source and General Practitioner match exactly — including capitalization and spacing — before re-applying the tag.
If the patient already exists in Nextech: The system will not create a duplicate. Search for the patient in Nextech by email and phone before concluding the creation failed.
Nextech birthday data is stored in the custom field NXT Birthday rather than the native Date of Birth field. A dedicated Birthday workflow copies the value into the native Date of Birth field automatically.
This sync runs when an appointment reaches Fulfilled status. A contact will not have their birthday synced until at least one appointment has been fulfilled for them in Nextech.
Check the contact record — confirm the NXT Birthday field is populated
Confirm the native Date of Birth field is also populated — if empty, the Birthday sync workflow may not have run yet
Confirm at least one appointment has been fulfilled for this contact in Nextech
If NXT Birthday is populated but Date of Birth is empty, contact support
The core integration workflows are locked. The following tags and fields are created by the locked workflows and can be used as triggers in your own custom workflows:
Tags: Appointment Booked, Patient, Cancel/No-Show
Fields: Next Visit Date, Last Visit Date, NXT Appointment Status, NXT Appointment Type, NXT Appointment Category, Patient Lifetime Value
If you need a locked workflow unlocked for deeper customization, or need new appointment types added to your categorization, contact Aesthetix CRM support.
Situation | Action |
No note after 10 minutes, single appointment | Check appointment type and categorization, then contact support |
No note, multiple contacts affected | Contact support immediately |
Online booking not syncing (Nextech Cloud) | Fix the Online Scheduling setting in Nextech Admin first |
New appointment type added to Nextech | Contact support with the appointment type name to update categorization |
Pipeline moved to wrong stage | Contact support with appointment type and correct category |
Cancellation moved contact backward | Contact support to manually correct pipeline stage |
Practice Plus patient creation failing | Verify all 11 fields and exact-match values, then retry |
Nextech Cloud patient creation failing | Verify 5 required fields and NXT Location if multi-location |
Payments creating incorrect Lifetime Value (surgical practice) | Contact support to discuss disabling payments trigger |
Birthday not syncing | Confirm fulfilled appointment exists, then contact support |
Locked workflow customization needed | Contact support |
Nextech Cloud | Nextech Practice Plus | |
Appointment sync | Identical | Identical |
Pipeline logic | Identical | Identical |
Patient creation tag |
|
|
Patient creation time | 60 seconds to 2 minutes | 15 to 20 seconds |
Required fields for patient creation | 5 | 11 |
Exact-match fields required | None | Referral Source, General Practitioner |
Overview of Nextech Practice Plus Integration with Aesthetix CRM
How to Create Patient in Nextech Practice Plus From Aesthetix CRM
How to Fix Issue with Online Bookings Not Coming into Aesthetix CRM From Nextech Cloud
Appointment Category: How It Works and Why It Matters To Your EMR Integration
Understanding Next Visit & Last Visit Fields in EMR Integrations
