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Getting Started

Additional Tips

Appointments and Availability

Basic Account Information

Customize Scheduling Page

Embedding Your Calendar

Export, Syncing, and Integration

Notifications

Promotions/Products

 

Getting Started

Set up your appointment types


Appointment types are services that clients can schedule with you. This is the first thing clients pick when booking their appointment.

  • If you don’t want to charge, set the price to $0.00 to omit mentioning it to clients
  • The duration + padding is how much time will be blocked off on your schedule when clients book an appointment. Padding is added to the beginning and/or end of the appointment.
  • Set access to public to let clients book this appointment type, or private so only you as a logged in admin and clients that you share the direct link with can schedule it.

Set what times you're available


Set up your hours in Availability. For example, if you work Monday-Friday from 9:00am-4:30pm, with an hour lunch break at noon, you would set your hours to "9:00am-12:00pm, 1:00pm-4:30pm".

Offer extra hours, or change your hours, for specific days by using Override Regular Hours. If you wanted to change your hours on September 24th to be available from 1:00pm-7:00pm:

  1. Click Override Regular Hours.
  2. Select the start date of September 24th so the new hours effect just that day.
  3. Set the hours to "1:00pm-7:00pm" for that day.
  4. Click "Save Hours" to finalize your availability.

Block off certain days, like holidays or vacation, with the Block button, located above your main calendar.

Read more about how to set up different hours every other week.

Just so you know, appointments will always be offered with enough time to fit into your availability. If your hours are 9:00am-5:00pm and you offer 60 minutes appointments, the last available appointment will be 4:00pm.


Set up locations and staff


If you have multiple locations or multiple staff members you can create separate calendars to accommodate each schedule.

  • Choose which appointment types are able to be booked on each calendar.
  • Set which e-mail addresses will receive notifications when someone books an appointment on the calendar. Separate multiple addresses with commas inside of the "Email" bar in the Settings of a calendar.
  • Create users with access to calendars in the User Access page. Users can manage appointments and availability, but can’t modify account wide settings like appointment types, appearance, or billing. They can only view appointments and clients who have booked on the calendars you give them access to.

Check out What do clients see for a walk-through of what it’s like for clients when scheduling.

Offer classes/group events


Classes/group events will let you have multiple people book an appointment for the specific times you offer. For example, if you offer 15 person Yoga classes every Tuesday at 7:00pm:

  1. Add a new Appointment Type and set the title, price, and duration for it.
  2. Check This is a class or group event and set the max number of people to 15.
  3. Click Create appointment type.
  4. You should see that the appointment type was successfully created. Now you can choose when to offer it. Set when you’d like people to be able to book the class by clicking Offer class on the right.
  5. For regularly occurring classes click “Recurring...” when offering the class to set multiple dates.

Collect information from clients


Build custom forms to gather information from clients before they come in for their appointment. We’ll always ask for their name, phone, and e-mail so you don’t need to ask for these in your forms.

You’ll be able to view any forms that clients complete in the individual appointment details and also in their client history. Clients can also register for an account to have their past form answers pre-filled.

Have terms & conditions? We recommend creating a new form and setting the form description to your terms. Then add a required single line field for clients with a question like, “Enter your initials to certify that you agree to our terms & conditions”.

Accept payments


Accept credit card payments for the full price of your appointment or just a deposit, to secure a booking. This can be set up under Payment Settings:

  • PayPal: either enter your PayPal e-mail address or click "Connect with PayPal" to accept payments through PayPal.
    You also can accept payments with PayPal Pro by clicking "Switch to PayPal Pro". Pro will let clients pay you directly with a credit card without ever going to PayPal. PayPal normally charges $30/month for Pro, but that fee is waived for all Acuity users in North America.
    If you have trouble connecting your account with PayPal you can contact their support at 844-899-6405 and choose option #2 or contact Acuity's support.
  • Stripe: click "Connect with Stripe" or copy your live secret API key to accept payments. Stripe allows clients to pay with their credit card directly from within Acuity. You can also offer both payments with a credit card through Stripe or through a PayPal account with the "Both Stripe and PayPal" payment option.
  • Authorize.net: copy your API Login and API Transaction Key to accept payments. Clients will be able to pay with their credit card directly from within Acuity.

Appointment packages can be set up within Products/Packages. You'll set a fixed price for a number of appointments, then after clients purchase a package they'll get a code they can use to redeem for appointments. Their appointment balance is automatically tracked for you in the View Orders page. You can generate codes to hand out on your own too, by hitting the Add Code button when editing a package.

Outside the United States? Change your currency under Payments.


Set your business time zone


The time zone for your Acuity account can be set under Appearance. Here you can also require clients to verify their time zone when scheduling.

If clients are not required to enter a time zone then all the times listed will be in your business's time zone.

If clients are required to enter a time zone then we'll try to detect what time zone they're in, have the client verify that choice, then show all times to them in their time zone.

After a client chooses a time zone, all of the available times on your scheduling page will be converted into the zone the client selects, and all notifications sent to the client will be in their selected time zone as well. Notifications sent to the admin on the account will always be in the business time zone, regardless of the zone the client chooses.

How will my clients schedule an appointment with me?

When clients book an appointment they will:

  • Choose the appointment type to book
  • If the appointment can be booked on different calendars, then they'll get a list of calendars to book with or can choose "any available" to see the combined availability (want to change this?)
  • Pick an available date and time for the appointment
  • Fill out their first name, last name, phone, and e-mail. These will always be asked for, they're the basis for reminders and your client list. (require phone number?)
  • Complete any custom forms you created
  • Pay for the appointment if needed. If you use PayPal clients will be redirected to PayPal.com to pay.
  • Finally the appointment is confirmed. You and clients are immediately sent an e-mail confirmation. Clients will also have the option to register for an account to remember their information (want to disable that?)

If you don't want clients to book their own appointments then within the settings for each of your appointment types change the access to "private".

