If your Aesthetix CRM subscription is set to end, there are a few important steps to take while your account is still active. Completing them before your final service date protects your data, keeps your website clean for visitors, and makes sure you do not lose your business phone number.
Please plan ahead. Some of these steps, especially moving your phone number, take time and cannot be reversed once your account closes.
This guide covers three things:
Keeping your phone number
Exporting your contacts and opportunities
Removing forms and chat widgets from your website
If you would like a hand with any of this, our team is happy to help. Reach us at [email protected].
Some steps need lead time, so we recommend starting at least two to three weeks before your final service date.
Keeping your phone number can take one to three weeks and must be completed before your account closes.
Exporting your contacts and opportunities takes only a few minutes.
Removing website forms depends on how many pages they appear on.
The single most time sensitive item is your phone number. If your account closes before the number has finished moving to a new provider, the number is released and cannot be recovered. Begin that step first.
If you want to keep the phone number you have been using, you will need to move it to a new phone provider before your account closes. This move is called porting.
This step takes the longest and cannot be undone, so please read it carefully and start it first:
Your number is managed within our phone system, which is hosted with our telephony provider, Twilio.
Because of that, the move has to be authorized on our side. You cannot start it entirely on your own.
Your account must stay active until the number has fully moved. If the account closes first, the number is released and cannot be recovered.
Here is the process:
Choose your new phone provider or carrier and start a port-in request with them. They will guide you through their side.
Email [email protected] to let us know you want to keep your number. We will authorize the port out and provide the account details your new provider needs.
Your new provider will typically ask for: the full phone number, the current carrier (Twilio), the service address on file, and, for US numbers, an account identifier and port out PIN. We will supply the pieces that come from our side.
Keep your Aesthetix CRM account active and your number in use until the port is complete. Do not submit your cancellation in a way that would close the account before the port date.
Your new provider will confirm the date the number moves over. Once it is complete, the number is fully under their control.
Because porting depends on both providers and can take one to three weeks, please start this step as early as possible.
Your data is yours. Before your account closes, download a copy of both your contacts and your pipeline so you keep a record of your leads and where each one stood.
You can download a full copy of your contacts as a CSV file, which opens in Excel, Google Sheets, or any other CRM.
Go to Contacts in your account.
If you want only a specific group, use Smart Lists or filters to narrow the view first. To keep everything, skip this step.
Check the box at the top of the list to select all contacts on the page, then click the link that appears to select all contacts in your account.
Open Bulk Actions and choose the export option.
Your export runs in the background. You can track its progress on the Bulk Actions page.
When it is ready, download the CSV from the Bulk Actions page. The file stays available there for 30 days.
A few notes:
Exporting requires admin access. If you do not see the export option, ask an admin user on your account to run it.
Your export includes names, email addresses, phone numbers, tags, and custom fields.
Because your file contains patient information, save it somewhere secure and limit who can open it.
Your opportunities are the leads and deals in your pipelines, along with the stage and value of each. Exporting them gives you a record of where everyone stood when your account closed.
Go to Opportunities in your account.
In the top right, click the three-dot menu.
Select Export Opportunities.
The file is prepared and downloaded to your browser's default downloads folder as a CSV.
A few notes:
The export captures each opportunity's contact, pipeline, stage, and value.
As with your contacts, this file can contain patient information, so store it securely.
Tip: open both files once after downloading to confirm your records came through before you move on.
Any forms, surveys, or chat widgets you placed on your website were added using a small piece of embed code. Once your account closes, that code stops loading, and visitors may see a blank space or an error where the form used to be.
To prevent that, remove the embed code before your final service date:
Make a list of every page on your website where a form, survey, or chat widget appears.
On each page, open your website builder or content manager (for example, WordPress, Wix, Squarespace, or your custom site) and delete the embedded form, survey, or chat widget element.
If a developer or agency originally added these for you, send them your list and ask them to remove the embeds.
If any of your forms or landing pages are hosted inside Aesthetix CRM on a connected domain or subdomain, those pages will go offline when your account closes. Before then:
Replace any buttons or links on your other pages that point to those hosted pages.
Plan to update your domain settings so visitors are not sent to a page that no longer loads.
Tip: after removing each embed, refresh the live page to confirm the form is gone and the layout still looks right.
Before your final service date:
If you want to keep your phone number, start the port to a new provider early and keep your account active until it is finished.
Export your contacts and your opportunities to CSV files and store them securely.
Remove all forms, surveys, and chat widgets from your website, and update any links to pages hosted inside Aesthetix CRM.
Depending on how you use Aesthetix CRM, a few other items are worth a quick look so nothing important is lost or left running:
Upcoming appointments. If patients book through the platform and those bookings are not flowing into a separate EMR, make a record of your upcoming appointments before your final date.
Recurring billing. If you charge patients through the platform, such as memberships or payment plans, move that billing to another system before your account closes so those payments are not interrupted.
Booking links and tracking numbers. Any appointment booking links, tracking phone numbers, or click-through links used in your ads, emails, printed materials, or QR codes will stop working once your account closes. Plan to update or replace them.
If any of these apply to you and you are not sure where to start, email [email protected] and we will point you in the right direction.
We are glad to help you through any of these steps. Email us at [email protected] and our team will walk you through it.
