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Acuity Scheduling Zapier integrationAutomate Acuity Scheduling with Zapier.

The Acuity Scheduling Zapier integration gives you 5 triggers, 5 actions and 2 searches. Bookings, cancellations, reschedules and product orders can start an automation, and four of those five triggers reach Zapier the moment they happen.

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Overview

What the Acuity Scheduling Zapier integration actually does

It links your Acuity Scheduling account to Zapier, a tool that chains apps together without code. When something happens in your calendar (a client books, cancels, moves a slot or buys a product), Zapier can react in another app, and it can also push coupon codes, package codes, blocked time or client details back into Acuity.

Three results people build first. A team that knows about gaps right away: Appointment Canceled reports each cancellation instantly, so the person who fills empty slots hears about it while there is still time to act. A calendar that respects the rest of your life: Add Blocked Off Time closes a range of hours on a chosen calendar, so an event logged in another tool stops clients from booking over it. Promo codes that appear where you sell: Add Coupon Code adds a new coupon code in Acuity from whatever your marketing tool decides.

One detail decides how fast all this feels. Four triggers are instant, so they run straight away even on the free plan. Appointment Start is the odd one out: Zapier checks for it on a timer, every 15 minutes on the free plan, so a reminder meant for a precise moment can land later than the time you set.

What Zapier does not do here: there is no action to book, cancel or delete an appointment, and no trigger for a new client on its own. Searches only find appointments, by ID or by client info. Anything beyond that goes through API Request (Beta), which is a technical step. If you are comparing tools, the same app is covered on our Acuity Scheduling Make integration page and our Acuity Scheduling n8n integration page.

Vocabulary

Zapier vocabulary in one minute

Seven words come back on every line of this page. Here they are in plain English, once, so the rest reads easily.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time that trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier waits for that event and nothing else.
Action
What the Zap does once it has started: the step that writes, sends or creates something for you in an app.
Task
The unit Zapier bills. One action that completes successfully is one task, and your plan is a monthly count of those.
Polling vs instant
A polling trigger is checked by Zapier on a timer. An instant trigger is reported by the app itself the moment the event occurs.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and quietly stops it otherwise.
Search step
A step that looks up something already stored in an app, so the steps after it can reuse what it found.
Cost

What it really costs you

Acuity Scheduling is not a premium app, so it works on the free plan. The bill depends on actions, not on bookings.

  • Premium appNo, free plan works
  • Free plan100 tasks a month, two-step Zaps
  • TriggerNever billed
  • Instant triggers4 of 5, no wait on any plan

The trigger never costs a task, and neither do Zapier's checks for new data. Each action that succeeds counts once, so a Zap with three actions eats three times as much as a Zap with one. A failed action is not counted. The free plan gives you 100 tasks a month and unlimited Zaps, but only two steps per Zap: one trigger, one action. Add a filter, a search or a second action and it becomes a multi-step Zap that needs a paid plan.

Connect

Connect Acuity Scheduling in three steps

  1. 01

    Open your connections

    In Zapier, go to the Apps page of your account and click + Add connection. A connection is your Acuity account linked to Zapier once, then reused by every step that needs it.

  2. 02

    Pick Acuity Scheduling

    Search for the app by name in the dialog, select it, then click Add connection. A new browser tab opens on the Acuity side, and that is where you sign in.

  3. 03

    Sign in and grant access

    Log in to Acuity Scheduling in that tab and allow Zapier to reach the account. You need an Acuity account, plus access to any calendar you do not own but want a Zap to write into.

First Zap

Your first Zap: tell the front desk when a booking moves

GoalEvery rescheduled appointment of a chosen type posts a short message to the front-desk channel.

  1. 01

    Create the Zap

    Start a new Zap and pick Acuity Scheduling as the app that starts it, with Appointment Rescheduled as the event. Choose the connection you made earlier.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent items from your account, so pick a real moved appointment to map fields from.

  3. 03

    Add the filter

    Click the plus icon, choose Filter, then set the field, the rule and the value. Use a text rule on a text field, or the filter never lets anything through.

  4. 04

    Add the message

    Add the team chat app as the next step and map the appointment details from the trigger into the message. Test the step once and read what came back before going further.

  5. 05

    Publish

    Click Publish to switch the Zap on. With a filter it is a multi-step Zap, so this one needs a paid plan; drop the filter to stay on the free one.

