Overview
The Ageless Admin Panel is your practice's patient intelligence hub. Every patient who completes an Ageless AI experience — beauty score, visualization, intake questions — flows into the panel as a qualified lead, scored, enriched with demographic data, and ready for follow-up.
Home Page — Your daily starting point. One view covering patients who requested a consultation, estimated pipeline value, AI insights, income profile, treatment demand, demographics, and campaign performance.
Ageless Contacts — Your full lead list with two views: Smart View for prioritized, action-grouped workflow and List View for filtering and sorting your full patient roster.
Why This Matters
Most practices treat all patients the same. They follow up in the order leads arrive, spend equal time on every contact, and have no visibility into which patients are most likely to book.
The Admin Panel changes that. Every patient is scored by engagement depth and intent signals before your staff ever picks up the phone. The result:
Your staff focuses on the right leads first. Knowing the difference before you call saves time and closes more bookings.
You know who can afford treatment. Lead enrichment surfaces income estimates, job title, and household data automatically — so you're not guessing at the patient's budget.
Your marketing gets smarter over time. View which patient segments book at the highest rate — so you can put your marketing budget behind what actually works.
The Home Page
The Home page is your starting point when you log in. It shows everything in one scrollable view — from patients who need a response today down to demographic breakdowns and campaign data.
Patients Who Requested a Consult
The first section shows every patient who has actively requested a consultation through the Ageless AI experience. The estimated lifetime value of your current consult requests is displayed at the top. Each patient card shows:
Star rating — quality score at a glance
Name and location — patient name with a location indicator
Treatments of interest — what they explored during their visualization, shown as tags
Phone Number — for direct outreach
Book button — to confirm or schedule the appointment, with a dropdown for additional actions
These are your highest-priority contacts. They have already raised their hand — respond the same day.
Estimated Lifetime Value
Below the consult cards, the estimated lifetime value of your pipeline is shown as a headline figure. It's calculated by multiplying the number of patients who have requested consultations by your practice's average patient spend. The default is $700 per patient, but you can adjust this up or down using the My patients spend more and My patients spend less controls to reflect your actual numbers.
AI Insights
Multiple AI-generated insight cards surface specific patterns from your patient data. Each card shows a distinct finding — for example, which lead tier converts at the highest rate, or which patient flow generates the most booking requests. A labeled tag summarizes the key stat, and selecting 'Patients behind this insight' on any card expands the list of contacts driving that pattern. These update automatically as new leads come in.
Patient Income Profile
A distribution chart shows how your leads break down across income brackets, from under $50K through $200K and above. Use this to understand your patient base's earning profile and inform how you position treatment pricing.
What Patients Want Most
A ranked breakdown shows the treatment categories your leads explored most, along with the number of patients interested in each. Use this to identify your highest-demand services and align your marketing accordingly.
Gender and Age Distribution
Gender Distribution shows the perceived gender breakdown across your leads. If your account is new and data hasn't accumulated yet, this section will show a placeholder.
Age Distribution shows patient volume across age bands from 18–24 through 55+.
Campaign Performance
At the bottom of the Home view, a table shows how your active campaigns are performing — including campaign name, channel, number of patients reached, and booking rate. Use this to see which campaigns are driving the most engaged leads.
Ageless Contacts
Ageless Contacts is your full lead management hub. Navigate to it from the left sidebar. It has two views — switch between them using the toggle at the top right.
Smart View
Smart View is the recommended daily workflow view. Leads are automatically grouped by the action they require, so your staff always knows exactly what to do next without having to sort or filter manually.
Just Arrived — Live
Patients who completed a visualization within the last few hours. High engagement, highest intent. Contact these first while the experience is still fresh.
Requested Consultation
Patients who have actively requested a booking. These require a response — confirm availability and lock in the appointment.
Waiting on Patient
Leads where Ageless AI has sent outreach and is awaiting a patient reply. Use the Take Over button to step in manually for any lead you want to handle personally.
List View
List View shows your full patient roster in a sortable, filterable table. Use it when you need to work through a specific segment, assign contacts to a staff member, or review your full pipeline.
Filter tabs at the top let you narrow by:
All — Every lead in your account
Ready to Book — Leads who have signaled clear booking intent
Follow-up — Leads that need manual attention
New — Leads that haven't been contacted yet
Priority — High and extra-high scoring leads
Each row displays the patient's last activity, quality score, status tag, treatments of interest, estimated value, and assigned owner.
Lead Scoring
Every patient is assigned a quality score the moment they complete their Ageless AI experience. The score is on factors like engagement depth, time spent exploring treatments, number of treatments visualized, and intent signals such as booking requests or replies to outreach.
Scoring is also based on enriched profile data — estimated income, job title, and employment status — factors into the score as a qualification signal. A patient with higher estimated income scores higher because they're more likely to convert and spend.
Scoring Tiers
Tier | Stars | Description |
Extra High | ★★★★★ | Consultation requested. Strong demographic profile — high estimated income. |
High | ★★★★ | Highly engaged. Spent significant time, explored treatments, likely comparing options. Favorable demographic indicators suggest strong conversion potential. |
Medium | ★★★ | Completed the experience but limited engagement depth. Demographic profile is mixed — moderate income estimates. |
Low | ★★ / ★ | Exploring or browsing. Low time-on-experience, minimal treatment interaction. Demographic signals are weaker. |
Best Practices
Start every day in Smart View. The groupings tell your staff exactly what needs action and in what order. It removes the guesswork from prioritization.
Check the activity feed before reaching out. Know what Ageless AI has already sent before your staff adds their own message. Consistency matters to patients.
Use the Demographics tab to guide your marketing spend. If women aged 35–44 with high household income book at 3x the average rate, that's where your paid media should be targeting.
Use List View for bulk review and assignment. If your practice has multiple staff members handling leads, assign contacts to owners in List View so everyone knows who's responsible for which patients.
FAQs
Where does the demographic data come from?
Lead enrichment is automatic. When a patient completes the Ageless AI experience, their contact information is cross-referenced with third-party data sources to surface estimated income, employment, and household data. Your staff does not need to enter this information manually.
Can I change who a lead is assigned to?
Yes. In List View, use the Owner column to assign or reassign a contact to any staff member in your account.
What does the estimated value figure represent?
Estimated value is calculated from the number of patients that requested a consultation x your average patient spend. It reflects potential visit revenue, not a guaranteed booking amount.
How often does the scoring update?
Scores update in real time as patients interact with outreach — opening messages, clicking links, replying, or requesting a booking. A patient's score can move up as they engage further.
Support
Need help? Email support@ageless.ai