The Pre-Qualify stage of the sales pipeline is where momentum is either gained or lost.
Aesthetix CRM Grow accounts include access to Calendars, giving surgical leads the ability to self-book an introductory call with the Patient Concierge assigned to their lead. This is especially valuable for busy prospects who may not answer an unexpected phone call.
When was the last time you answered one?
The purpose of the Pre-Qualify stage is to:
Qualify the lead
Confirm interest, readiness, and fit
Get the surgeon consultation scheduled
Surgical lead nurture SMS and email templates typically include a calendar scheduling link, allowing leads to choose a time that works best for them.
When a meeting is booked on the calendar:
Automated lead nurture messages stop
The system switches to appointment confirmation and reminder workflows
Notifications are sent to:
The contact
The assigned Patient Concierge
This creates a seamless transition from automation to conversation—without manual follow-up.
Put the lead in the driver’s seat
Increase connection rates with busy prospects
Protect your surgeon’s time by ensuring consultations are pre-screened
Aesthetix CRM Calendars are designed specifically for Patient Concierge consultation calls, helping your team move qualified leads forward efficiently.
From the left-hand navigation menu, click Calendars.
You will land on the main calendar view, where all bookings and availability are displayed.
On the right-hand side, click Calendars.
Toggle on your Consult Call or Intro Call calendar.
If multiple users handle consult calls, each user will have their own calendar. Be sure to toggle on the calendar assigned to you.
Once enabled, you will see appointments specific to your calendar.
Your calendar displays all scheduled consult and intro calls assigned to you.
To prevent leads from booking during unavailable times:
Click directly on the calendar at the desired date and time.
Select Add Blocked Time.
Enter a start and end time (for example, PTO on a Friday).
Save.
Blocked time will not appear on your public booking link.
If a lead or patient prefers that your team schedules the call for them:
Click on the calendar at the desired time.
Select the appropriate contact.
Book the appointment directly on their behalf.
This is helpful for patients who want assistance or confirmation over the phone.
From Calendars, click Calendar Settings at the top.
Locate your Consult Call / Intro Call calendar.
Click the three dots next to the calendar.
Select Share to copy your scheduling link.
This link is already included in automated lead nurture emails and texts, but you can also share it manually as needed.
Leads use this link to self-book based on your availability.
To update how your calendar appears to leads:
Click the three dots next to the calendar.
Select Edit.
From here, you can update:
Calendar name
Description
Image
Availability (most important)
Adjust the days and hours you are available (for example, expanding availability from 10:00 AM–5:00 PM).
Apply the changes across your calendar.
Click Save.
Refresh your scheduling link and your updated availability will immediately be visible to leads.
To avoid double-booking, you can connect your calendar to Google Calendar or Microsoft Outlook.
Click My Profile.
Edit your calendar configuration.
Connect your external calendar.
This allows Aesthetix CRM to check your real-time availability for consultation calls.
All appointment confirmations and reminders are managed through Workflows.
Navigate to Marketing → Workflows.
Open the Pre-Qualification Call folder for Surgical.
Search for Confirmation or Reminder workflows.
Immediate booking confirmation (email and/or text)
Reminder 24 hours before
Reminder 1 hour before
Reminder 5 minutes before
Internal notifications for assigned team members (in-app, email, or text)
These messages are sent to both:
The assigned Patient Concierge
The contact who booked the appointment
All messaging can be reviewed and edited directly within the workflow.
At this time, Aesthetix CRM Calendars do not integrate with EMR calendars.
The Calendar feature is designed specifically for Patient Concierge and pre-consultation calls, not for clinical or surgeon schedules managed within your EMR.
You can connect Aesthetix CRM Calendars to:
Google Calendar
Microsoft Outlook
This helps prevent double-booking for consultation calls. Surgeon consultations and clinical appointments should continue to be scheduled directly within your EMR system.
Calendars support the Pre-Qualify stage of your pipeline
Leads can self-book intro calls with their assigned Patient Concierge
Booking a call automatically stops lead nurture and starts confirmations
Availability, settings, and links are managed in Calendar Settings
Confirmations and reminders are controlled via Workflows
Using Aesthetix CRM Calendars puts leads in control, improves connection rates, and ensures your surgeons only meet with qualified, pre-screened patients.