Triggers

The 5 Acuity Scheduling triggers

5 events start a Zap when something happens in Acuity Scheduling, and 4 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Appointment Start

Polling trigger

In Zapier“Triggers a specified time before an appointment starts.”

Starts the Zap a set amount of time before an appointment begins, which makes it the natural base for reminders, prep checklists or a nudge to whoever runs the session.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
you want a heads-up before each session reaches a person or a tool outside Acuity.
Watch out
the Time Before box is mandatory, and because the check runs on a timer, the Zap can start later than that exact offset.
2

New Appointment

Instant trigger

In Zapier“Triggers when a new appointment is scheduled.”

Fires each time a client books a new appointment, carrying the booking details into the next step so you can log it, announce it or feed it into your CRM.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
every fresh booking should land in a shared sheet or a sales pipeline without anyone retyping it.
Watch out
bookings made before you publish the Zap are never picked up, so import the backlog separately.
3

Appointment Canceled

Instant trigger

In Zapier“Triggers when an appointment is canceled.”

Reacts to a cancellation, so the freed slot does not stay unnoticed in the calendar until someone happens to look.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
you keep a waiting list and want the person who manages it alerted the second a slot opens up.
Watch out
pair it with a filter if only some appointment types matter, otherwise every cancellation spends a task.
4

Appointment Rescheduled

Instant trigger

In Zapier“Triggers when an appointment in Acuity gets rescheduled.”

Catches the moment a client moves an existing appointment to another time, so the change can be reflected wherever your team works.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a coach or a front desk needs to know a session shifted before walking into an empty room.
Watch out
each reschedule runs the Zap, so a client who moves a slot several times spends tasks each time.
5

New Product Order

Instant trigger

In Zapier“Triggers when a new order is completed.”

Starts when a client completes an order for a product sold through Acuity, and passes the order to the next step.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
finance wants each sale copied into an accounting tool or a revenue sheet on the spot.
Watch out
orders placed before the Zap is published are never picked up.
Actions

The 5 Acuity Scheduling actions

Acuity Scheduling gives you 5 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Coupon Code

Action

In Zapier“Adds a new coupon code.”

Adds a new coupon code to Acuity, so a discount decided elsewhere becomes usable at booking time.

When to use it
a contest or a referral tool hands out unique codes and each one must work in your booking page.
Watch out
the Coupon field is required, so the step stops if nothing is mapped into it.
2

Add Package Code

Action

In Zapier“Adds a new package code.”

Generates a fresh code for one of your packages, without you opening the Acuity admin.

When to use it
a package sold through another shop should still come with a code that works in Acuity.
Watch out
the Package field is mandatory, so map or pick it before testing the step.
3

Add Blocked Off Time

Action

In Zapier“Block off a new range of time on your schedule.”

Closes a range of time on one of your calendars so nobody can book into it, with a start and an end you map from the previous step.

When to use it
a personal event or a team meeting created in another calendar must make you unavailable to clients.
Watch out
calendar, start and end are all required, so the source event must carry both times.
4

API Request (Beta)

Action

In Zapier“This is an advanced action which makes a raw HTTP request that includes this integration's authentication.”

A technical step that calls Acuity directly with your existing connection, for anything the ready-made actions above do not cover.

When to use it
you or a developer know exactly which Acuity feature to reach and no other action does it.
Watch out
it only talks to Acuity's own addresses, and the Stop on error choice decides whether a failure halts the Zap.
5

Add or Update Client

Action

In Zapier“This action updates a client's information in Acuity Scheduling. If the client does not exist, it creates a new client.”

Updates an existing client record in Acuity, or creates the client when none exists yet, so one step keeps your client list in sync.

When to use it
a lead captured in a form or a CRM should already be on file before their first booking.
Watch out
the same step can either create or update, so test it on both a known and a new client before publishing.
Searches

The 2 Acuity Scheduling searches

2 search steps look for data that already exists in Acuity Scheduling, so a later step can use it.

A search step finds an appointment that already exists and hands it to the next steps. In the editor, searches sit at the bottom of the event list under SEARCH. Three settings decide what happens when the result is not a clean single match.

1

Find Appointment by ID

Search

In Zapier“Finds an existing appointment by appointment ID.”

Retrieves one appointment from its Acuity ID, which is the most reliable way to fetch the full booking when an earlier step only carried the number.

When to use it
a payment or a form submission references an appointment and you need its time and client.
Watch out
the ID is required and must be exact.
2

Find Appointments by Client Info

Search

In Zapier“Find existing appointments from client info.”

