Managing Your Sales Calendar in Aesthetix CRM

Accessing Your Calendar

1. Navigate to the Calendar:

   • From the left-hand navigation menu, click on Calendars.

   • You will see an open calendar view. On the right-hand side, you can toggle between different user calendars by clicking on Calendars.

2. Turn On Your Consult Call Calendar:

   • If you have multiple users, each user can toggle their specific consult call calendar on or off. This ensures that only your appointments are shown on your personal calendar.

Managing Appointments and Blocked Time

1. Adding Blocked Time:

   • To block off time (e.g., for PTO), click directly on the calendar to book an appointment or add blocked time.

   • Specify the start and end times, and this time will be marked as unavailable on your public calendar link.

2. Booking Appointments:

   • You can book an appointment on behalf of a lead or patient by selecting their contact information and choosing a time slot on your calendar.

Updating Calendar Settings

1. Access Calendar Settings:

   • At the top of the Calendars page, click Calendar Settings.

   • Here, you can manage settings for your Aesthetix consult call or practice call calendar.

2. Customizing Your Calendar:

   • Edit Calendar Information: Click the three dots next to your calendar and select Edit. You can update the calendar’s image, name, description, and availability.

   • Adjust Availability: To update your available hours, adjust the time slots and click Save. Your changes will reflect on your public calendar link.

3. Sharing Your Calendar:

   • To share your scheduling link, click the three dots and select Share. This link is already included in the automated Lead Nurture text and email communications, but you can manually copy it if needed.

4. Connecting External Calendars:

   • You can link your Aesthetix CRM calendar to external calendars like Google or Microsoft. This integration helps manage availability across platforms. To do this, go to My Profile and configure your calendar settings.

Configuring Confirmation and Reminder Messages

1. Set Up Confirmations and Reminders:

   • Go to Marketing > Workflows and open the pre-qualification call folder for surgical appointments.

   • Search for the confirmation and reminder workflow to review or edit the messages sent to leads and team members.

2. Manage Notifications:

   • Customize internal notifications for in-app alerts, texts, and emails.

   • Automated reminders are typically sent at the following intervals: immediately upon booking, 24 hours before, one hour before, and five minutes before the appointment.

By following this guide, you can efficiently manage your calendar, ensure accurate scheduling, and maintain seamless communication with your leads and patients. For further assistance, feel free to contact Aesthetix CRM support.