Resources · Make integration

vCita logo Make integrationAutomate vCita logo with Make.

Can vCita pass its clients, bookings and invoices to your other tools without code? The vCita logo Make integration gives you 34 modules: 1 scheduled trigger and 33 actions. This page walks you through the connection, then a first scenario you can switch on.

Partner app This app is built and maintained by a partner, not by Make.

Try the vCita logo integration on MakeSee the 34 modules

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What you can automate

What can the vCita logo Make integration do for you?

It links your vCita account to Make so that clients, leads, bookings, estimates, invoices and payments can move between vCita and your other apps on their own. You build a scenario, the automation itself, out of modules: each module is one brick, a trigger that starts the flow or an action that does one job in vCita.

Leads that file themselves. A contact fills in a form in another app, and Create a Lead drops them straight into vCita, ready for your follow-up. A consulting practice stops retyping enquiries from its website.

Billing that follows the work. Once a job is confirmed elsewhere, Create an Estimate or Create an Invoice prepares the document in vCita, and Create a Payment records the money when it comes in. Get Client Invoices then gives your spreadsheet or accounting tool the full picture for one client.

A calendar that stays in sync. Get Bookings reads the appointments vCita holds, and Cancel a Booking frees a slot when a client backs out through another channel. A fitness studio or a clinic keeps one clean schedule.

What the integration does not do: it has only one trigger, Watch Events, and it is scheduled, so Make checks vCita on the scenario's clock instead of being alerted the moment something changes. The vCita documentation also warns that it was written with AI help and may contain errors, so test each module with a sample record. For anything the 33 action modules skip, Make an API Call reaches the rest of the vCita API.

Weighing tools? Our n8n vs Make comparison sets out the criteria. To learn the editor properly, see our Make training, and if you also book through Acuity, the Acuity Scheduling Make integration page follows the same format.

Connect

How do you connect your vCita account to Make?

  1. 01

    Generate your API token in vCita

    Log in to vCita, open the business settings and find the API section. Generate an API Token if you do not have one yet, then copy it. You need an active inTandem (vcita) account for this to work.

  2. 02

    Create the connection in Make

    Add any vCita module to your scenario and click Create a connection. A connection is your vCita account linked to Make once, then reused by every vCita module. Name it if you run more than one account.

  3. 03

    Paste the token and save

    Paste the API Token into the connection window and click Save. From there, fill in the module and press Run once to confirm Make really reaches your vCita data.

First scenario

Your first scenario: turn a new contact into a vCita lead

GoalWhen a new contact arrives from another app, Make creates a lead in vCita.

  1. 01

    Create the scenario

    Open the Scenarios page in Make, create a new scenario and click the + to place the first module. Pick the app where your new contacts land, such as your form tool.

  2. 02

    Set up the starting module

    Choose that app's trigger and connect its account. Each contact it picks up becomes a bundle: one item that travels from one module to the next.

  3. 03

    Add Create a Lead

    Click the + on the right of the first module, search for vCita and choose Create a Lead. Connect your account with the API token, then map the contact details from the previous module into the lead.

  4. 04

    Test with Run once

    Click Run once and send yourself a test contact. Open the bubble above each module to read the bundles it received, then look for the new lead in vCita.

  5. 05

    Schedule it and switch it on

    Open the clock on the first module. A new scenario runs every 15 minutes by default, which is also the shortest interval on the Free plan. Save, then switch the scenario on.

Triggers

What starts a vCita scenario

1 module starts a scenario when something happens in vCita logo. A scheduled trigger is checked by Make on the scenario's schedule; an instant one is called by vCita logo as soon as it happens.

vCita logo1Watch Events

Watch Events

triggerIn the docs only

Watch Events is the only vCita trigger in Make: it hands your scenario the vCita events it finds, so the next modules can act on them without you checking vCita yourself. The documentation lists it without a description, so read what it returns before you build on it.

How it fires
scheduled. Make checks the app on the scenario's schedule, every 15 minutes by default, and never faster than the minimum interval of your plan.
When to use it
you want vCita itself to start the flow, for example to pass new activity on to a spreadsheet or a team chat.
Watch out
press Run once on an empty scenario first and open the output bundle to see which events and details it really carries.
Modules

Every vCita module, and when to pick it

vCita logo gives you 33 modules in 3 groups. For each one: what it does for you, when to reach for it, and what to watch out for.

Actions Modules

25 modules
vCita logo1

Cancel a Booking

ActionIn the docs only

Cancel a Booking frees the slot in vCita when an appointment falls through somewhere else, so your calendar stays honest without a manual cleanup.