Looks up the bookings tied to a client's info, useful when another tool only knows who the person is, not which appointment they hold.

When to use it
support gets a message and wants to see that person's sessions.
Watch out
several bookings can match, so set the multiple-results option on purpose.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap there. Switch it on and the Zap keeps going without the missing data.
  2. Create X if it doesn't exist yet?
    Turns a search into a find-or-create. Acuity offers no such variant on Zapier, so you will not see this box on its searches.
  3. If multiple search results are found?
    Keep the first match (the default), stop the Zap, or pass every match along at once to the following steps.
When it breaks

When it breaks

Most failures are not Acuity bugs. They come from how Zaps behave in general.

Zapier publishes a help article on common problems with Acuity Scheduling and a getting-started guide for the app. The cases below are the ones that catch new users first. If a Zap still misbehaves, our Zapier troubleshooting guide walks through the checks.

  • Old bookings never show up

    A Zap only reacts to what happens after you publish it. Appointments that already existed are not picked up, and moving them is a separate job.

  • The Zap triggers itself in a loop

    If an action writes into the very place a trigger watches, each run starts the next one and your monthly task count drains fast.

  • A sudden batch gets held back

    After a bulk import or a migration, a trigger that returns a huge batch at once can be paused by Zapier's flood protection.

  • The same booking does not run twice

    On the polled Appointment Start trigger, Zapier remembers what it has already seen, so one appointment never starts the Zap twice.
Need help

Need help automating Acuity Scheduling with Zapier?

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FAQ

Acuity Scheduling Zapier integration: FAQ

01Is the Acuity Scheduling Zapier integration free?
Yes, it runs on the free plan, because Acuity Scheduling is not a premium app on Zapier. The free plan includes 100 tasks a month and as many Zaps as you like, with one real limit: each Zap stays at two steps, one trigger and one action. As soon as you add a filter, a search or a second action, the Zap becomes multi-step and Zapier asks for a paid plan. Keep your first automations simple and the free tier is enough to test the whole idea.
02How many tasks does an Acuity Zap use?
One per action that succeeds, and nothing for the trigger. A booking that starts a Zap with a single action costs one task. A Zap with three actions costs three each time it runs through. Zapier's checks for new appointments are free however often they happen, and an action that fails is not counted. So the real driver of your bill is how many steps follow each trigger, multiplied by how many bookings, cancellations or orders you get in a month.
03Does Acuity Scheduling send events to Zapier in real time?
For four of its five triggers, yes. New Appointment, Appointment Canceled, Appointment Rescheduled and New Product Order are instant: Acuity tells Zapier as soon as the event happens, and that holds on every plan, the free one included. Appointment Start is different. Zapier checks for it on a timer, every 15 minutes on the free plan, 2 on Professional and 1 on Team or Enterprise, so the Zap may start a little after the offset you chose.
04What does connecting Acuity Scheduling to Zapier require?
An Acuity Scheduling account and a Zapier account. You add the connection once from the Apps page in Zapier, sign in to Acuity in the tab that opens and grant access. If you plan to write into a calendar that belongs to someone else on your team, the login you connect with needs access to that calendar, because the Add Blocked Off Time step requires one and Zapier acts with that login's rights.
05Why does the Acuity Appointment Start trigger fire late?
Because it is the only Acuity trigger that Zapier polls. The other four are instant, but Appointment Start is checked on a timer: every 15 minutes on the free plan, 2 on Professional and 1 on Team or Enterprise. Your Time Before setting says when the appointment qualifies, and the Zap then waits for the next check to notice it. For a reminder that must land at a precise minute, choose a plan with a shorter interval or set a larger Time Before to leave room for the wait.
06What if the Acuity action you need is not on Zapier?
Check the five actions first: coupon codes, package codes, blocked time, client records and the API Request (Beta) step. There is no ready-made action to book, cancel or delete an appointment. For anything missing, API Request (Beta) reaches Acuity with your existing connection, but it is a technical step that expects someone comfortable with how the Acuity API works. Otherwise, another automation tool may expose a different set of Acuity operations.
07Zapier, Make or n8n for Acuity Scheduling?
It depends on what matters to you, and this page only documents the Zapier side. On Zapier, four of the five Acuity triggers are instant, every successful action is billed as a task, and anything past two steps needs a paid plan. Check the Make and n8n pages for what those tools expose for Acuity. Compare on three things: which operations you actually need, how many runs you expect each month, and who on your team will maintain the automation.
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