Relationships with the context intact

CRM for aesthetic clinics: leads and relationships

Bia brings client records, lead source, relationship stage, summaries, history and WhatsApp conversations together so a clinic team can follow each lead without confusing CRM with clinical records.

The CRM starts in a client record and ends in a conversation the team can actually follow. Search uses the clinic's own data, server-side changes are guarded, and tenant isolation applies to every read and update.

Source and stage for relationship follow-up
Search by name, WhatsApp name or phone
Import, export and duplicate merging
Conversations with AI and human handoff

The record keeps every lead findable

The client area lists records available to the signed-in person and orders recently updated records first. Server-side search accepts full name, WhatsApp display name or phone; a term is not limited to the first records loaded. Results also carry a no-show count for operational context, not a commercial score.

A client can be created with a name and WhatsApp number, edited later and linked to the records already in the operation. The phone is normalized and protected by a transaction lock before an update, so two records in one clinic cannot claim the same number during a request race.

Server-side search with up to 100 results
Name, WhatsApp and phone as search keys
Duplicate phone rejected before saving

Source and stage make the relationship legible

A client record stores the source supplied for the contact — referral, Instagram, Google, walk-in or other — and a relationship stage the team can update. The real stages are new lead, interested in a procedure, assessment scheduled, procedure scheduled, post-procedure and complaint. They locate the relationship; they are not sales automation.

Stage and source updates pass through the catalog contract, stay scoped to the tenant and enter the audit history with before and after values. A referral can link one client to another and feed loyalty, but an explicit source is not silently overwritten.

Five sources in the contract
Six stages shown in the product
Updates audited by clinic and user

Import and export without losing the client book

To start with an existing book, import accepts batches of one to 500 clients with name, phone and birth date. The server normalizes the phone, skips an existing record and returns imported and skipped totals. The batch ceiling keeps a large spreadsheet from becoming an uncontrolled operation.

Export is a permissioned CSV recorded in the audit log. It includes relationship fields the clinic may need to review, such as name, WhatsApp, stage, temperature and creation date. Tenant scope is applied before the query, so an export never becomes another clinic's data.

Import batches from 1 to 500 clients
Existing phone numbers are skipped
CSV export requires permission and audit

Merging duplicates keeps the history that matters

When the same person appears twice, the team chooses a surviving record and confirms a reinforced merge. The server locks both records in deterministic order, moves conversations, appointments, packages, sales, photos, notes, terms and forms to the survivor, and records the operation. The merge trail remains after the duplicate record is gone.

Name and stage can be chosen from either record; other links point to one client. This is an audited correction, not a delete-and-recreate shortcut.

Two confirmations before the operation
Commercial, clinical and conversation history is redirected
Name and stage decisions are recorded

A summary helps resume a conversation without becoming a chart

A record can show a memory summary, and an authorized person can correct it with new text and a reason. Each correction creates a revision with the previous value, new value, human source and reason; the server also records an audit event. The team gets a useful starting point when a conversation returns days later.

A relationship summary is not a diagnosis and does not replace clinical review. Allergies, terms, photos, care notes and the timeline belong to clinical records and consultation forms. The CRM points to the right client; it does not invent a chart.

Human correction requires a reason
Revisions preserve before and after
Clinical records stay separate

The Inbox connects the record to WhatsApp

The inbox shows up to 50 clinic conversations ordered by last message, with name, phone, preview, unread count and current AI mode. Opening a conversation loads up to 50 messages and can request only messages after the last timestamp. Realtime updates and reconciliation polling protect the screen from an older response replacing a newer one.

Inbound and outbound messages can show media, contacts, locations and delivery state. Human sending uses an optional idempotency key, records the intent before the provider call and does not duplicate a message when the same request returns.

Up to 50 conversations and messages per load
Polling and realtime reconcile history
Delivery and failure remain visible

AI and the team can hand over control with an audit trail

When a conversation is active, a team member can take it over. The server records who took over, pauses AI for that conversation and emits the event; releasing returns it to active mode. A human reply also takes over automatically so AI cannot reply over the team's message.

If another person already owns the conversation, sending returns an explicit conflict instead of creating competing replies. This is not an automated funnel or a conversion promise: it is a verifiable bridge between lead, team and message history.

Takeover and release are audited actions
A human reply pauses AI automatically
Ownership conflicts stay visible

What this CRM solves — and what remains an evolution

Bia organizes the relationship already present in the client book and WhatsApp. It should not be described as code that does not exist.

Source and stages exist, but there is no automatic lead score, close probability or generated next task.
Search, summaries, history and merging exist; external CRM, email and extra-channel integrations do not.
The inbox switches between AI and people and records messages, but it does not promise an automatic answer for every situation or guaranteed WhatsApp delivery.
Memory summaries, clinical records, consultation forms and consent are different data; the CRM does not replace a chart.
Import, export and merge are permissioned, tenant-scoped actions, not a public contact list.

Frequently asked questions

Using a CRM in an aesthetic clinic

Does the CRM have a sales funnel?

It stores six real relationship stages and the contact source. The current version does not move leads automatically, calculate a score or create tasks.

Can I search by WhatsApp number?

Yes. Server-side search accepts full name, WhatsApp display name or part of a phone number and returns records the signed-in person can access.

Can I import a spreadsheet?

Yes, in batches of up to 500 clients with name, phone and birth date. Existing phone numbers are skipped and the server returns totals.

Is the CRM the same as a clinical record?

No. CRM follows source, stage, summary and conversations. Consultation forms, allergies, terms, photos and care notes stay in clinical modules.

Can a team member take over from AI?

Yes. Takeover pauses AI for the conversation and records the owner; release returns active mode. A human reply also takes over automatically.

Organize the next contact without losing the story

Create an account, set up the clinic and see clients, conversations and stages meet in one workflow.

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