Every patient's contact record in Aesthetix CRM is a single source of truth for your front desk and providers. From the record you can log private notes about a consultation, assign follow-up tasks to a team member, attach intake files, store and download signed documents and contracts, and review every form a patient has submitted. This guide walks through each of these tools on the contact record, framed around a med-spa patient.
Notes let you keep a running history of interactions, preferences, and follow-up details for a patient so your whole team stays informed.
Click Contacts to open your list of patients.
Select the patient you want to document, for example Grace Park.
Open the Notes tab on the contact record.
Click Add to create a new note.
Type your note in the space provided, such as treatment preferences, allergies, or what was discussed during a consultation.
Click Save to store the note on the record.
To revise a note later, select the pencil (edit) icon next to it. To remove a note, click the trash bin (delete) icon.
Tasks help your team stay on top of timely follow-ups, such as confirming a touch-up appointment or calling a patient after a treatment.
Select Contacts from the main menu.
Choose the patient from the displayed list.
Tap the Tasks icon on the contact record.
Click Add to start creating a new task.
Enter a title for the task in the designated field.
Describe the task in the text area provided.
Assign the task to a team member.
Choose a due date for completion.
Click Save to store the task.
A File Upload custom field lets you collect and store files against a patient record, such as intake forms, consent scans, or before-and-after references. You create the field once in settings, and it then becomes available on every contact record.
Select Settings on the main menu.
Scroll down to navigate through the settings options.
Find and select Custom Fields.
Click the Add Field button.
From the field options, choose File Upload.
Select Choose File to upload a file.
Once the file is selected, click Next.
Provide a name for the field in the Field Name section.
From the object drop-down, choose Contact.
Pick a relevant group from the drop-down list.
Choose your desired file formats by ticking the respective boxes.
To accept more than one file, check the Allow Multiple Files option.
Set the Max File Limit to cap how many files can be uploaded.
Click Additional Preferences for more options.
Provide a Unique Key to identify the field.
Optionally, add a description for the field.
Click Save to finish.
The field is now available on contact records, so your team can upload the chosen file types directly to a patient.
Aesthetix CRM accepts PDF, DOC/DOCX, XLS/XLSX/CSV, PPT/PPTX, JPG/JPEG, PNG, and GIF files through a File Upload field, up to 250 MB per file. Video files are not supported. If you turned on Allow Multiple Files when you created the field, a single patient record can hold more than one file in that field, up to the Max File Limit you set. For unrelated file categories, such as a signed consent alongside an insurance card photo, create a separate File Upload field for each rather than combining them in one.
Once a file is uploaded to a File Upload field, click the file link on the contact record to view it. To replace it, upload a new file directly into the same field, which overwrites the one that was there. To remove a file, delete it from the field. If you delete a file by mistake, an Undo option appears immediately afterward so you can restore it before the change is finalized.
If a file fails to upload, confirm it matches an accepted file type and is under 250 MB, check your internet connection, then refresh the page and try again.
The Documents area on a contact record is the place to store individual files, like a signed consent form or a treatment plan PDF, directly against the patient.
Click Contacts.
Select Smart Lists from the menu.
Choose the patient you want to add a document to.
Click Documents on the contact record.
Click Add.
Click New File.
Choose the document to upload.
Click Upload to complete the process.
Beyond simple uploads, the Document Management area collects the formal documents and contracts associated with a patient, such as signed treatment agreements and membership contracts, regardless of whether the patient was a primary or secondary recipient. Both Sent and Completed documents appear here.
Go to the patient's contact record.
Click the Document Management icon.
On the All tab, view documents and their status. For each one you can download the PDF, view the source in the editor, and, for sent documents, copy the link.
Open the Sent tab to see all sent documents organized in a folder.
Patients often send important files, such as a photo of an insurance card or a reference image, as attachments in a conversation. You can sync those attachments from Email, SMS, Instagram, Facebook, and WhatsApp (where integrated) directly into the patient's Document Management so everything lives in one place.
For an attachment already on a message: click the three-dot menu on the message containing the attachment and select Add to Documents.
While sending an SMS or Email: check the Add to Documents box before sending to sync that attachment automatically.
Once synced, the file lives in the patient's Documents section with full search, download, and preview capabilities, giving your team a single point of access for every file tied to the patient.
Sharing Documents Securely with Privacy & Access Controls upgrades how you share files from a patient's Documents panel. Instead of every document behaving like a public link that anyone with the URL can open, you generate a share link with a specific security level, an optional expiration date, and download permissions, then review who accessed it and when.