To get the real feel for what the client will see schedule a test appointment athttps://geositsgardencenter.acuityscheduling.com/schedule.php

The link to your client scheduling page can be found under Client's Scheduling Page. A direct link for each appointment type can be found under Appointment Types. The direct link to each calendar can be found under Calendars. You can share this with your clients or embed the link or the scheduler into your website. Once clients get to your scheduling page they will:

1. Choose an appointment type

2. Choose a calendar to schedule on (this will be omitted if you only have one calendar set up)

3. Choose an available date to schedule

4. Choose their appointment time

5. Enter their information (First name, Last name, Email, Phone) and fill out any intake forms

6. To complete the appointment the client will pay or choose to pay later if payment is optional.



Have clients book themselves


Once you're ready to have clients book themselves you can send them a link to your standalone scheduling page or embed it into your website. You can view and change the address to your standalone scheduling page within Client's Scheduling page.

The code to embed into your website can be found in Client's Scheduling Page. Send this to your web designer, or follow these guides to add it on your own:

After your schedule is set up and clients can book with you, the most successful businesses promote online scheduling several ways:

  • Embedding the scheduler on their website, Facebook page, and anywhere else clients can find them
  • Send your mailing list a link to your scheduling page. We recommend MailChimp for mass mailing clients
  • Include a link to your booking page on business cards
  • If you're just starting out, offer a small discount for people to pay online in advance
  • Post a sign in your office letting clients know they can now conveniently schedule appointments online
  • If clients text you for appointments send them a text message back with a link to your appointment scheduling page
  • Mention how clients can book online in your voicemail messages

Advanced: Overlapping appointments


Allow appointments to overlap for part of the time.

For example, if you're an acupuncturist and only need 20 minutes to work with a patient at the beginning of their 60 minute appointment, you can allow double booking for the last 40min.

Within the appointment types, set the padding after the appointment to a negative number to allow overlapping. In this example set the padding after the appointment to -40 minutes.

Contact support if you have any questions or different situations.

Advanced: Different availability for types


For example, let's offer prenatal and postnatal massages from 10:00am-2:00pm, and all other massages from 9:00am-5:00pm.

Under Availability click "Set different hours for certain types..." then create a new appointment grouping for the appointment types you'd like to have different availability. After creating your groups you'll set availability for each group, then set different limits by group as well (like limiting the number of appointments per day on just that schedule).

You can move appointment types between groups by clicking and dragging them. When you move an appointment type into a new group it will have the same availability for that group.

Each appointment group will now display in it's own calendar column in the daily view of the main calendar page, allowing you to see all availability of your appointments at once.


Note: You can also use this feature to set scheduling restrictions specific to appointment types! Want different lead times or have an appointment type that you'd only like to offer once per day? No problem! Use the Limits feature to take care of that!

Do you have video tutorials?


As a matter of fact, we do! Check out the screencasts in these sections:

We'll update this list as we add more, so check back soon!


Additional Tips

Receipts for payments to Acuity


If you pay with PayPal those receipts will be under your PayPal account by going to the History section to view payments sent to Acuity Scheduling.

If you pay directly with a credit card you can view receipts under My Account.

Mobile App for iPhone, iPad, and Android


Acuity Scheduling is entirely web based and you can access it from anywhere on your phone. There is nothing to download and our site is completely responsive on your mobile device. This means all of your appointments are kept consistent on all of your devices and you always get the latest updates automatically.

Everything will work on iPhone, iPad, and Android. The client's scheduling page is also responsive and works on those same mobile devices.

Adding the Acuity Icon to your Android Device:

Step 1: Go to Acuityscheduling.com/login.php and log into your account on your Android device. When you are on the main scheduling page (https://secure.acuityscheduling.com/appointments.php?) select the 3 dots in the web address bar

Step 2: Go to the menu and choose "Add to home screen"

Step 3: Select a name for your icon for the home screen

Step 4: Check it out on the home screen. It will look like this...

Adding the Acuity Icon to your iPhone or iPad:

Step 1: Open Safari and log in to your Acuity account at acuityscheduling.com/login.php. Be sure the password is saved. On the main calendar page, (https://acuityscheduling.com/appointments.php), choose the icon at the bottom of the window that looks like a box with an arrow coming up out of it (see below)

Step 2: Choose "Add to Home Screen"

Step 3: Title the icon and "Add"

Step 4: Check it out the Acuity icon on your home screen



Karl the Kitten says hello.

How do I generate reports?


Under Reports you can set up appointment summary reports by time range, calendar, paid v. unpaid and a combination of these. If you needed more detailed reports the option to export appointment information to Excel is available. The reports page will look something like this:

Facebook Conversion Tracking Pixel

You can enter the Facebook Conversion Tracking Pixel under Import/Export/Syncing within Custom Conversion Tracking. Click on Custom Conversion Tracking, then paste the code for your Facebook pixel, and that will be automatically loaded whenever someone successfully books an appointments.

Connecting to PayPal Payments Pro

You can use PayPal Payments Pro to let customers pay for their appointments directly with a credit card. With PayPal Pro your clients can either pay with a credit card directly within your scheduling page, or log in to PayPal and use their PayPal account to pay.

To use PayPal with your Acuity account click the "Connect with PayPal" button under Payment Settings:

That will walk you through the steps of setting up PayPal Pro and also authorize Acuity to process payments under your account.

Once you are set up with PayPal Pro and would like you have your fees waived, or if you have any problems, you can contact PayPal's support. PayPal support is available at 844-899-6405 and choose option #2.

In some cases you may not be able to connect your account with that, you would get an error message in Acuity that says Permissions weren't granted for PayPal Payments Pro. To fix this you can manually copy your API information from PayPal into Acuity to connect them together

  1. Go to https://secure.acuityscheduling.com/preferences.php?tab=payments&paypalapi=1 in Acuity, that will show the fields to copy your API info from PayPal into Acuity.
  2. Also in another tab go to https://www.paypal.com/cgi-bin/webscr?cmd=_get-api-signature&generic-flow=true. That will show your PayPal API information.
  3. Then copy the API Username, API Password, and Signature from that PayPal API page into Acuity and save to connect everything manually.


