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Integrate Ageless AI with Your CRM or EMR (Admin Panel)

Learn how to connect Ageless AI to your CRM, EMR, or practice management system so qualified patient data flows automatically into your existing workflow.

Overview

Ageless AI integrates with most CRM, EMR, and practice management systems, so patient data flows automatically into the tools your team already uses with no manual entry. Integrations run through two platforms: Zapier and Keragon. This article is for Administrators and Managers who set up and maintain these connections from the admin panel.

You generate an API key in Ageless, connect it inside Zapier or Keragon, and map your lead statuses to the accepted values Ageless recognizes. This article walks through the full setup, including an optional Meta Conversions connection for ad optimization.

Before You Start

  • You need Administrator or Manager access. Settings is role-restricted and hidden from other roles.

  • Decide which platform fits your system before you begin. Use the guide below.

  • Have your CRM, EMR, or Meta Business account credentials ready.

  • If you use Aesthetic Record, use the direct integration instead of the steps here. See the guide at learn.aestheticrecord.com.

Choosing Zapier or Keragon:

  • Zapier is best for general CRMs such as GoHighLevel, HubSpot, or Salesforce. GoHighLevel connects through Zapier and shows as "Lead Connector."

  • Keragon is HIPAA-compliant and required for any system that stores protected patient health information (PHI), such as most EMRs.

  • General CRMs like HubSpot and Salesforce can use either platform. Choose Keragon if the system will store PHI.

  • If your platform is not listed by name, it can most likely still connect through Zapier or Keragon.

Why It Matters

  • No manual entry. Qualified leads and status updates move into your CRM or EMR automatically, so your team stops re-keying data.

  • One source of truth. Patient records stay current across Ageless and your existing systems.

  • HIPAA-conscious by design. Routing PHI through Keragon keeps sensitive data on a compliant path.

  • Better ad spend. Sending Ageless events to Meta Conversions helps optimize campaigns around real, qualified leads.

Step-by-Step Instructions

Choose Zapier or Keragon

Confirm your platform choice using the guide in Before You Start. General CRMs use Zapier. Any system storing PHI uses Keragon. Make this decision first, because it determines which platform you connect in the following steps.

Connect Your Integration

  1. Go to admin.repeatmd.app and open Settings > Integrations > Ageless Partner.

  2. Select Zapier or Keragon.

  3. Click Generate Key to create your API key. Copy it immediately. The key is only shown once.

  4. In Zapier or Keragon, add Ageless AI as an action, choose Update Client Status, and paste your API key.

  5. Map an identifying field so records match correctly. Use Phone, Assessment Reference, or Client Reference.

Map the Accepted Status Values

Ageless recognizes four status values. Map your CRM or EMR status to one of these values with an exact match. The values are case-sensitive, so they must match exactly as shown.

  • nurturing: lead is in follow-up, no consultation requested

  • consult_requested: consultation requested

  • consult_booked: consultation confirmed and scheduled

  • archived: closed, unresponsive, or inactive

After mapping, test the connection, then publish.

Set Up a Meta Conversions Zap

To send Ageless events to Meta for ad optimization, build a Zap in Zapier.

  1. Create a new Zap and select Ageless AI as the trigger.

  2. Choose the trigger event:

    • New Contact fires for anyone who completes the flow. This is a larger volume.

    • Booking Request fires for people who requested a consult. This is higher quality and recommended.

  3. Select your Ageless account. Accounts are location-specific.

  4. Click Continue, run the test to pull a test record, then continue past the test.

Next, connect Meta:

  1. Search Facebook in the app picker.

  2. Select Facebook Conversions for Business Admins. Do not select the Premium option.

  3. Set the action to Send Lead Event.

  4. Connect your Meta account.

Then configure the fields:

  1. Set Action source to Website (or Other).

  2. Under Customer Info, map email, phone number, first name, and last name.

  3. Skip External ID and most other off fields.

  4. Add Event Time and map it to the date/time field from Ageless.

  5. Click Continue and run the test.

Best Practices and Pro Tips

  • Copy your API key the moment you generate it. It is only displayed once. Store it securely, and treat it like a password.

  • Match status values exactly. Values are case-sensitive. Consult_Requested will not match consult_requested.

  • Choose the right trigger for Meta. Use Booking Request for higher-quality, consult-ready leads. Use New Contact when you want maximum volume.

  • Build multi-location Zaps separately. Create one Zap per location and switch the Ageless account connection each time, using a location-specific API key generated in the Ageless admin panel under Integrations.

  • Always test before publishing. Run the test step to confirm records and statuses map correctly.

Common Mistakes and FAQs

Q: I lost my API key. How do I recover it?

A: You cannot view an existing key again. Go to Settings > Integrations > Ageless Partner > Generate Key to create a new one. Every integration using the old key stops working until you update it with the new key. Treat your API key like a password and store it securely.

Q: I cannot see Settings. What is wrong?

A: Settings is role-restricted. Only Administrators and Managers have access. Ask your account owner to update your role in Settings > Staff. Once updated, Settings becomes visible. See the article "Manage Staff Permissions and Account Settings (Admin Panel)" for details.

Q: My platform is not listed by name. Can I still integrate?

A: Most likely, yes. Most platforms can connect through Zapier or Keragon even if they are not listed by name. Use Keragon if the system stores PHI.

Q: My Meta Conversions test fails as "invalid." How do I fix it?

A: Remove the event timestamp field and re-test. This resolves the most common cause of an invalid test result.

Q: Why are my status updates not appearing correctly?

A: Confirm your mapped status uses an accepted value with an exact, case-sensitive match: nurturing, consult_requested, consult_booked, or archived. A mismatch in spelling or capitalization will prevent the update.

Next Steps and Support

Need help? Email support@ageless.ai

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