When to use it
a client cancels through a form or an email handled by another app, and the matching vCita booking should leave the schedule.
Watch out
point it at the right booking by mapping it from an earlier module such as Get Bookings, never by guesswork.
vCita logo2

Cancel a Waitlist Registration

ActionIn the docs only

This module takes someone off an event waitlist in vCita, which keeps the list short and fair for the people still hoping for a seat.

When to use it
a person tells you, in another tool, that they no longer want the spot, and you want vCita to reflect it.
Watch out
it works on a registration that already exists; pair it with Create an Event Waitlist only on the same event.
vCita logo3

Create a Booking

ActionIn the docs only

Create a Booking puts an appointment into vCita from data that lives elsewhere, so a request captured in another app ends up on the real calendar.

When to use it
your intake happens outside vCita, say a chat or a custom form, and you still want vCita to own the schedule.
Watch out
a booking most likely points to a service, so fetch it with Get a Service first rather than typing it by hand.
vCita logo4

Create a Business

ActionIn the docs only

Create a Business adds a new business entity to vCita through Make, handy when setting one up is part of a larger onboarding flow rather than a one-off click.

When to use it
you run several businesses or locations and want each new one created the same way, from a single source.
Watch out
run it on a test entry first; a stray run leaves an extra business to tidy up by hand.
vCita logo5

Create a Client

ActionIn the docs only

With Create a Client, a person who buys, signs or books somewhere else gets a proper client record in vCita, ready for bookings and invoices later.

When to use it
a deal closes in another tool and the customer should appear in vCita without anyone retyping the details.
Watch out
run Get a Client or your own filter first, or you will pile up duplicates that Merge Duplicate Clients then has to fix.
vCita logo6

Create a Lead

ActionIn the docs only

Create a Lead captures a prospect in vCita before they become a client, so no enquiry gets lost between your website and your follow-up.

When to use it
a contact form, an ad form or a chatbot in another app collects interest, and your team works leads from vCita.
Watch out
choose it over Create a Client when the person has not bought anything yet; the two records serve different stages.
vCita logo7

Create an Estimate

ActionIn the docs only

Create an Estimate prepares a quote in vCita from the details gathered elsewhere, which saves the back and forth between a request and a priced proposal.

When to use it
a qualified request arrives through another app and the client expects a figure before any booking.
Watch out
an estimate most likely belongs to a client, so have Get a Client or Create a Client run just before it.
vCita logo8

Create an Event Waitlist

ActionIn the docs only

Create an Event Waitlist opens a waiting list on a vCita event, so demand beyond the available seats is recorded instead of turned away.

When to use it
a workshop or class fills up and you want late sign-ups gathered in vCita rather than in a separate sheet.
Watch out
keep the event reference consistent across modules; Cancel a Waitlist Registration and Update RSVP State rely on it too.
vCita logo9

Create an Invoice

ActionIn the docs only

Create an Invoice drafts the bill in vCita as soon as another app says the work is done, so billing no longer waits for someone to remember it.

When to use it
a project is marked complete in your task manager and the client should receive a vCita invoice.
Watch out
one run creates one invoice per bundle; if the step before returns several items, you get several invoices.
vCita logo10

Create a Payment

ActionIn the docs only

Create a Payment records money received in vCita, so the client file shows what is settled even when the payment went through another tool.

When to use it
your payment processor or bank feed in another app confirms a transfer that vCita did not see.
Watch out
if the payment should be tied to an existing invoice, look at Match a Payment and test both on a sample first.
vCita logo11

Create a Staff Member

ActionIn the docs only

Create a Staff Member adds a new team member to vCita from your HR or onboarding tool, so the person can be scheduled without an admin doing it by hand.

When to use it
a hire is confirmed in another app and the practitioner should be bookable in vCita.
Watch out
run the flow on a dummy hire first and open the new profile in vCita to check what Make filled in.
vCita logo12

Delete a Client

ActionIn the docs only

Delete a Client removes a client record from vCita, which helps when a data removal request or a cleanup is handled in another system.

When to use it
someone asks for their data to be erased and your compliance tool triggers the removal everywhere.
Watch out
a deletion cannot be undone from Make; add a filter so that only the intended client reaches this module.
vCita logo13

Delete a Staff Member

ActionIn the docs only

Delete a Staff Member takes a departed colleague out of vCita, so clients stop seeing a name that can no longer take their appointment.