    Can I change the currency that I accept payments?


    Yes. Currency can be changed under Payments. If your currency is not listed you can contact support and request it. This will change how the currency is displayed and also which currency PayPal will use.

    How can I print my schedule?


    You can print your schedule from the main appointments page by clicking the print icon in the upper right. Agenda will show a list of appointments for the current view, where calendar will print the daily or weekly calendar.

    Additionally, you can print your schedule from the main appointments page using your browser's print button. That will print out just the schedule on the page.

    Can I provide a direct link to a specific calendar?


    Yes, a direct link can be found under each calendar in Availability in the Settings tab. The link or scheduler can be embedded into your webpage. Direct calendar links will be available in accounts with more than one calendar, the Growing Business plan and the Powerhouse Player plan.

    When clients cancel their appointment, is payment refunded?


    No. If a client pays for their appointment and then cancels it, Acuity Scheduling will not automatically refund the payment. You can do that from within whichever processor you use to accept credit cards.

    If you need a hand issuing a refund, check out these support guides:

    PayPal is receiving payments, but appointments aren't being added to my calendar


    Acuity Scheduling needs PayPal to notify us that payment was successful before an appointment is added to your calendar. In some cases PayPal may disable instant payment notification (IPN), which will prevent Acuity from receiving notifications. To re-enable this feature in your PayPal account:

    1. Go to the PayPal website and log in to your account.
    2. Click "Profile" at the top of the page.
    3. Click "My Selling Tools."
    4. Under "Getting paid and managing risk", click "Update" next to "Instant payment notification." and make sure instant payment notification is turned on.
    5. If asked for an IPN URL set it to https://secure.acuityscheduling.com/scheduleIPN.php

    If you are using the newer version of Paypal, you might see something slightly different.

    1. Go to the PayPal website and log in to your account.
    2. Click the "Profile" button at the top right of the page.
    3. Click "Profile and Settings" from the drop-down menu.
    4. Click on "My Selling Preferences."
    5. Under "Getting paid and managing risk", click "Update" next to "Instant payment notification." and make sure instant payment notification is turned on.
    6. If asked for an IPN URL set it to https://secure.acuityscheduling.com/scheduleIPN.php

    Do you have an API?


    Yes! Check out all our info on the API in our API Documentation.

    Can duplicate clients be merged?


    Yes. Clients can be created individually, imported from another system, or are created automatically when an appointment is scheduled. If first name and last name are different than an existing client, then a new entry will show in your client list. Changing a client to make their first name and last name match another client will merge them together.

    Why are taxes showing in my client's payments?


    Acuity will never add taxes onto your appointments, products, or packages. If you're using PayPal as your payment processor, PayPal may add them though. If you'd like to add, change, or remove taxes that can be done in PayPal.

    How do I fix Internet Explorer (IE) compatibility issues?


    Internet Explorer has a Compatibility View (or mode) that affects how some websites are displayed. Your Acuity account may display incorrectly if Compatibility View is enabled for acuityscheduling.com. We suggest that you remove acuityscheduling.com from your list of sites that have Compatibility View enabled. So, here's how:

    IE10
    1. In Internet Explorer, press the Alt key to display the Menu bar, or press and hold the address bar and select Menu bar.
    2. Click Tools and select Compatibility View settings.
    3. Select acuityscheduling.com under "Websites you've added to Compatibility View."
    4. Click Remove.
    IE9
    1. In Internet Explorer, press the Alt key to display the Menu bar, or press and hold the address bar and selectMenu bar.
    2. Click Tools and select Compatibility View settings.
    3. Select acuityscheduling.com under "Websites you've added to Compatibility View."
    4. Click Remove.

    IE8
    1. In Internet Explorer, open the Tools menu at the top and select Compatibility View Settings.
    2. Select acuityscheduling.com under "Websites you've added to Compatibility View."
    3. Click Remove.
    More Troubleshooting Tips:

    If you don't see acuityscheduling.com listed, or if you still see a warning about Compatibility View after following the steps above, make sure that your computer has the latest Windows updates. See Microsoft's instructions for getting Window's updates.

    However, if you don't want to install the latest Windows updates, here's what you can do about the Compatibility View warning:

    1. In Internet Explorer, open the Tools menu at the top and select Compatibility View Settings. You may need to press the Alt key or press and hold the address bar to see the Menu bar.
    2. Make sure that acuityscheduling.com isn't in the list called "Websites you've added to Compatibility View." If it is on that list, click Remove.
    3. At the bottom of the window, make sure that the boxes next to "Display all websites in Compatibility View" and "Download updated compatibility lists from Microsoft" or "Include updated website lists from Microsoft" are not checked.
    4. Click Close.

    Note: If your Windows computer is administered by your organization, you may not be able to access Compatibility View settings or remove acuityscheduling.com from the list. Contact your organization's administrator or helpdesk for help.

    Keyboard shortcuts for managing your schedule


    You can use these keyboard shortcuts almost anywhere in Acuity Scheduling to quickly manage your schedule. To use these hold down the shift key and press the letter at the same time. For example, <shift> M means hold down the shift key and press "M" at the same time.

    ShortcutAction
    <shift> LOpen your client list
    <shift> MOpen or close the left menu
    <shift> BBlock off time
    <shift> NSchedule a new appointment
    <shift> SOpen client scheduling page

    Appointments and Availability

    How do I set up a series of classes?


    Create a new Appointment Type and mark it as This is a class or group event.

    After selecting that you can also choose to set Clients must sign up for all the times this is offered. This will make sure that clients are scheduled for all the times when this series of classes is offered.

    After saving you can choose which dates are offered by clicking Offer Class. All of the times you select the class to be offered clients will be registered for.

    When the client goes to to schedule this appointment type after choosing the appointment type they will see a list of those appointments.

    Setting Up Your Scheduling Restrictions

    You may want to change how far in advance your clients can book their appointments. If so, just follow these simple steps!

