Pipeline automation with direct stage mapping between Lobbie and Aesthetix CRM
Two-way calendar sync between Lobbie and Aesthetix CRM -- one of the only integrations we offer with calendar syncing between systems
Automate post-appointment follow-up
Automate patient retention campaigns
Tag-based automation triggers by appointment type
Collect data for better patient/client segmentation
The Lobbie integration connects directly to Aesthetix CRM using GoHighLevel's native integration support. Unlike our EMR integrations that run through AX Connect, Lobbie connects via a private integration token and Location ID that you configure inside Lobbie's settings.
The integration does two things:
Pipeline sync -- Maps Lobbie's internal stages to your Aesthetix CRM pipeline stages, so contacts move through your pipeline automatically as their status changes in Lobbie.
Two-way calendar sync -- Appointments scheduled in Lobbie sync to a dedicated calendar in Aesthetix CRM, and changes made in Aesthetix CRM sync back to Lobbie.
Note: If you're on Lobbie, you're most likely using the Med Spa Lead-to-Patient pipeline. Plastic surgery practices with dual pipelines should discuss their setup with the Aesthetix CRM team.
You'll need two pieces of information from Aesthetix CRM:
Location ID:
Inside Aesthetix CRM, go to Settings → Business Profile.
Copy your Location ID from that page.
API Token:
Inside Aesthetix CRM, go to Settings → Integrations → Private Integrations.
Click Create to create a new private integration specifically for Lobbie.
Add all scopes to ensure the integration functions properly.
Copy the API Token that is generated.
Inside Lobbie, go to Lobby Settings → Integrations.
Select Go High Level (which is what Aesthetix CRM is built on).
Click Add New Location.
Enter the Location ID and API Token you copied from Aesthetix CRM.
Click Test Credentials and Load GHL Options.
Once the connection is verified, you'll see all available configuration options.
Select the pipeline you want to sync with the Lobbie integration. Then map each Lobbie stage to the corresponding Aesthetix CRM pipeline stage:
Lobbie Stage | Aesthetix CRM Pipeline Stage |
Opportunity Created | Lead |
Appointment Created | Booked |
Appointment Cancelled | Cancel / No-Show |
No-Show | Cancel / No-Show |
Thinker | Consult Complete (if applicable) |
Subscribe | Patient |
Note on the Thinker stage: This maps to Consult Complete for practices that have a stage for patients who completed a consult but haven't yet purchased services. If your pipeline doesn't have a Consult Complete stage, discuss the best mapping with your Aesthetix CRM team.
Before configuring the calendar sync, you need to create a dedicated event calendar in Aesthetix CRM with specific settings:
Calendar Settings:
Meeting Location: Custom
Availability: Set as broad as possible -- 12:00 AM to 11:59 PM, all days of the week
Meeting Interval: Every 5 minutes
Meeting Duration: 60 minutes
Max Meetings Per Slot: 100
Form & Confirmation Settings:
Auto-confirm new calendar meetings: On
Notifications: Off
Allow Google Calendar to send invitation: Off
Important: Make sure Google Calendar invitations are turned off. Lobbie handles all appointment notifications -- you don't want duplicate notifications going out from both systems.
For each appointment type you want to sync, configure the following in Lobbie:
Scheduler Config -- Select the room for this appointment type.
Appointment Type -- Select the specific appointment type.
GHL Calendar -- Select the Aesthetix CRM calendar you created in Step 4.
Assignee -- Select the specific assignee for this appointment type.
Sync Settings:
Single direction GHL to Lobby: Do not select this. Leave it unchecked so the sync works in both directions.
Confirm GHL appointment by default: Yes (checked).
Enforce availability when syncing from GHL: No (unchecked).
Tag by Appointment Type:
You can add a tag based on the appointment type. This is recommended -- it lets you trigger automations in Aesthetix CRM based on specific appointment types being booked.
Multiple Appointment Types:
If you want multiple appointment types going to the same calendar, simply add another calendar configuration in Lobbie and repeat the process for each appointment type. Each appointment type maps to the same calendar but can have its own tag.
To enable changes made in Aesthetix CRM to sync back to Lobbie, we set up a simple workflow:
Trigger: Appointment status change on the specific calendar created for the Lobbie sync.
Action: Send to a webhook.
This webhook enables the two-way sync. If you make an update or change to an appointment inside Aesthetix CRM, it will be reflected back in Lobbie.
Recommendation: While two-way sync is available, we recommend continuing to use Lobbie as your primary calendar. The two-way sync is there as a safety net, not as a replacement for managing your schedule in Lobbie.
This is a direct GHL integration, not AX Connect. Unlike our EMR integrations (Zenoti, PatientNow, ModMed, etc.), Lobbie connects directly to Aesthetix CRM using GoHighLevel's native integration. There is no AX Connect middleware or separate integration fee.
Use Lobbie as your primary calendar. While two-way sync is supported, Lobbie should remain your main scheduling tool. Aesthetix CRM's calendar serves as the sync destination, not the primary scheduling interface.
Turn off Google Calendar invitations. Lobbie handles appointment notifications. Leaving Google Calendar invitations on will cause duplicate notifications to patients.
Calendar availability must be set broadly. Set availability to 12:00 AM - 11:59 PM all days of the week, with 100 meetings per slot. This ensures that Lobbie appointments always sync regardless of when they're scheduled. The actual availability rules are managed in Lobbie, not in Aesthetix CRM.
Add all scopes to the private integration. When creating the private integration token in Aesthetix CRM, add all available scopes. Missing scopes can cause parts of the integration to fail silently.
Tags are added by appointment type. Each appointment type configuration in Lobbie can add its own tag, giving you the ability to trigger specific automations per appointment type.
Q: How is the Lobbie integration different from other EMR integrations?
Lobbie connects directly to Aesthetix CRM using GoHighLevel's native integration support. There is no AX Connect middleware, no polling, and no separate integration fee. The integration handles pipeline stage mapping and calendar sync.
Q: Can I sync multiple appointment types?
Yes. Add a separate calendar configuration in Lobbie for each appointment type. Each one maps to the same Aesthetix CRM calendar but can have its own tag and assignee.
Q: Why do I need to set the calendar availability so broadly?
The calendar in Aesthetix CRM is a sync destination, not a scheduling tool. Setting availability to 24/7 with 100 meetings per slot ensures that no Lobbie appointment is rejected due to availability conflicts on the Aesthetix CRM side. Your actual scheduling rules are managed in Lobbie.
Q: Will patients get duplicate appointment notifications?
Not if you follow the setup instructions. Make sure notifications are off and Google Calendar invitations are disabled on the Aesthetix CRM calendar. Lobbie handles all patient-facing appointment communications.
Q: What if I make a change to an appointment in Aesthetix CRM?
The two-way sync workflow will send that change back to Lobbie via webhook. However, we recommend making all scheduling changes in Lobbie to keep it as your source of truth.
Q: Where do I find my Location ID?
Go to Settings → Business Profile inside Aesthetix CRM. The Location ID is displayed on that page.
Q: What scopes should I add to the private integration?
Add all available scopes. This is the simplest way to ensure the integration works properly. Missing scopes can cause certain sync functions to fail
