Once patients start submitting your surveys, you will often want the responses outside of Aesthetix CRM: in a spreadsheet for reporting, sharing with your team, or long-term record-keeping. This guide covers two ways to get survey answers out: a one-time export you download, and an automated feed into Google Sheets that updates itself with every new submission.
Surveys live under Web Tools → Surveys, alongside Forms. The export process works the same way it does for form submissions.
For a point-in-time export of everything collected so far:
Go to Web Tools → Surveys → Submissions.
Filter to the survey and date range you want, so the export contains only the responses you need.
Click the blue Export button at the top right of the submissions view.
A download link is emailed to you. Open it to download your submissions.
The exported file lists each submission as a row, with the answered questions as columns. You can open it in Google Sheets, Excel, or any spreadsheet tool and analyze from there.
This method is best when you need a snapshot: an end-of-month report, a one-time pull for a specific promotion, or an archive of a satisfaction survey after a campaign ends. For a live, always-current spreadsheet, use the automated option below.
If you want survey answers to land in a Google Sheet the moment a patient submits, connect Google and build a short workflow. Each new submission then adds a row automatically, so your sheet stays current without any manual exporting. This is ideal for a shared front-desk tracker or a lead sheet the whole team watches.
Go to Settings → Integrations.
Connect your Google account and grant access to Google Sheets. The connection is powered by our underlying provider, so the Google consent screen may reference that provider name. This screen is expected and safe.
Make sure the Google account you connect has access to the spreadsheet you plan to write to.
Create a Google Sheet (or open an existing one) in the connected account.
Add a header row with a column for each survey field you want to capture (for example, Name, Email, Phone, and each survey question).
Keep the column headers stable, since the workflow maps survey answers to these columns.
Note: Not every survey answer automatically becomes a contact field. If a downstream step needs a specific answer, confirm the value is available in the workflow's data picker, or already mapped to a contact field, before you finish the Google Sheets mapping.
Go to Automation → Workflows and create a new workflow.
Add the Survey Submitted trigger. To feed only one survey into the sheet, filter the trigger to that specific survey.
Add a Google Sheets action (create a spreadsheet row).
If the Google Sheets action isn't available, confirm your plan includes Premium Triggers & Actions. Google Sheets is a premium workflow action, so availability and any related charges depend on your current configuration.
Select your connected Google account, the spreadsheet, and the worksheet (tab).
Map each survey field to the matching column in your sheet, using the merge fields available in the workflow.
Publish the workflow.
Submit the survey once with test data, then check your Google Sheet. A new row should appear with the mapped answers. If the row is empty or mismatched, revisit your field-to-column mapping in the Google Sheets action.
One-time or occasional reporting: Use the Export button in the Submissions tab.
Live, continuously updated spreadsheet: Use the Google Sheets workflow so every new submission adds a row automatically.
Survey responses often contain patient contact details and, depending on your questions, clinical or personal information. When you export answers or route them to Google Sheets, that data leaves the controlled environment of your CRM. Only export what you need, limit who can access the spreadsheet, and make sure any external tool you send patient data to is covered by your practice's BAA and handled in line with your HIPAA obligations.
Where is the Export button for surveys? Go to Web Tools → Surveys → Submissions and click the blue Export button at the top right. A download link is emailed to you.
What format is the exported file? Submissions export as a spreadsheet-friendly file, with one row per submission and each answered question as a column. You can open it directly in Google Sheets or Excel.
Can I export just one survey or one date range? Yes. Filter the Submissions view by survey and date range before clicking Export, and the export will include only those responses.
How do I get answers into Google Sheets automatically? Connect your Google account under Settings → Integrations, then build a workflow with the Survey Submitted trigger and a Google Sheets action that adds a row to your sheet for each submission.
Why is my Google Sheets row coming through empty? This is usually a mapping issue. Open the Google Sheets action in your workflow and confirm each survey field is mapped to the correct column, and that your sheet's header row matches what the workflow expects.
Do exported answers still stay in the CRM? Yes. Exporting or sending answers to Google Sheets copies the data out. The original submissions remain in the Submissions tab and on the patient's contact record.
Is it safe to send patient survey answers to Google Sheets? Only when handled appropriately. Because responses can include patient information, restrict access to the sheet, export only what you need, and make sure the tools involved are covered by your practice's BAA and HIPAA policies.
Can I feed multiple surveys into the same sheet? Yes, though it is cleaner to use a separate worksheet or a separate workflow per survey so the columns stay consistent. If you combine them, include a column that records which survey each row came from.
Is the Google Sheets action a premium feature? Yes. Google Sheets is a premium workflow action, so its availability and any related charges depend on your current Premium Triggers & Actions configuration. If you don't see it as an available action, confirm this is enabled first.
Can the same contact submit a survey more than once? Yes. Each submission is tracked as its own record, even when the same contact fills out the survey multiple times, so every submission can send its own row to Google Sheets.
Does every survey answer automatically update the contact record? No. Only responses connected to a mapped contact field update that contact's record. Other responses remain available in the survey submission record itself.