    1) Go to the Availability section of Acuity.

    2) Click on the "Scheduling Restrictions" tab.

    3) Change how far in advance you want people to be able to book, and click the "Save Settings" button!

    How do I set up appointment types?


    Appointment types are what can be scheduled, these are usually the services you offer.

    • If you don’t want to charge, set the price to 0 to omit mentioning it to clients
    • The duration + padding is how much time will be blocked off on your schedule when clients book this. Padding is added to the end of the appointment.
    • Set access to public to let clients book this appointment type, or private so only you as a logged in admin and clients you share the direct link with can schedule it.

    Setting up recurring appointments


    Scheduling a Recurring Appointment for the Client on the Admin Side:

    1. Choose the first appointment type, calendar (if you have multiple) and date/time
    2. Click the icon that looks like an arrow doing a backflip to the right of the availability calendar (shown below).
    3. Choose the frequency of how often you'd like the appointment to recur (see examples below).
    4. Choose how many weeks you'd like the appointment to recur.
    5. Click Add Times to schedule all appointments

    *Note: If you are scheduling a recurring appointment on the backend for the client and an appointment conflicts with another appointment, is outside your available hours or is too far in the future it will show in red and crossed out (See Below). This will not prevent you from scheduling as it is a warning only. You can remove those dates/times or go ahead with scheduling.

    Scheduling a Recurring Appointment on the Client scheduling page:

    1. Client will select appointment type, calendar (if there are multiple) and date/time of first appointment in the recurring set
    2. Client will choose "Recurring" before moving on to complete the appointment (see below)
    3. Client will choose how often they'd like the appointment to occur and the number of weeks they'd like to schedule for (see below)Client will choose "Adding Recurring Times"

    Need to add a gap between appointments?

    To leave a gap or buffer between appointments, padding can be added to the appointment type by clicking "Block off extra time before or after..."

    For example, to leave a 30 minute space between appointments for travel, clean up, prep for next appointment, or a snack/potty break, you'll enter 30 minutes after the appointment. See screenshot below:

    *Note: The client scheduling page will show only the duration of the appointment to the client, but will block off the duration plus the padding on your calendar. In this example, appointments would show as available hourly (30 minute appointment length + 30 minutes padding) even though the duration of the appointment is only 30 minutes. There must be enough availability for the duration plus padding, otherwise availability will not show on the scheduling page.

    How do I reschedule a client's appointment?


    There are two ways to reschedule an appointment

    1. Click the appointment on your calendar, click the reschedule button at the top of the window

    2. Click on the appointment and drag to the new appointment time on the calendar and confirm in the window by clicking

    Choose either Reschedule Appointment (which will send an email notification to client) or Reschedule, but don't send email.

    Adding on extra services to appointments


    You can offer add-ons so that clients can book multiple services or extras with their appointments when scheduling.

    Edit an Appointment Type then choose the Add-Ons tab to set up add-ons. When creating an addon you'll set how much additional time is added to the appointment and the additional cost incurred if clients choose an add-on.

    For classes, you can offer add-ons that affect the price of the appointment but not the duration.

    When clients book their appointment they'll first choose the base appointment type to book, then will have the option to one, or multiple, add-on extras for their appointment.

    If you book multiple appointments at once, like with recurring appointments, then all of those appointments will have the add-on applied.

    How can I cancel a recurring appointment?


    Recurring appointments can be deleted by choosing the client in the client list, scroll down to the list of client appointments, click bulk edit, check each appointment you'd like to cancel and click "cancel selected appointments"

    How can I mark an appointment as a no show?


    When you cancel an appointment you can mark it as a no show. This will show in the client's history and also within reports. The normal cancellation e-mail will go out, or you can choose to not send an e-mail.

    Scheduling appointments for clients outside available hours


    Yes, the admin can schedule appointments on the back end whenever they'd like by clicking directly on the calendar or choosing

    when setting up the appointment. You will get a warning that reads "The time conflicts with another appointment or is outside your normal hours"

    How can I collect more information from my clients?


    Acuity always asks for first name, last name, phone number and email when a client schedules. If you'd like to collect more information you can set up a form under Intake Forms. Clients will fill this out on the second page of scheduling and it will be stored in their client history to look back on when needed.

    The intake forms must be created within Acuity (not uploaded) so we know what questions to ask, and the type of question to ask.

    See when appointment was booked, changed, and e-mails sent


    See who changed, and when an appointment was modified, in the changelog for an appointment. E-mail status is also tracked, so you can see if e-mails to you and clients were successfully delivered. In some cases, depending on privacy settings for a client, you will be able to tell if an e-mail was opened too.

    To view the log click on an appointment directly on your calendar or from the appointment history in the client list, then select the cog icon in the upper right and choose "Changelog":

    If an e-mail wasn't sent, there are some common reasons:

    • Unsubscribed Address: This will happen if the "Unsubscribe" link was clicked at the bottom of e-mails to opt-out of receiving notifications. To resubscribe, go back to a past e-mail from Acuity and click the "Unsubscribe" link again and instead choose to resubscribe (that is an option if you are currently unsubscribed).
    • Spam Report: The recipient marked the message from Acuity as spam so we will stop sending e-mails to them. If this was done by accident, please contact support and we can remove that e-mail address from the blocked list.
    • Bounce: There was a problem with the mail server or the e-mail address preventing us from delivering the message. The changelog will list a more detailed reason if one is available.

    Can each member of my staff have their own calendar?


    Yes! If you have a Growing or Powerhouse account you can handle setting up multiple staff, employees, coaches, etc. which clients can book an appointment with. The best way to set that up is through calendars. Calendars are independent schedules can be used to handle anything different schedules, but we designed it with setting up different employees or locations in mind.

    You can add new calendars for each person you have on staff which clients can book with under Calendars. From there you can set the availability of that person (calendar) and which types of appointments can be booked on that calendar. User Access is used to set up each person with their own log in and password to manage their calendar.

    The main account username is the only all-powerful user on the account with unrestricted access to the account.

