Zapier is one of the most powerful automation platforms available, letting you connect Aesthetix CRM to thousands of other tools without writing a single line of code. Our public Aesthetix CRM Zapier integration is now live (currently in Beta), so you can connect directly from inside Zapier — no invite link required.
Use Zapier to push leads from forms and ad platforms into your CRM, sync contacts and opportunities to other systems, trigger external workflows when patients move through your pipeline, and much more.
A trigger is the event in Aesthetix CRM that starts a Zap. The public app supports the following triggers:
Form Submission — Fires when a form is submitted in your account
New Contact — Fires when a new contact is created (with optional tag filter)
Tag Added — Fires when a tag is added to a contact
Opportunity Status Update — Fires when an opportunity status changes (won, lost, open, abandoned)
Opportunity Stage Update — Fires when an opportunity moves to a different pipeline stage (with optional Pipeline ID and Stage ID filters)
Invoice Paid — Fires when an invoice is paid
An action is something Zapier does inside Aesthetix CRM after a trigger fires. The following actions are supported:
Create or Update Contact — Create a new contact or update an existing one (supports email, phone, name, tags, source, address, date of birth, DND, and more)
Add Contact Tag — Add a tag to an existing contact
Remove Contact Tag — Remove a tag from an existing contact
Create Note — Add a note to a contact's record
Create or Update Opportunity — Create a new opportunity or update an existing one (supports pipeline stage, status, and value)
Add Contact to Workflow — Enroll a contact in one of your workflows
Search actions let Zapier look up records in Aesthetix CRM during a Zap:
Find Contact — Search contacts by name, email, phone, or contact ID
Find User — Search team members by name, email, or user ID
The new public app uses OAuth, which means you no longer need to generate an API token or paste anything into Zapier. You simply log in to Aesthetix CRM and authorize the connection.
Log in to your Zapier account at zapier.com. If you don't have one yet, you can sign up for free.
Go to the Aesthetix CRM listing on Zapier:
https://zapier.com/apps/aesthetix-crm/integrations
Or, when building a new Zap, search for Aesthetix CRM in the app search.
Click Connect (or add Aesthetix CRM as a step in a new Zap)
A new window will open prompting you to log in to Aesthetix CRM / LeadConnector HQ
Sign in with your Aesthetix CRM email and password (Utilize same un and pw when logging into LeadConnector)
Select the Account you want to connect (if you have access to multiple locations, you'll be asked to choose one)
Review the permissions Zapier is requesting and click Allow to authorize
Once authorized, the connection will appear in your Zapier App Connections list. You can rename the connection to keep things organized — for example:
Aesthetix CRM — Main Office
Aesthetix CRM — Downtown LocationIf you manage multiple locations, repeat the process for each Account you want to connect.
Click Create Zap in Zapier
Choose a trigger (this can be from Aesthetix CRM or another app — for example, "New Lead in Facebook Lead Ads")
Choose an action in Aesthetix CRM (for example, "Create or Update Contact")
Map the fields between the two apps
Click Test step to confirm everything works
Turn the Zap on when you're ready
Here are some popular ways Aesthetix CRM customers use Zapier:
Push leads from external forms (Gravity Forms, Typeform, Jotform, Formidable Forms) directly into Aesthetix CRM as new contacts
Sync contacts to email marketing tools like Constant Contact, ActiveCampaign, or Mailchimp
Send Slack or Microsoft Teams notifications when a new lead comes in or an opportunity is won
Add new bookings from third-party scheduling tools to the CRM as contacts
Log paid invoices to Google Sheets, Airtable, or QuickBooks for reporting
Trigger SMS or email follow-up campaigns in Aesthetix CRM when a contact is created or tagged in another platform
If Aesthetix CRM doesn't appear in Zapier when you search, make sure you're searching in the App field of a Zap step, not in the general help search. You can also go directly to zapier.com/apps/aesthetix-crm/integrations.
If the OAuth flow says no locations are available, your user account may not have access to any Accounts. Confirm you can log in to Aesthetix CRM directly and access the Account you're trying to connect, then try again. You must have admin access to setup the Zapier connection.
Zapier polls for new data every 15 minutes on the Free plan. If you don't see a trigger fire immediately, wait at least 15 minutes. If a trigger still isn't firing after that, try disconnecting and reconnecting the integration in Zapier App Connections, or open a new test record in Aesthetix CRM to retest. Upgrade to a paid Zapier plan to poll at faster intervals as quick as 1 minute.
No. Zapier is not HIPAA compliant, and Aesthetix CRM does not have a Business Associate Agreement (BAA) in place with Zapier. This means Protected Health Information (PHI) should not be sent through Zapier under any circumstances.
When you build a Zap, the data flowing through it passes through Zapier's servers. Because Zapier is not a HIPAA Business Associate, routing PHI through a Zap could place your practice out of compliance with HIPAA — even if both the source and the destination apps are HIPAA compliant on their own.
You are. As the practice using Zapier, you control what data flows through your Zaps and you are responsible for ensuring those Zaps don't transmit PHI. We strongly recommend reviewing each Zap with your compliance officer before turning it on, and auditing your active Zaps periodically to confirm they're still within safe-use guidelines.
If you don't see your custom fields when mapping in Zapier, click Refresh fields on the action step. Custom fields are pulled from your account at the time of the test — any newly created custom fields require a refresh.
If you previously connected to Aesthetix CRM using the private invite link and a Private Integration Token (the older v3.0 app), your existing Zaps will continue to work. New Zaps should be built using the public Aesthetix CRM app — it's easier to set up, has more triggers and actions, and uses OAuth so you don't need to manage API tokens.
If you run into any issues or need help building a specific automation, please reach out to support through the Help button in your Aesthetix CRM account.
If you'd like our team to build a Zap for you, you can submit a Custom Build Request and we'll provide a quote. Custom automations beyond the Essentials Onboarding scope are typically a paid add-on.