Your contact record is the foundation of everything in Aesthetix CRM: conversations, appointments, opportunities, and automations all attach to it. This guide covers creating a contact by hand, every core field, adding multiple emails and phone numbers, the Date of Birth (Birthday) field, associating contacts with custom labels, and how Sticky Contact pre-fills your public forms. Contacts are also created automatically through forms, surveys, imports, and workflows, covered briefly at the end.
Adding a patient or prospective patient by hand takes a few seconds. The more detail you enter, the easier it is to personalize follow-up later.
Navigate to Contacts in the main menu.
Click the Add Contact button.
Add a Personal Logo (an optional profile image for the contact).
Enter the First Name.
Enter the Last Name.
Add an Email address.
Add a Phone Number to enable calls and texts.
Select the contact's Time Zone.
Choose a Contact Type from the available options.
Select the preferred Channels for communicating with this contact.
Click Save to create the contact.
If you do not see a field you need, you can add one with a custom field. Go to Settings > Custom Fields, click Add Field, choose the field type (for example text, dropdown, or date), complete the field details (name, group, placeholder), and click Save. The new field then appears on every contact record.
These are the standard fields available on a contact record:
Field | What it captures |
|---|---|
Personal Logo | Optional profile image for the contact |
First Name / Last Name | The contact's name |
Primary email address (additional emails supported, see below) | |
Phone Number | Primary phone number (additional numbers supported, see below) |
Time Zone | Drives send-time and scheduling logic for this contact |
Contact Type | Categorizes the contact (for example Lead or Customer) |
Channels | The communication channels this contact prefers |
Date of Birth | The contact's birthday, used for age filtering and automations |
You can also add your own custom fields to track anything specific to your practice.
Keeping records current is quick:
Navigate to Contacts.
Click a contact row to open the contact card.
Make your changes on the left-hand side of the record. If a field you need is missing, add it as a custom field.
Click Save to apply your changes.
A contact can hold more than one email address, which is useful when a patient gives both a personal and a work address.
Open Contacts and go to your Smart Lists.
Select the contact you want to edit.
Open the Contact tab on the record.
Find the email field and click to edit it.
Click Add Email to add another email address.
To remove an address, use the Delete button next to it.
Use the Primary option to set which email is the default address for communications.
Click Save to apply your changes.
The same applies to phone numbers: store several per contact so you can reach a patient at home, on a mobile, or at work.
Open your list of contacts, then select the Smart Lists option.
Choose the contact you want to edit or update.
Open the Contact tab on the record.
Find and select the Phone section.
Click Add Phone Number.
Enter the phone number you want to add.
Edit or update any existing phone numbers as needed.
Add a label to a saved number for future reference (for example "Mobile" or "Work").
Choose which number to set as the Primary number.
Click Save to apply your changes.
The Date of Birth field is a standard system field that captures a contact's birth date (Month/Day/Year). It can be populated through manual entry, form submissions, CSV imports, or API integrations.
Once set, the Birthday field unlocks two main capabilities:
Birthday automations. Build a workflow that uses the Birthday trigger to send greetings or offers. The trigger can fire on the birthday, before it (for example 7 days before), or after it (for example 1 day later). From there you can send an email, send an SMS, or assign a task so your team follows up manually. A typical structure is: trigger on Birthday, send a birthday SMS, send a birthday email, and optionally notify the internal team.
Filtering by age in Smart Lists. Go to Contacts > Smart Lists and apply a filter using the Birthday field's Age condition. The system calculates age dynamically from the current date and the stored birthday.
Filter condition | Use case example |
|---|---|
Age is greater than X | Target patients aged 50+ |
Age is less than X | Promotions for audiences under 25 |
Age is between X and Y | Target a specific group, for example 30 to 40 years |
Best practices for the Birthday field:
Capture birthdays early by including the field on your lead capture forms.
Use MM/DD/YYYY format so automation triggers fire correctly.
Test birthday workflows with a sample contact before going live.
Remember that workflows may use contact-specific time zones if configured.
Troubleshooting:
Issue | Solution |
|---|---|
Birthday automation is not triggering | Ensure the Birthday field is populated with a complete, correctly formatted date. |
Incorrect age calculation | Confirm the birth year is entered correctly; a missing or wrong year causes errors. |
SMS or email not sent on the birthday | Check workflow timing, trigger configuration, and the contact's time zone settings. |
Contact Associations let you create structured relationships between contacts and other objects, such as family members, business partners, or employees. Instead of disconnected profiles, you get clear links between related people, which keeps related records organized and easy to reach.