    How do I block time to make myself unavailable?


    Blocking time off on your calendar can be done two ways

    1. You can click the "Block" button in the upper right of your calendar. You'll select the time frame to block the date, and which calendar(s) you'd like to block. You can also make this a recurring block.
    2. Click and drag down directly on the calendar date to block a period of time.

    If you need to block multiple days click the "Multiple Days" box and choose your dates.

    Blocked time will show on your calendar and a list of all blocked time can be found under Availability.

    Removing blocked time


    If you click on the blocked time on your calendar you'll bring up a window that will give you the option to delete. If it is a repeating block, you can delete the individual day or the whole series. See image below:

    No times are available on my calendar, what's wrong?


    Troubleshooting tips:

    • If your availability isn't showing on the client's scheduling page how you'd like, these are some common issues to check:
    • Is the date too far in advance, or too close to the current day? Under Availability are you can limit how close, or how far, in advance appointments can be booked.
    • Is the day unavailable? You can see this in the appointments calendar when you click on a day. Unavailable times can be added by you, or automatically if Google syncing is set up.
    • Are available times long enough to fit the appointment in? Any open time slots need to be long enough to fit the appointment duration plus any padding time. So if you have a 45min long appointment it won't fit in a 30min slot (like "3:00pm-3:30pm").
    • Are you allowing scheduling? Setting zero appointments allowed will prevent users from scheduling. Check this under Availability and look for "Allow ____ appointments to be scheduled during the same time slot" under each calendar setting. Setting that to 1 will allow scheduling one person at a time, 0 will prevent all scheduling.
    • If you are offering classes, did you add times when the class if available?This can be done from the main calendar page by clicking or from appointments types and edit the appointment type

    Or to change how your availability shows to clients, there are some other ways to set it:

    If you try these tips and still have not appointment times available contact support and we can help.

    Can I set different intervals of availability on my calendars?


    You can! In the Scheduling Restrictions page you can set how often you'd like to offer appointments on your calendars, like every 30 minutes, 60 minutes, etc. If you'd like a calendar to offer appointments at a different interval than the setting in the Scheduling Restrictions, that's an option as well.

    For instance, let's say your Scheduling Restrictions offer your appointments every 60 minutes, but you'd like to offer appointments on one calendar every 30 minutes. Instead of listing your availability as a set of time like "9:00am-5:00pm", you'll list the exact times you'd like to offer appointments. So you'd list availability like "9:00am, 9:30am, 10:00am, 10:30am, 11:00am". This way your other calendars will offer appointments on the hour, but one calendar will offer appointments on the half hour.

    Alternating hours every other week


    To make time available every other week have different hours:

    1. Set your normal hours to be the availability for one week under Availability

    2. Choose "Override Regular Hours" under Availability to set the other week's hours. You may need to click "View as" and choose the first option for a list view if Override Regular Hours isn't showing:

    3. Designate a start date and an end date more than 2 weeks apart. If you want these hours indefinitely you can set the end date to be several years in the future. The start date is the week these other hours take effect.

    4. Check the "every other week" button that appears after choosing the dates

    5. Enter the times you'd like to be available on those days

    6. Click "Save Hours"

    The every (available) will be on the starting week, the other (not available or normal business hours) will be the week after. So if you make Wednesday Febuary 5th- Wednesday February 26th from 10am-12pm available every other week your calender will show Feb. 5th and Feb 19th available 10am-12pm and not show availability or show availability set by your normal hours on the other weeks of Febuary 12th and 26th.

    What is "Switch to Auto"?


    "Switch to Auto" is a tool to set specific availability for the calendar you are viewing. It will find the greatest common denominator for the appointments available on that calendar. Ex. if the general setting of "Display times for appointments every __60__ minutes for all calendars is set" but the calendar you are viewing has 15 minute appointments available for scheduling and you click "switch to auto" the setting will detect that and then show appointments every 15 minutes. This is a great way to have specific availability for that calendar and appointment types on that calendar.

    Difference between 'Regular Weekly Hours' and 'Only Specific Days'


    Regular Weekly Hours are your hours each day of the week every week. Leaving hours blank for a day will mark you as closed for that day.

    To change hours for a certain day, for example to open up a Sunday that you're normally closed, you can click "Override regular hours".

    Choosing Only Specific Days will make all of your days unavailable by default, then you can pick the exact dates and times you are available for appointments. Click "Add hours for certain days" to choose which days to make available.

    Basic Account Information

    What's the differences between the plans?


    The Powerhouse and Growing Business plans give you all the same features of the Emerging Entrepreneur plan, but also includes the ability to have multiple different schedules (calendars) and text message notification.

    This lets you have several different schedules for multiple staff, locations, etc. Optionally, these calendars can be linked so that when an appointment is booked on one it can block time on the other calendars. Emerging Entrepreneur allows for one schedule and email appointment notifications only.

    Powerhouse additionally allows for removing the "Powered by Acuity" from your scheduling page and allows more than 6 calendars. The Growing Business plan is limited to 6 calendars.

    View and sign up under Pricing.

    I only need to use Acuity for a couple months a year, can I do that?


    Yes. There are no cancellation fees so you can upgrade/downgrade as you need to and when you downgrade to a Free plan all your setting are preserved so that when you need Acuity again it feels as though you never left! And don't worry we never delete an account.

    I can't remember my password


    You can reset your password at https://secure.acuityscheduling.com/forgotpass.php . Once you get logged in your password should be changed under My Account. Always be sure to "Save Changes"

    How do I stop automatic renewal?


    1. Head to your My Account section and click on View Receipts

    2. Click Stop Automatic Renewal



    How do accounts for my clients work?


    After your client schedules their first appointment they will be given the option to register for a client account on your Acuity scheduler. This will allow them to

    • Bypass any forms they've already filled out when scheduling subsequent appointments
    • Sign in on your scheduling page to manage their existing appointments (reschedule/cancel)
    • View all upcoming and past appointments scheduled by the registered client

    *Note: It is not mandatory for clients to register for a client account on your scheduling page. Clients will never be required to log in to schedule an appointment with your business.

