Aesthetic Record + GoHighLevel Integration Specialist for Appointment Completion and Automated Review Request Workflows

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TYPE OF WORK

Gig

SALARY

$8 per hour

HOURS PER WEEK

TBD

DATE UPDATED

Apr 9, 2026

JOB OVERVIEW

Do you know how to integrate GoHighLevel with Aesthetic Record for a med spa?

We are seeking a highly experienced integration specialist to connect Aesthetic Record and GoHighLevel for a very specific workflow.

The primary objective is to identify completed appointments inside Aesthetic Record, move the correct patient and appointment data into GoHighLevel, and trigger automated email review request workflows only after an appointment has actually been completed.

This is not a general CRM setup role.
This is not a beginner automation role.
This is not a role for someone who has only watched tutorials.

You must already have real, hands-on experience working inside both Aesthetic Record and GoHighLevel.

Non-Negotiable Experience Requirements

Applicants will NOT be considered unless they meet all of the following requirements:

Direct prior experience with Aesthetic Record
You must have worked inside the Aesthetic Record platform on live business accounts.
Direct prior experience with GoHighLevel
You must have worked inside GoHighLevel on live business accounts and have built workflows, triggers, custom fields, automations, and contact pipelines.
Direct prior experience connecting Aesthetic Record to GoHighLevel
You must have personally built, managed, tested, or repaired integrations between these two systems, whether through Zapier, Make, webhook workflows, API-related middleware, or a similar proven method.
Proof of prior integration work is mandatory
If you cannot provide proof that you have previously connected Aesthetic Record and GoHighLevel, you are not eligible for this job.
Verifiable implementation experience required
If your experience is only theoretical, training-based, or limited to general CRM automation, you will not be considered.

Important Applicant Filter

If you have not worked with both Aesthetic Record and GoHighLevel before, do not apply.

If you have not previously linked Aesthetic Record and GoHighLevel in a real business environment, do not apply.

If you cannot show proof of past work involving these two platforms together, you are not eligible for this role.

Primary Scope of Work

The specialist hired for this role will be responsible for planning, building, documenting, testing, and verifying a working automation system that does the following:

Core Integration Responsibilities

Review the current setup inside Aesthetic Record
Review the current setup inside GoHighLevel
Determine the most reliable method for passing completed appointment data from Aesthetic Record into GoHighLevel
Identify whether the best trigger comes from appointment completion, checkout, invoice completion, payment completion, visit status, or another confirmed event inside Aesthetic Record
Build the integration using the most stable and scalable method available
Configure any necessary middleware such as Zapier, Make, or webhook routing tools
Create or update required GoHighLevel custom fields
Map patient and appointment data accurately between systems
Configure GoHighLevel workflow triggers based on completed appointment events
Prevent duplicate review request emails
Prevent review requests from firing on cancelled, rescheduled, no-show, or incomplete appointments
Confirm that the workflow only triggers after a legitimate completed appointment
Test the workflow using sample records and real status scenarios
Document the final setup in plain English for future internal reference

Specific Tasks This Person Must Be Able to Perform

Aesthetic Record Tasks

Audit available appointment statuses and workflow trigger points inside Aesthetic Record
Confirm what event represents a truly completed patient visit
Confirm what patient fields and appointment fields can be extracted from Aesthetic Record
Identify how location, provider, service type, appointment status, patient email, phone number, invoice details, and visit completion details can be accessed
Determine whether data should flow from appointment records, encounter records, invoices, or another source
Identify limitations, edge cases, and duplicate-trigger risks within Aesthetic Record

GoHighLevel Tasks

Audit the current sub-account setup
Build or update workflow automations
Create inbound webhook workflow triggers if needed
Create or update custom fields to receive Aesthetic Record data
Map all necessary appointment and contact fields
Create contact tagging logic
Create filtering logic for completed appointments only
Build email automation logic for review request campaigns
Add safeguards to prevent duplicate sends
Create workflow branches for edge cases
Test workflow execution and verify delivery logic

Integration Tasks

Connect Aesthetic Record to GoHighLevel using a reliable automation method
Configure field mapping between systems
Verify data formatting for email, phone, date, status, provider, and appointment details
Normalize status names if needed
Build filters so only qualifying completed appointments trigger automation
Confirm proper handling of missing email addresses
Confirm proper handling of duplicate contact records
Confirm proper handling of rescheduled appointments
Confirm proper handling of repeat patients
Confirm proper handling of multiple appointments for the same patient
Confirm workflow timing and delay settings
Verify that the final automation is stable and repeatable

Deliverables Required

The person hired must deliver all of the following:

A full audit summary
A written summary of the current system setup, existing issues, and recommended automation path.
Working integration
A functioning connection between Aesthetic Record and GoHighLevel that sends qualified completed appointment data into GoHighLevel.
Configured workflow
A fully tested GoHighLevel workflow that triggers an email review request only after a completed appointment.
Field map document
A clear list showing exactly which Aesthetic Record fields map to which GoHighLevel fields.
Logic and exception handling document
A written explanation of:
what counts as completed
what is excluded
how duplicates are prevented
how errors are handled
how no-shows, cancellations, and reschedules are filtered out
Testing proof
Screenshots, screen recordings, or written test logs showing that the automation was tested successfully.
Final documentation
A step-by-step plain-English handoff guide so the setup can be understood and maintained later.

Required Skills

Advanced Aesthetic Record platform experience
Advanced GoHighLevel workflow and automation experience
Strong experience with webhooks
Strong experience with Zapier and/or Make
Strong experience with data mapping and automation logic
Strong understanding of appointment status automation
Strong troubleshooting ability
Ability to document technical setups clearly
Ability to spot logic flaws before launch
Ability to build duplicate prevention logic
Ability to validate trigger timing and workflow reliability

Proof Required From Applicants

Every applicant must provide clear proof of relevant prior work.

Applicants must submit all of the following:

A short written summary of previous projects involving Aesthetic Record and GoHighLevel
A description of the exact automation they built between those systems
The tools used to connect them, such as Zapier, Make, webhook workflows, or API methods
Screenshots, loom video, case study, workflow screenshots, redacted account examples, or other proof of actual implementation
A brief explanation of how they handled completed appointment logic and prevented duplicate automation

SKILL REQUIREMENT
GoHighLevel Zapier
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