Types of association labels:
Single Label: one label applies to both contacts in the relationship (for example "Colleague").
Pair Labels: a distinct label for each side of the relationship (for example "Manager" and "Employee," or "Buyer" and "Seller").
Where to view associations:
Contact profile: the right-side panel of a contact's profile has an Associations icon showing related objects and linked contacts.
Objects section: Settings > Objects > Contacts gives an overview of all associations and is where you create and manage labels.
How to create an association label (this requires an Admin role):
Go to Settings > Objects, then select Contacts.
Click + Create Association.
Choose the associated object (for example Contacts).
Select the label type: a Single Label (for example "Partner") or Pair Labels (for example "Buyer - Seller").
Define the relationship type (for example Many-to-Many or Many-to-One).
Click Save. The association label is now created.
How to link two contacts:
Open a contact's profile from the Contacts section.
Click the Associations icon in the right-side panel.
Click Add near Contacts, select the relevant contact, and assign one or more labels.
The linked contact appears in the Related Objects section, and the association updates both profiles automatically.
Managing associations:
Edit a label: go to Settings > Objects > Contacts, find the association, and use the three-dot (kebab) menu to modify it.
Remove a link: in a contact's profile, open the Related Objects section, locate the associated contact, and remove the link.
Limits: a single contact can have up to 10 associations, and one label can link up to 1000 contacts.
Sticky Contact uses browser cookies to store and retrieve data a user previously entered, so fields like name, email, or phone number pre-fill on their next visit. It mimics autofill but works directly inside Aesthetix CRM, and it applies across forms, surveys, calendars, and order forms. This reduces friction for returning patients and helps lift form completion and conversion rates.
When NOT to use Sticky Contact: do not enable it when your own team members fill out a form on behalf of patients, or when multiple patients use the same shared device (such as a front-desk kiosk). Because the saved data lives on a single device, Sticky Contact will keep overwriting the first submission's record with the next person's details. For those scenarios, leave Sticky Contact off and update the contact record directly.
Enable Sticky Contact on a form:
Navigate to Sites > Forms, then open the Form Builder.
Select an existing form or create a new one.
Click the Form Settings tab.
Toggle Sticky Contact to "On," then click Save.
The same toggle exists in Survey Settings for surveys and under Forms & Payments in Calendar Settings for calendars. Order forms inherit the same Sticky Contact behavior. Note: if a calendar uses a custom form for bookings, the Sticky Contact setting will not appear in calendar settings; enable it on the custom form itself, and the calendar will honor the data that form stores.
Manual entry is only one path. New contacts are also created automatically when a new lead submits a form or survey, through CSV imports, and through workflow actions. Each of these creates a standard contact record with the same fields described above.
Can a contact have more than one email or phone number? Yes. Open the contact, add additional emails or phone numbers, and mark one of each as Primary. The Primary entry is used as the default for communications.
What is the difference between a Single Label and Pair Labels? A Single Label gives both contacts the same label (for example "Colleague"). Pair Labels give each side a distinct role (for example "Manager" and "Employee").
Can associations be used in automations or workflows? Not at this time. Associations are currently an organizational tool only.
Can an association label be deleted? Yes, but deletion is permanent. You must first remove all associations created with that label before the label can be deleted.
How many associations can one contact have? A contact can have up to 10 associations, and a single label can link up to 1000 contacts.
How do I delete a contact? Go to Contacts, select the contact with the checkbox to the left of the name, click Delete, then type DELETE in the confirmation window and click Delete again. Deleting a contact also removes its conversations, notes, opportunities, tasks, appointments, and manual actions, and stops active campaigns and workflows. Deleted contacts can be restored within 2 months.
Does Sticky Contact work across different subdomains? No. Sticky Contact data is domain-specific and cannot pre-fill forms across different subdomains.
What happens if a user clears their cookies? Sticky Contact will no longer retain previously entered data, so fields will not be pre-filled on the next visit.
Why isn't Sticky Contact showing in my calendar settings? If the calendar uses a custom form for bookings, enable Sticky Contact on that custom form instead. The calendar will honor the data stored by the form.
A field I need isn't on the contact record. How do I add it? Create a custom field under Settings > Custom Fields. Once saved, it appears on every contact record.
If you need help structuring contact fields, associations, or Sticky Contact behavior for your practice, reach out to Aesthetix CRM support. Larger or account-specific configurations may be handled as a Custom Build Request.