    How can I change my username or password?


    Your username, which is also your e-mail address, and password can be changed under My Account.

    How can I change my billing information?


    Your credit card information can be updated under My Account.

    HIPAA Compliance

    To support the needs of our customers in the healthcare industry, we have successfully designed our service and our security program to comply with the requirements of the HIPAA Security Rule. We've engaged a qualified third party information security consultancy to review Acuity Scheduling and they have validated that it meets the stringent requirements of the HIPAA Security Rule. More details about our HIPAA compliance are available upon request.

    Your Responsibility in HIPAA Compliance
    While we are pleased to offer a HIPAA compliant solution, you must play a part to achieve compliance. When using Acuity Scheduling, these responsibilities include carefully selecting the amount and type of electronic protected health information is included in text and email messages, as well as executing a Business Associate Agreement with Acuity Scheduling.

    Some considerations as you configure your account:

    • Ensure a BAA is in place between you and Acuity Scheduling before storing any protected health information in your account. Contact support for a copy of our standard BAA (available only with Powerhouse Player accounts). Having a BAA in place is one part of your organizational requirements to be HIPAA compliant.
    • Client name, appointment type, and appointment time are sent in e-mails and text messages. You can limit the amount of information sent in messages by updating them within E-mail Settings. A calendar attachment including the client's name, appointment type, and appointment time is also attached to confirmation and rescheduling notifications. If you would like that remove pleased contact support.
    • Clients receiving notifications can opt-out from future ones by clicking the "Unsubscribe" link in e-mails or replying to a text message with "STOP". When scheduling any appointment you can prevent notifications from being sent by omitting the e-mail address or phone number for that appointment.
    • Create unique accounts for each of your staff to audit their access. Separate admin accounts can be created within User Access under Calendars.
    • If you are interested in connecting Acuity Scheduling with Google Calendar you must sign a separate Business Associate Agreement with Google prior to connecting them together.
      This is also true for any other services you integrate Acuity with, it is your responsibility to ensure Acuity is connected only to other services as appropriate where you can maintain HIPAA compliance.
    • All accounts share most of the same technical and security protections, but there are some additional minor changes for accounts marked as HIPAA compliant: the login timeout is shorter and client forms are not included in e-mail notifications to you as the admin when your account is marked as HIPAA compliant.

    Do you provide phone support?


    We provide unlimited support via email for all our customers, but we do not provide support over the phone. We do our best to respond to every email within just a few hours of receiving it. We also make sure a knowledgeable Acuity Scheduling employee answers every email. We do not outsource our support overseas or employ unqualified support staff.

    We're available Monday-Friday 9am-8pm EST and always check in throughout weekends and holidays. E-mail us now.

    Do I need special software to use Acuity Scheduling?


    Nope. Everything is web based, so all you need is an internet connection and a web browser. We recommend Internet Explorer 10 or higher (although Internet Explorer 8 or higher works), Chrome, Firefox, or Safari.

    Cancel your account


    Your account can be cancelled by downgrading to a Free plan under My Account.

    This will preserve all your settings and customization, so if in the future you want to come back and upgrade everything will be restored. You can cancel and upgrade back at any time, there are no fees to cancel.

    If you want to delete your account entirely that can be done under My Account also.

    Can I pay for a full year in advance?


    Yes, and there is a discount! Under My Account under either the plans you can click "Switch to Annual Payment". You'll pay for 11 months and get the 12th month free!

    Are there any additional fees after I signup?


    Nope. We charge a flat rate monthly fee for accounts. There are no extra cancellation or set up fees. If you need more than 12 calendars then for each additional 5 calendars the cost is $10/month.

    If you use payment processing a small amount (generally about 30 cents +2.9%) is charged by PayPal.

    About our Affiliate program


    Our affiliate program is a way of rewarding you for referring new businesses to Acuity. Those benefits will be as follows:

    You will get 50% of revenue for each user they refer, up to $30 per referral. So:

    • If someone signs up for a Pro account ($10/month) you'll get $5 each month for 6 months.
    • If someone signs up and pays yearly, you'll get $30 right away.
    • It's $30 for each account, so if you refer 100 people to Acuity you can get up to $3,000

    Payments will made to you on the 15th of each month for the previous month.

    People must click your affiliate link and sign up. If someone signs up for a free account, then switches to a paid one later, you'll still get paid when they switch to a paid account.

    To be a part of the affiliate program you must have an account with Acuity Scheduling (even a free one) and send us your PayPal e-mail address where you'd like payments sent.

    Under My Account you will find the link to share with businesses, a field to enter your Paypal information and a list of your referrals.

    What do the paid plans have above the Free plan?


    Paid plans offer advanced customization and features to support business scheduling:

    • Class/group appointment booking
    • 2-way sync with Google
    • Recurring appointments
    • Embed scheduling directly in your website
    • Securely accept credit card payments
    • Advanced schedule availability
    • Multiple appointments scheduled at one time
    • Reminder emails automatically sent to clients a day before their appointment
    • Complete site personalization
    • Customize emails sent to clients
    • Time zone support
    • Sell products in an online store

    Powerhouse and Growing Business plans also includes multiple calendars and text message notifications (reminder texts to clients and text notification to the admin and any additional numbers on the calendar when an appointment is scheduled).

    Can I add additional users on the account?


    You can add new users, and manage existing users, from Calendars. You can add accounts with privileges to manage the appointments and availability on just the calendars you specify by clicking "User Access".

    They will have permission to change appointments and availability on the calendars you give them access to. However, other admin users will not be able to add new appointment types, change billing, or modify other account-wide settings. Only the username on the account will have full access to the Acuity account.

    What do added account users see?

    You can add other users to admin your calendar under User Access. Users you add will have access to view and manage appointments and availability on any calendars they've been given access to.

    They won't be able to access account wide settings like creating appointment types or setting up billing information.

