When you run Google Ads or send traffic to a landing page, the lead is only useful if it reaches your CRM and starts getting followed up automatically. There are three key steps to connect those leads to Aesthetix CRM: set up the form, configure the Lead Capture workflow, and connect the Lead Nurture workflow. This guide covers all three so every lead is captured, organized, and nurtured without manual work.
To capture leads from your Google Ads, embed an Aesthetix CRM form on your ad's landing page. These forms collect the essential information from prospective patients and feed your automated workflows.
Identify the landing page users reach after clicking your ad. This page should include a form that captures lead information and connects to Aesthetix CRM.
Tip: You can embed the form on your existing website, use a third-party landing page builder, or use the built-in Aesthetix CRM landing page builder.
From the left navigation menu, click Marketing.
Click Forms. Here you will find templates, including a ready-made Google Ads Form.
Aesthetix CRM provides a Google Ads form template with the essential lead-capture fields. Use the template or build a form from scratch.
Using the template: Click the three dots next to the Google Ads form template and select Duplicate. Rename the copy to match your campaign, then click Confirm. Open the new form to edit it.
Customizing the form: Adjust the fields to suit your campaign. By default the form includes First Name, Last Name, Email, and Phone Number.
The default fields work for most campaigns, but you can tailor them:
Essential fields: First name, last name, email, and phone number are the recommended minimum. A short form increases the chance of submission.
Fewer fields, better results: Extra fields can discourage prospects from finishing, so only add fields you truly need.
Terms and conditions checkbox: Add a checkbox linking to your practice's privacy policy for compliance, especially if you plan to send text messages.
To link the checkbox to your privacy policy:
Highlight the text.
Click the hyperlink button.
Insert your privacy policy URL.
Edit the look and feel of your form:
Edit form elements: Click elements like the submit button to change color, size, or text, and adjust spacing and formatting.
Styles and options: In the top-right corner of the editor, open Styles and Options to personalize layout, background colors, and other visual elements.
At the bottom of the form, specify the campaign source. This tracks where each lead came from and improves your reporting.
Campaign source: This value populates automatically in the lead's contact record, showing which campaign generated the lead.
Once the form is ready:
Preview the form: Click Preview to confirm it looks correct.
Save the form: Click Save.
Integrate the form: Click Integrate in the top-right corner, copy the embed code, and give it to your web developer to place on your Google Ads landing page.
If you use the Aesthetix CRM landing page builder, link the form directly in the landing page.
Determine the landing page: Know where your Google Ads send traffic.
Create or customize a form: Use the Google Ads form template or build your own.
Keep it simple: Limit the number of fields to increase submission rates.
Link to your privacy policy: Include a terms and conditions checkbox for compliance.
Integrate with your landing page: Embed the form with the provided code or link it in the landing page builder.
The Lead Capture workflow automatically creates and organizes contact details from new form submissions and routes each lead into the right nurture process.
From the left navigation menu, click Marketing.
Click Workflows, then open the Lead Capture folder.
Find the right template for your use case, such as the Lead Capture Google Ads template.
Click the three dots next to the Lead Capture Google Ads template and select Duplicate Workflow.
Rename the workflow after your campaign (for example, "Google Ads New Patient Special"), then click Create.
Click the trigger, which should be labeled Form Submitted.
Apply a form filter by selecting the form you built for this campaign (for example, "Google Ads Form") so the workflow only fires for that form.
Click Save Trigger.
Customize each action for your campaign:
Source Campaign Name: Click Update Source Campaign Name and set it to your specific campaign (for example, "Google Ads New Patient Special"). Save.
Assign Treatment of Interest: This assigns the service the lead is interested in based on the ad they clicked. Click Assign Treatment of Interest and select the relevant treatment. If it is not listed, create it in the Custom Fields section of settings, then save.
Opportunity Value: By default this assigns $500. Adjust it to reflect the actual value of the treatment you are promoting so you can forecast revenue from the campaign. Save.
Add Notes to Lead or Patient: Optionally add campaign-specific details to this action, then save.
Make sure the lead is added to your nurture sequence for automated follow-up:
Check Lead Nurture Workflow: Confirm the Add to Lead Nurture Workflow action points to the correct nurture workflow, which sends follow-up emails, texts, and staff tasks.
