Every opportunity in your Aesthetix CRM pipelines carries a status that describes where it stands in your sales process. Understanding what each status means, and knowing how to update it, helps you keep your reporting accurate and ensures contacts receive the right communications at the right time. This guide covers the four opportunity statuses, what each one means for your reporting, the different ways to change a status, and the Aesthetix CRM practice of marking a lead BOOKED in the pipeline.
There are four opportunity statuses in Aesthetix CRM: Open, Won, Lost, and Abandoned. Every opportunity always sits in one of these four states.
Open
Opportunities with the "Open" status are actively being pursued and are still in progress.
These opportunities represent potential deals that have not yet been won, lost, or abandoned and are still viable for conversion.
Won
The "Won" status indicates that the opportunity has been successfully converted into a sale or booked treatment.
This status is applied when the lead has made a purchase, signed a contract, or committed to a service, resulting in revenue for the practice.
Lost
Opportunities with the "Lost" status represent deals that have been unsuccessfully concluded.
This status is applied when the lead decides not to move forward or chooses another provider.
Abandoned
The "Abandoned" status indicates that the opportunity has been neglected or set aside, either by the lead or by your team.
This status is applied when there is no further action or follow-up planned for the opportunity, and it is effectively removed from active consideration.
Note: The opportunity status types and their names cannot be changed or renamed. You can only choose from the four opportunity status types above.
There are a few different ways to update the status of your opportunities:
Clicking directly into the opportunity and updating the status
Dragging and dropping the opportunity into the proper status
Updating the status automatically using workflows
We go over each option step-by-step below.
Step 1: Navigate to the Opportunities Section
Log in to Aesthetix CRM and open Opportunities from the sidebar menu.
Step 2: Locate and Open the Opportunity You Need to Edit
Once you're in the Opportunities section, locate the opportunity whose status you wish to update. You can use search filters or browse through the list of opportunities to find the specific one you need to modify. Click on the opportunity card to open its details page. Alternatively, you can click the "Edit" button next to the opportunity to access its details.
Step 3: Update the Status Field in the Opportunity
In the opportunity details page, locate the status field, which displays the current status of the opportunity. Click the status field to open the dropdown menu and select the desired status from the available options (Open, Won, Lost, or Abandoned). Confirm the status change, and the opportunity will be updated accordingly in the sales pipeline.
Step 1: Navigate to the Opportunities Section
Log in to Aesthetix CRM and open Opportunities from the sidebar menu.
Step 2: Select Pipelines and Opportunities
Choose the pipeline you want to work in, then view its opportunities. Each opportunity appears as a tile on the pipeline board.
Step 3: Locate the Opportunity You Need to Edit
Find the opportunity whose status you wish to update. You can use search filters or browse the list of opportunities to find the specific one you need to modify.
Step 4: Drag and Drop the Opportunity Tile to the Assigned Status
Drag the opportunity tile toward the status options, which appear as soon as the tile is dragged. Drop it on the status you want to assign. The status of the tile will update and reflect on the card. You can drag a tile to any of the four statuses this way, and you can click the tile at any time to check its current status:
Drag and drop a tile onto Abandoned to mark it Abandoned.
Drag and drop a tile onto Open to mark it Open.
Drag and drop a tile onto Lost to mark it Lost.
Drag and drop a tile onto Won to mark it Won.
Step 1: Navigate to the Automation Section
Log in to Aesthetix CRM and open the Automation section from the sidebar menu.
Step 2: Create or Open a Workflow
If you already have a workflow created for your opportunities, or a workflow that manages leads and contacts that you would like to use when updating opportunity statuses, find that workflow and open it. Otherwise, create a new workflow.
Step 3: Create a Workflow Trigger
This can be anything you want it to be. The idea is to run a workflow action that updates the opportunity status after some kind of workflow trigger happens, such as:
Form submitted
Contact Tag Added or Removed
Appointment Booked
Transaction was made
Invoice was paid
Contract was signed
etc.
Step 4: Add the "Create/Update Opportunity" Workflow Action
Once you create your trigger, add the "Create/Update Opportunity" workflow action. If you're having trouble finding this action in the list, use the search bar and begin typing the word "opportunity".
Step 5: Edit the Workflow Action
Next, select the pipeline and pipeline stage you'd like to move your opportunity to. During this step you can change any information you need about the opportunity, such as the name, source, lead value, and of course the status. Once you update the opportunity status, save the workflow action and save the entire workflow so you don't lose your work.
Beyond the four opportunity statuses, Aesthetix CRM practices rely on keeping the pipeline stage accurate so that contacts receive the proper communications. This is especially important for the Lead to Patient pipeline.
When you click on a contact conversation, you will see the pipeline widget at the top with the five Lead to Patient pipeline stages: Lead, Booked, Patient, Cold, and Not Good Fit. It's important to ensure that this reflects where the contact is within your sales pipeline.
If a lead took the action to book, and your scheduling system is not integrated with Aesthetix CRM, then you need to manually click BOOKED in the pipeline widget to update their status. This will prevent the contact from receiving follow-up messages out of context.
You may check a contact's automation enrollment by scrolling down to the Campaigns / Workflows section of the contact card to reveal Active and Past workflows. If you wish to un-enroll the contact from a workflow, simply click the X. If you wish to enroll them in a new automation, you may select a new active campaign via the +Add button.
Can I rename the opportunity statuses or add new ones?
No. The opportunity status types and their names cannot be changed or updated. You can only choose from the four status types: Open, Won, Lost, and Abandoned.
What does each status mean for my reporting?
Open opportunities are still in progress and viable for conversion. Won opportunities have converted into revenue for the practice. Lost opportunities did not move forward or went to another provider. Abandoned opportunities have been set aside with no further follow-up planned.
What are the different ways to change an opportunity's status?
You can click into the opportunity and update the status field directly, drag and drop the opportunity tile onto the status you want on the pipeline board, or update the status automatically using a workflow action.
Why do I need to manually mark a lead BOOKED?
If a lead books but your scheduling system is not integrated with Aesthetix CRM, the pipeline won't update on its own. Manually clicking BOOKED in the pipeline widget keeps the contact's stage accurate and prevents them from receiving follow-up messages that are out of context.