    The areas they'll have access to would be:

    • The Availability page where they can set availability for calendars they've been given access to.
    • The Client's Scheduling Page where they can find the standalone scheduling page link for the account
    • The Import/Export/Syncing page where they can export their client list and appointment list as a CSV file, and import clients into their personal client list. They'll also have access to set up a 1-way sync with their Acuity calendar and their iCal/Outlook calendars as well.
    • The My Account page where they can reset their account password.

    Customize Scheduling Page

    Where can I put more information about my business, like location, a map, or other general info?

    The first thing shown to clients on your scheduling page is your Business Description (set under Appearance). Inside of the business description you can put images or photos, general information about your business, your address, an embedded map to your locations, or almost any other type of information you want.

    Other great places to put information for clients is in your e-mail notifications, like the confirmation e-mail sent immediately after an appointment is booked, or inside of custom intake form descriptions. Custom intake forms are shown to clients on the second page and are a good spot to put any terms or policies you'd like clients to agree to (like a cancellation policy).

    Is there a wait list feature?


    There are a couple different ways to create a waiting list in your Acuity account...

    Option 1: Create an additional Acuity calendar titled "Wait List"

    -Allow clients to "book" appointments on that calendar from the client scheduling page

    -When a slot becomes available on your real-life calendar you can reschedule the client from the "wait list" to the calendar. The client will receive a reschedule appointment notification letting them they are now on the books.

    Option 2: Create a Google form to collect info from clients on which appointment type and optimal date/time for their appointment.

    -Once a slot opens up you can check with your Google form to use the client info to schedule in that client on the back end calendar. They will then receive a confirmation email letting them know their appointment is now scheduled.

    -A link to the Google form can be added to your Business Description which will show at the top of your scheduling page. Client can be easily directed there if there is no available slots on your calendar.

    Can I change the wording or translate the client scheduling page?


    Under Appearance in the Client's Scheduling Page tab click "Change Scheduling Wording".

    You'll be directed to an editor where you can click on anything on the page to change what it says. Click the Interact button in the upper right corner to interact normally with the site and use the site normally. Once you are to a place you want to edit click Resume to be able to edit the site again.

    The admin side is only available in English, but you can translate the client's scheduling page into any language. In the past people have used this to translate their pages into French, German, Swedish, Italian, Spanish, Japanese, Hebrew, and many others.

    *Note: Certain variables that are dependent on the appointment a client chooses will not be able to be translated. It is a very small amount, but would include the client's appointment date and time.

    Appearance under Client's Scheduling Page, what can it do?

    Under Appearance in Client's Scheduling Page

    -Add your business name and logo

    -Set the day of the week you calendar starts on, either a Sunday or a Monday.

    -Set the time format, either AM/PM or 24hr clock

    -Set your timezone and whether you'd like clients to set their time zone on the scheduling page by enabling the "Autodetect and require clients to choose their time zone" setting.

    Check the boxes to make these optional changes/features on your scheduling page:

    • Disable Recurring AppointmentsDon't allow clients to pick more than one time when they book their appointment.
    • Require that clients enter a phone number when scheduling.
    • After clients book their appointment they can optionally register for an account to save their information for faster scheduling in the future and remember their history. Setting this will disable that by hiding the log in and register account buttons.
    • Show your business name from the client's scheduling page next to the logo
    • Hide the appointment duration from the client's scheduling page.
    • Let clients choose the number of spots they'd like to book for a class.
    • This will hide the calendar choice from clients and randomly assign an available calendar.
    • Opposite of showing combined availability, hide "any available" so clients must choose a specific calendar to book with.

    After choosing the options you'd like to see on your scheduling page click "Save Changes". A green box will appear at the top of the window saying "Successfully Saved Changes" then it will give the option to view your scheduling page. Do it! Check it out and see how the changes you've opted for are reflected on your scheduling page.

    What size and formats are accepted for the business logo?


    A logo for your business can be uploaded under Appearance in Preferences. This will show in the header on your client scheduling page. If you're embedding the scheduler into your own website this logo won't show.

    Jpeg, GIF, and PNG are the formats allowed for the image.

    The logo size is a maximum of 100px high and 350px wide. If you upload a logo larger than this it will be automatically resized to fit within those dimensions.

    Is Acuity offered as white label?


    If you sign up for the Powerhouse Player plan, you'll have the option to remove the "Powered by Acuity Scheduling" link from your client scheduling page, for a white label scheduler.

    Can Acuity be translated into other languages?


    Any wording on the client scheduling page can be changed and translated by you. The "Change Scheduling Wording" tool can be found under Appearance in Preferences and you can use this to change the wording to your desired language. The administrative side of Acuity is available in English only.

    Embedding Your Calendar

    How do I change the booking tab name in Facebook?

    1. Click "More" in the menu at the top of your page
    2. Choose "Manage Tabs"


    3. Click "Add or Remove Tabs"


    4. Under the Acuity Scheduling app click "Edit Settings"


    5. Here you can add a custom tab image and a custom tab name
    6. Save and click "Ok".


    Facebook mobile app: adding a "Book Now" button

    The Facebook App for Acuity doesn't show in the mobile Facebook App. The trick is to add a "Call to Action" button to link to the client scheduling page. The steps to setting that up are:

    1. From a desktop on the business page click "Create Call to Action" at the top of the page

    2. It'll ask you to "Choose Button", select "Book Now". The the "Website" field enter the link to your standalone client scheduling page. Choose "No" for the "Set up link to an app?" question. Double check the client scheduling page link show in the iPhone and Android tab in the set up as well. And choose "Create"

    3. Check out your Facebook page on the Facebook mobile app. The button will show at the top of your business page


    Embedding into Webs.com


    1. Select Other and drag and drop the Custom HTML widget on your page.

    2. Double click to edit your HTML.

    3. Add the embed code from the Client's Scheduling Page.

    4. Publish your changes for the world to see!

    Embedding your scheduling page is only available with paid accounts. If you'd like Acuity to embed your scheduling page into a personal website, we're here to help! Head to the Client's Scheduling Page section and hit "Yes, embed Acuity into my website" to request the scheduler embed.