When to use it
an offboarding step in your HR tool should close the vCita side at the same time.
Watch out
nothing brings the record back from Make, so reassign their upcoming bookings first and test on a dummy profile.
vCita logo14

Get a Business

ActionIn the docs only

Get a Business reads the details of one business stored in vCita and hands them to the next module, so you can reuse them instead of copying them.

When to use it
a document or message built later in the scenario needs the business information vCita already holds.
Watch out
it reads one business you point at; to go through all of them, start with Get Businesses instead.
vCita logo15

Get a Client

ActionIn the docs only

Get a Client reads one client record from vCita and passes it on, so later modules can use the details without anyone looking them up.

When to use it
almost every client flow starts here: before an update, an estimate or an invoice.
Watch out
if no client matches, the modules after it have nothing to work on; test the empty case with Run once.
vCita logo16

Get an Appointment

ActionIn the docs only

Get an Appointment fetches one appointment from vCita with its details, which lets a reminder, a note or a report reuse them word for word.

When to use it
a later step, such as a message to the practitioner, needs to know what the appointment is about.
Watch out
it reads a single appointment you identify; for a range of them, reach for Get Bookings.
vCita logo17

Get an Invoice

ActionIn the docs only

Get an Invoice brings back one invoice with its details, so you can forward it, archive it or check its status from another app.

When to use it
a client support ticket mentions a specific invoice and your helpdesk should see it.
Watch out
it reads one invoice you name; to list them per client, Get Client Invoices is the better pick.
vCita logo18

Get a Service

ActionIn the docs only

Get a Service reads one service offered in vCita, so a booking, an estimate or a web page can use the details stored there.

When to use it
just before Create a Booking, to make sure the appointment points to a real service.
Watch out
it reads a single service you identify; when you do not know which one yet, browse with Get Services by Category.
vCita logo19

Get a Staff Member

ActionIn the docs only

Get a Staff Member reads the profile of one team member in vCita, so notifications and reports can mention the right person.

When to use it
a new booking arrives and you want the assigned practitioner's details for a message or a task.
Watch out
use it before Delete a Staff Member, to confirm you have the right profile before removing anything.
vCita logo20

Get Businesses

ActionIn the docs only

Get Businesses returns the businesses your vCita account can see, one bundle each, which is the starting point for any flow that covers every location.

When to use it
you run several businesses and want the same report or update applied to each.
Watch out
every returned business sends the next modules one more run, and each run counts as operations on your Make plan.
vCita logo21

Match a Payment

ActionIn the docs only

Match a Payment is the vCita module for reconciling a payment inside vCita. The documentation lists it without a description, so its exact behavior is something to verify on your own account.

When to use it
payments already sit in vCita and you want your books to line up without a manual pass.
Watch out
press Run once on a test payment and read the result bundle before letting it touch real figures.
vCita logo22

Merge Duplicate Clients

ActionIn the docs only

Merge Duplicate Clients folds two records of the same person into one in vCita, so history, invoices and bookings stop being split across copies.

When to use it
several sources feed clients into vCita and the same customer keeps showing up twice.
Watch out
treat a merge like a deletion, since Make offers no undo, so try it on two dummy clients before a real batch.
vCita logo23

Update a Business

ActionIn the docs only

Update a Business changes the details of an existing business in vCita from another source, so the information clients see stays current.

When to use it
your business information is maintained in one master tool, and vCita should follow each change.
Watch out
an empty mapped value may overwrite something correct; map only what you really mean to change.
vCita logo24

Update a Client

ActionIn the docs only

Update a Client keeps a vCita record in step with the rest of your stack: a new phone number or a status change made elsewhere lands on the right client.

When to use it
your CRM or support tool is where client details get corrected first.
Watch out
find the client with Get a Client before updating, and leave unused fields empty so they are not wiped.
vCita logo25

Update RSVP State

ActionIn the docs only

Update RSVP State changes whether a guest is attending a vCita event, so headcounts stay right when replies come in through other channels.

When to use it
attendees confirm or decline by email or through a form in another app, and the organizer relies on vCita.
Watch out
the documentation does not describe this module, so try it on a test guest with Run once before real replies flow in.

Searches Modules

7 modules
vCita logo26

Get Bookings

ActionIn the docs only

Get Bookings pulls the bookings stored in vCita into your scenario, one bundle per booking, ready to copy to a sheet or compare with another calendar.

When to use it
you need an overview of upcoming appointments outside vCita, for staffing or reporting.
Watch out
it can return zero, one or many bookings; add a filter so later modules only see the ones that matter.
vCita logo27

Get Client Estimates

ActionIn the docs only

Get Client Estimates lists the estimates attached to one client, a quick way to see what has been quoted before sending anything new.