Customize for paid campaigns: If you have a paid-ad-specific nurture workflow, select it here so leads get follow-up tailored to their ad interaction.
Click Save to store all changes.
Click Publish to activate the workflow and begin capturing leads.
Go to your landing page, fill out the form, and submit it.
In Aesthetix CRM, check the workflow execution logs to confirm the submission triggered the workflow and all actions ran as expected.
A well-configured nurture workflow makes sure every lead is contacted quickly, consistently, and with personalized messages, which can significantly improve conversion rates.
The Aesthetix CRM Lead Nurture workflow automates persistent, personalized follow-up:
Emails and texts: Automated emails and text messages send at set intervals along the workflow's timeline.
Phone call tasks: Call tasks are assigned automatically to the staff responsible for following up.
Opportunity stage check: The workflow continuously checks the lead's status. If the lead moves out of the Lead stage of your pipeline, further communications pause so leads are not contacted unnecessarily.
From the left navigation menu, click Marketing.
Open Workflows, then click the Lead Nurture folder.
Find the Paid Ads Nurture template, click the three dots, and select Duplicate Workflow.
Rename it after your campaign (for example, "Google Ads New Patient Special Nurture") and click Create.
Because this workflow is started by the Lead Capture workflow, you do not add a trigger here.
Reminder: The Lead Capture workflow you configured includes an Add to Workflow action that sends leads into this nurture workflow, so no separate trigger is needed.
Tailor the template's actions to your campaign:
Zoom in: Use the zoom tool in the bottom-left corner to focus on the actions.
Edit email actions: Click the email action, click the pencil icon to edit contents, and personalize the message around the specific offer or treatment. Consider adding before-and-after photos or testimonials to connect with the ad the lead clicked. Click Save.
Edit text message actions: Click the text message actions and customize them with details about the promotion or treatment. Adding images or GIFs can improve conversion. Click Save.
Optionally adjust wait times between actions or extend the workflow by adding more touchpoints.
Make sure the Lead Capture workflow sends leads into this nurture workflow:
Go back to the Lead Capture workflow you created for this campaign.
Scroll to the last actions, Add to Lead Nurture Workflow and Add to Patient Nurture Workflow.
Click each action and select your new custom nurture workflow, then save.
Update both the lead and patient follow-up actions to point to your new custom nurture workflow.
Click Save to store all changes.
Click Publish to activate the workflow.
Submit a test form from your landing page and confirm the lead is added to both the Lead Capture and Lead Nurture workflows and that all actions (emails, texts, phone tasks) run as expected.
If you have questions or need help, contact support.
Workflows: The Form Submitted trigger and all nurture actions live in the Workflows collection.
Funnels: If you build your campaign landing page in Aesthetix CRM, funnel building lives in the Funnels collection.
Facebook and Instagram: For native lead-form capture from Meta, see the Facebook Lead Ads & Lead Capture Workflows guide instead of embedding a form.
Do I need a form for Google Ads leads?
Yes. Google Ads has no native lead-form integration with Aesthetix CRM, so you embed an Aesthetix CRM form on your landing page (or use a funnel or automation tool) to capture the lead.
How many fields should my form have?
Keep it short. First name, last name, email, and phone are the recommended minimum. Extra fields lower your submission rate, so only add what you truly need.
Why should I add a terms and conditions checkbox?
It links to your privacy policy for compliance and is especially important if you plan to send text messages to leads.
What does the campaign source field do?
It records which campaign generated each lead and populates automatically in the contact record, improving your reporting.
Do I add a trigger to the nurture workflow?
No. The Lead Capture workflow's Add to Workflow action starts the nurture workflow, so the nurture workflow itself needs no trigger.
How do I adjust the opportunity value?
Open the Opportunity Value action in the Lead Capture workflow and set it to the actual price of the treatment you are promoting. This helps you forecast revenue from the campaign.
How do I confirm the whole flow works?
Submit a test form from your landing page, then check the workflow execution logs and confirm the lead was added to both the Lead Capture and Lead Nurture workflows with all emails, texts, and tasks firing.
Can I use a different nurture sequence for paid ads?
Yes. If you have a paid-ad-specific nurture workflow, select it in the Add to Lead Nurture Workflow action so those leads get tailored follow-up.
