Overview
The Ageless dashboard turns every patient who completes the Ageless AI experience into a scored lead, sorted so your team knows exactly who to contact first. This article is for practice owners, managers, and front desk staff who work leads day to day at admin.ageless.ai.
You will learn how leads are scored, how to use Smart View to organize your day, how fast to follow up, how to call and message patients, how to export contacts, and how automated outreach works alongside your manual effort.
Treat the dashboard like a new patient inquiry queue. Every lead represents someone who engaged with your practice and is worth a timely, deliberate response.
How Lead Scoring Works
Leads are scored 1 to 5 stars based on intake answers, engagement depth, and financial profile. The higher the score, the more serious the lead and the faster you should reach out.
5-star: Requested a consultation. This is your hottest lead. Reach out immediately.
4-star: Completed the full experience, or showed strong financial indicators and engaged with their transformation. High-priority follow-up.
3-star: Saw their before-and-after transformation. Interested, but may need a nudge.
2-star: Made it to their beauty score. Early stage. Let the automated follow-up work first.
1-star: Browsing. Let the automated cadence handle it.
Focus your immediate manual outreach on 4-star and 5-star leads. Lower scores are still valuable, but they are better served by automated follow-up until they show stronger intent.
Scores update in real time. Any open, click, reply, or booking activity recalculates the score automatically. A 3-star lead yesterday can move to 5-star after requesting a consultation today, so revisit your queue throughout the day.
Before You Start
You need access to the Ageless admin dashboard at admin.ageless.ai.
Some actions require specific roles. Resend Results requires Admin or Manager permissions. If you do not see it, the account owner can update your role in Settings > Staff.
Confirm your practice phone number is set in Settings > Locations so it appears on patient caller ID.
Confirm your timezone is correct in Ageless Settings > Locations so messages send at appropriate hours.
Understand that automated outreach and your manual follow-up run together. Always check the activity feed before reaching out so you do not overlap with an automated message.
Why It Matters
Speed and prioritization drive conversion. Working the dashboard well means the right patients hear from you at the right moment.
Patients contacted within 5 minutes are 10 times more likely to convert than those reached after an hour.
After 24 hours, the curiosity window is largely closed, so daily review protects revenue.
Lead scoring removes guesswork, pointing your team at the patients most likely to book.
Most patients need 6 to 20 touchpoints before booking, so a consistent, organized cadence compounds over time.
Step-by-Step Instructions
Read the Lead Scores
Open your dashboard at admin.ageless.ai.
Review each lead's star score, from 5-star (most serious) down to 1-star (browsing).
Prioritize 4-star and 5-star leads for immediate manual outreach.
Read enrichment data as a prioritization signal, not a verified record.
Enrichment data is pulled from publicly available sources, so occasionally it may not reflect the most current information for a person. Use it to decide who to contact first, but always confirm details directly with the patient.
Use Smart View
Smart View organizes leads by the next action your team should take, so you can work top to bottom without deciding what to do next.
Just Arrived: Contact these leads first.
Requested Consultation: Confirm the booking.
Waiting on Patient: Review the conversation thread before stepping in.
Always check the activity feed before reaching out so you do not send a manual message on top of an automated one.
Follow Up Fast
Speed is the single biggest lever on conversion.
Reach 5-star and 4-star leads within 5 minutes whenever possible.
Text first, then call.
Do not let a lead sit past 24 hours, when the curiosity window is largely closed.
Recommended Manual Cadence
Match your manual follow-up to the lead score. Let automation carry the lowest-intent leads.
5-star and 4-star: Day 0 text plus a call within 0 to 4 hours. Day 1 and Day 3, follow up with a call plus SMS. Day 7, send a final SMS, then move the lead to nurture.
3-star and 2-star: Day 0 to 1 SMS. Day 3 call. Day 7 email. Day 14 SMS check-in.
1-star: Let the automated cadence handle it.
Call and Message Patients
To call, open the patient's profile and use the Call tab.
Your verified practice number shows on the patient's caller ID. Set this number in Settings > Locations.
To review or reply to messages, open the conversation thread in the patient's profile. All patient replies appear there at admin.ageless.ai, so everything is tracked in one place.
To resend a patient's results, open their profile and select Resend Results. This requires Admin or Manager permissions.
Export Contacts
Go to Ageless Contacts.
Filter your contacts to the segment you want.
Select Export to download the list.
Adjust Automated Outreach
When a patient completes their visualization but does not request a consultation, Ageless automatically sends a series of texts and emails triggered by engagement signals. The cadence keeps them warm for up to 30 days.
Ageless sends 4 automated campaigns based on the patient journey, for example completed results versus drop-off, including follow-ups, reminders, and booking nudges. Full cadence detail is available in the Ageless automated patient communications article.
To send fewer automated messages, turn on Reduce Outreach Frequency in Ageless Settings. Ageless then sends fewer messages overall and increases the time between each one. It is a middle ground for practices that still want automated follow-up, just less of it. Because patients are touched less often, this can also reduce the number of consultation requests.
Automated messages are currently managed by Ageless and are not customizable at the practice level. Your team can reply manually or take over any conversation at any time from the dashboard.
Best Practices and Pro Tips
Run this daily dashboard routine. A short, consistent rhythm keeps leads from going cold.
Morning (10 minutes): Check the Home Page for consult requests, work Smart View top to bottom, and prioritize 4-star and 5-star leads.
Midday (5 minutes): Re-check Just Arrived for new leads.
End of day (10 minutes): Update statuses and archive leads after multiple no-responses.
Weekly: Review Campaign Performance, Income Profile, and Treatment Demand.
Pro tip: Text first, then call. A text opens the door with less friction, and the call lands warmer.
Keep your estimated lifetime value accurate. Estimated lifetime value is calculated as the number of patients who requested consultations multiplied by your practice's average patient spend. The default is $700 per patient and is adjustable on your Home Page to reflect your actual numbers.
Do not run Ageless outreach alongside an existing CRM cadence for the same patient. Duplicate outreach can frustrate patients. Use Ageless automation for patients who do not have a CRM owner assigned, and disable or reduce Ageless outreach for patients actively managed in your CRM.
Confirm details with the patient. Enrichment data helps you decide who to contact first, but always verify specifics directly rather than relying on it as a record.
Common Mistakes and FAQs
Q: How often do lead scores update?
A: Scores update in real time. Any open, click, reply, or booking activity recalculates the score automatically, so a 3-star lead can become a 5-star lead the same day they request a consultation.
Q: How fast should I follow up with a new lead?
A: As fast as possible. Patients contacted within 5 minutes are 10 times more likely to convert than those reached after an hour, and after 24 hours the curiosity window is largely closed. Text first, then call.
Q: Can I customize the automated messages?
A: Not at the practice level. Automated messages are currently managed by Ageless. Your team can reply manually or take over any conversation at any time from the dashboard.
Q: A patient says they are getting texts at the wrong time. What do I fix?
A: Ageless sends messages based on your timezone setting. Go to Ageless Settings > Locations and confirm your timezone is correct.
Q: What happens if a patient texts STOP?
A: SMS messages stop immediately. If they later text START, SMS resumes. You can still reach them by email or by calling from the dashboard. Opt-out status appears in the contact profile.
Q: Why don't I see the Resend Results option?
A: Resend Results requires Admin or Manager permissions. If you do not see it, the account owner can update your role in Settings > Staff.
Next Steps and Support
Continue setting up and getting more from Ageless AI with these related articles:
Need help? Email support@ageless.ai