Historically, documents shared from Documents could be opened by anyone with the link, which meant sensitive files, like lab results or a signed HIPAA authorization, needed extra care in how you sent them. Now, new links default to private access, and you explicitly choose when a link should be public, passcode-verified, or password-protected instead.
When you share a document from a patient's Documents panel, choose one of four access types based on how sensitive the file is:
Private link: only team members logged into Aesthetix CRM can open it. This is the default for new links.
Public link: anyone with the URL can view the file, subject to whatever expiration and download settings you choose.
One-time passcode link: the recipient confirms access with a code sent to the patient's email on file before the document opens.
Password-protected link: the recipient must enter a passcode you set before the document opens.
Link expiration: pick a date after which the link stops working. Use this for time-boxed forms, sensitive results, or anything covered by a data-retention policy.
Download permissions: allow the recipient to download a copy of the file, or restrict the link to view-only where supported.
For the most sensitive documents, pair a short expiration window with downloads turned off.
Open the patient's contact record and go to the Documents panel.
Find the file you want to share, click the three-dot menu next to it, and select Share link.
Choose the link type: private, public, one-time passcode, or password-protected.
Set an expiration date if you want the link to stop working after a certain date, and choose whether the recipient can download the file.
Click Create (or Generate link), then Copy link, and send it through your preferred channel, such as email, SMS, or WhatsApp. Share a password or passcode through a separate channel from the link itself.
To check on a shared document later, reopen its details from the Documents panel to review its link type, expiration, and access history.
Open a shared document's details to see its link type, whether downloads are allowed, its expiration date, and an access history showing when the link was opened and, where available, by whom. Use this when you need to confirm a patient actually received and opened a document, or when reviewing your practice's data-handling practices.
Files attached to a Note are private by default and are stored in a Notes attachments folder under Documents. This applies to Notes attachments uploaded going forward; files uploaded through Notes before this update remain public. The configurable link types, expiration, and access history described above currently apply only to files shared directly from the Documents panel, not to files stored in custom fields or attached through Notes; support for those is planned for a future update.
When a patient completes a form, such as an intake questionnaire or a consent form, you can review their exact answers from the contact record and across your forms.
Click Contacts.
Choose the patient name of interest.
Click the Contact tab.
Navigate to Additional Info.
Review the details in the Contact Age section.
Click Marketing for more options.
Select Forms.
Click Forms again to open the area.
Select Submissions to view entries.
Refine your selection to focus on a specific form.
Select the patient's name again to open their submission.
Review the specific answers in this section.
Where do I edit or delete a note after saving it? On the patient's Notes tab, use the pencil icon to edit a note and the trash bin icon to delete it.
What is the difference between Documents and Document Management on a contact? Documents is where you upload individual files directly to the patient, while Document Management collects the formal sent and completed documents and contracts tied to that patient, with download, view-source, and copy-link options.
Can I move a file a patient sent me in a message into their documents? Yes. Open the message with the attachment, click the three-dot menu, and select Add to Documents. You can also check Add to Documents when sending an SMS or Email.
Does syncing attachments work for WhatsApp and SMS? Yes. The same three-dot Add to Documents process works across supported channels including Email, SMS, Instagram, Facebook, and WhatsApp where it is properly integrated. Preview availability can vary slightly by file type and channel.
What is Sharing Documents Securely with Privacy & Access Controls? It lets you generate share links for files in a patient's Documents panel with a chosen security level (private, public, one-time passcode, or password-protected), an expiration date, and download permissions, so you control exactly who can open a document and for how long.
Do patients need to log into Aesthetix CRM to open a shared document link? No, unless it's a private link. Public, one-time passcode, and password-protected links can be opened by patients and other outside recipients without an Aesthetix CRM login, subject to whatever verification you configured.
Do the privacy controls apply to files attached through Notes or custom fields? Notes attachments uploaded going forward are private by default and live in a Notes attachments folder under Documents, but the configurable link types, expiration, and access history described above currently apply only to files shared directly from the Documents panel. Files uploaded through Notes before this update remain public, and custom field attachments aren't covered yet.
Where can I see the answers a patient submitted on a form? Open the patient's record, go to Marketing then Forms then Submissions, filter to the specific form, and select the patient's name to view their answers.
What file types and sizes can I upload through a File Upload custom field? Aesthetix CRM accepts PDF, DOC/DOCX, XLS/XLSX/CSV, PPT/PPTX, JPG/JPEG, PNG, and GIF files, up to 250 MB per file. Video files are not supported.
I deleted a file from a custom field by mistake. Can I get it back? Yes. An Undo option appears immediately after you delete a file, so you can restore it before the change is finalized.