When to use it
a sales rep asks for a follow-up and you want the open quotes pulled into their task or message.
Watch out
it needs the client first, usually from Get a Client, and may return several bundles at once.
vCita logo28

Get Client Invoices

ActionIn the docs only

Get Client Invoices gathers every invoice of a given client, so an account statement or an unpaid-bills reminder can be built in one pass.

When to use it
a client asks for their billing history, or your finance tool wants it mirrored.
Watch out
each invoice arrives as its own bundle; place an aggregator after it if you want one message rather than one per invoice.
vCita logo29

Get Client Payments

ActionIn the docs only

Get Client Payments shows what one client has paid in vCita, which answers the question of whether the account is settled.

When to use it
before sending a reminder or releasing a service, you want the payments checked against the invoices.
Watch out
pair it with Get Client Invoices on the same client; mixing clients between the two produces misleading totals.
vCita logo30

Get Estimates

ActionIn the docs only

Get Estimates returns estimates across your vCita account rather than for one client, useful for a pipeline view of everything quoted.

When to use it
you want a sheet or dashboard of open estimates to see what might turn into revenue.
Watch out
a large account can send back many bundles, and each one spends operations in the modules that follow.
vCita logo31

Get Payments

ActionIn the docs only

Get Payments collects payments recorded in vCita across clients, which feeds a cash report or an accounting export without manual downloads.

When to use it
your bookkeeper works in a spreadsheet or an accounting app and wants vCita payments there too.
Watch out
run it once and check how many bundles come back before sending them into modules that cost operations.
vCita logo32

Get Services by Category

ActionIn the docs only

Get Services by Category lists the services filed under a category in vCita, a clean way to publish or sync a catalog elsewhere.

When to use it
your website or a price sheet should mirror what vCita offers in one category.
Watch out
each service becomes a bundle; test with Run once to see how many a category returns.

Universals Modules

1 module
vCita logo33

Make an API Call

ActionIn the docs only

Make an API Call reaches any endpoint of the vCita API with the connection you already set up, so what the other modules skip is still within reach.

When to use it
you need a vCita action or piece of data that none of the 33 listed actions covers.
Watch out
you write the request yourself, so keep the vCita API documentation open and test with Run once first.
Need help

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FAQ

Questions people ask next

01Is the vCita logo Make integration free?
Yes, vCita is a standard app in Make, so you can use it from the Free plan. It is built by a partner, not by Make itself. The Free plan comes with limits: 2 active scenarios, at least 15 minutes between two scheduled runs, 5 minutes of execution at most and files up to 5 MB, with 512 MB of data transfer. Paid plans drop the interval to 1 minute and allow unlimited active scenarios. Make counts usage in operations, one module run on one bundle, so a scenario that loops through many bookings spends more of your monthly allowance.
02What do you need to connect vCita to Make?
You need an active inTandem (vcita) account and an API Token generated in the API section of your vCita business settings. In Make, add a vCita module, click Create a connection, paste the token and save. There is one more condition on the Make side: installing the app requires Admin, Owner or App Developer permissions in your Make organization. Once the connection exists, every vCita module in every scenario can reuse it, so you only set it up once per account.
03Does the vCita trigger in Make fire in real time?
No. Watch Events, the only vCita trigger, is a scheduled trigger: Make checks vCita on the scenario's schedule rather than being called by vCita when something happens. A new scenario runs every 15 minutes by default. On the Free plan, 15 minutes is also the shortest interval, while paid plans go down to 1 minute. If your flow starts in another app, for example a form, the scenario follows that app's trigger instead and the vCita actions run each time it does.
04What if a vCita module is missing in Make?
Use Make an API Call. It calls any endpoint of the vCita API with the connection you already have, so an action or a piece of data outside the 33 listed actions is still reachable. You write the request yourself, which asks for a look at the vCita API documentation. Also keep in mind that the vCita module documentation on Make was written with AI help and may contain mistakes, so test each module with Run once on sample data and contact vCita support if a result looks wrong.
05Make or n8n for vCita?
It depends on where your other automations live. On Make, vCita comes with 34 ready modules and Make an API Call for the rest, all driven from the visual scenario editor described on this page. n8n often has a node for the same app, so check its catalog before deciding. Look at which modules you actually need, whether a scheduled trigger is enough for your case, and which tool your team already knows. The n8n vs Make comparison on our site sets out these criteria in detail.
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