    Embedding into Facebook


    You can add your scheduling page into Facebook using Acuity Scheduling's Facebook app here. You'll be asked to verify your business page (the book now tab cannot be added to a personal page, but you must be logged in as the admin of the page, which is usually your personal profile account), then you'll add the link to your scheduling page into the URL bar.

    You'll be able to find the link to your scheduling page in the Client's Scheduling Page section.

    That will let you embed a website as a tab into your Facebook page.

    Embedding your scheduling page is only available with paid accounts. If you'd like Acuity to embed your scheduling page into a personal website, we're here to help! Head to the Client's Scheduling Page section and hit "Yes, embed Acuity into my website" to request the scheduler embed.

    Embedding into Wordpress


    Install the Acuity Scheduling Wordpress plugin

    1. Within Wordpress go to "Add New" plugin and search for Acuity Scheduling. After installing be sure to activate the plugin. Detailed instructions for adding a new plugin are available on Wordpress's website.
    2. Embed the scheduler into your website
      After installing the plugin you can embed the scheduler into a page in Wordpress with the tag:
      [scheduling site="http://mysite.acuityscheduling.com"]
      Add the tag through the Text view instead of Visual, so Wordpress doesn't turn the address for your scheduling page into a link. The "site" is the address to your standalone scheduling page.



    Additionally, you can embed Acuity into your Wordpress using the iFrame code found in the Client's Scheduling Page by adding the iFrame to the Text box and saving your changes.

    The Result will be the same for both:

    Embedding your scheduling page is only available with paid accounts. If you'd like Acuity to embed your scheduling page into a personal website, we're here to help! Head to the Client's Scheduling Page section and hit "Yes, embed Acuity into my website" to request the scheduler embed.

    Note: Currently Wordpress.com doesn't allow for the embedding of 3rd party content, so Acuity couldn't be embedded directly into your Wordpress.com site. Wondering if your site is hosted by Wordpress.com? Check your site's URL.

    Embedding into Squarespace


    Within Squarespace you can create a "Code Block" to insert the little bit of HTML needed to embed Acuity Scheduling. The HTML needed for the scheduler is available under Client's Scheduling Page, and instructions for inserting HTML into Squarespace are available at http://help.squarespace.com/guides/using-acuity-scheduling-with-squarespace .

    Embedding your scheduling page is only available with paid accounts. If you'd like Acuity to embed your scheduling page into a personal website, we're here to help! Head to the Client's Scheduling Page section and hit "Yes, embed Acuity into my website" to request the scheduler embed.

    Embedding into GoDaddy


    To embed your scheduler into your GoDaddy.com website builder follow these steps:

    • When editing your godaddy.com webpage scroll down to "</> HTML Code" in the left hand tool bar menu.

    • Add the embed code from the Client's Scheduling Page into the html box that pops up.
    • Save your changes.
    • Click and drag the scheduler to fit your webpage as you'd like.


    Embedding your scheduling page is only available with paid accounts. If you'd like Acuity to embed your scheduling page into a personal website, we're here to help! Head to the Client's Scheduling Page section and hit "Yes, embed Acuity into my website" to request the scheduler embed.

    Embedding into Wix


    Choose "Add" from the left hand menu column then "Apps" and after that you'll choose "HTML".

    The HTML you'll want to copy and paste into this field can be found under the Client's Scheduling Page.

    Then just resize and drag to where you'd like your scheduler to sit on your site and voila, you've embedded your Acuity scheduling page into your website!

    Embedding your scheduling page is only available with paid accounts. If you'd like Acuity to embed your scheduling page into a personal website, we're here to help! Head to the Client's Scheduling Page section and hit "Yes, embed Acuity into my website" to request the scheduler embed.

    Embedding into Vistprint


    1. When you have your Vistaprint webpage open for editing at the very bottom of the page you will see these options "Popular, Structure, Media, Social, Commerce, Other". You'll choose "Other".
    2. From here you will click and drag the "Custom HTML" box where ever you'd like your scheduler to show on your page.
    3. Once you drop it in that spot you will double click the box to add the custom HTML. This code can be found at https://secure.acuityscheduling.com/preferences.php?tab=website-integration in your Acuity account. You simple copy and paste this into that box and click "Save Change". Then watch the magic happen!


    Embedding your scheduling page is only available with paid accounts. If you'd like Acuity to embed your scheduling page into a personal website, we're here to help! Head to the Client's Scheduling Page section and hit "Yes, embed Acuity into my website" to request the scheduler embed.

    Embedding into Photobiz


    When you are in your photobiz site under Portofolio your Acuity scheduler can be added to your webpage quite easily.

    You'll choose a page you'd like to embed to or add a new page. HTML can be added to an Info page type, Contact page type, or a Calendar page type... ex. page after Home was rename to Appointment Scheduling

    1. Choose "Content" tab
    2. Choose "HTML" tab under "Content"
    3. Copy and paste your HTML code found in Acuity under Client's Scheduling Page
    4. Click "Save Changes" and your scheduler will appear in the box.


    Embedding your scheduling page is only available with paid accounts. If you'd like Acuity to embed your scheduling page into a personal website, we're here to help! Head to the Client's Scheduling Page section and hit "Yes, embed Acuity into my website" to request the scheduler embed.

    Embedding into Zenfolio


    Add appointment scheduling to your Zenfolio website by adding a custom page. To add a custom page with Acuity Scheduling embedded in Zenfolio:

    1. In Edit View click on Website Pages under the Organizer.
    2. Select Custom Pages
    3. Click Create New
    4. Choose Embed from the toolbar
    5. Add the Code found under Client's Scheduling Page

    For more info on custom pages in Zenfolio check out their help section on this topic.

    Embedding your scheduling page is only available with paid accounts. If you'd like Acuity to embed your scheduling page into a personal website, we're here to help! Head to the Client's Scheduling Page section and hit "Yes, embed Acuity into my website" to request the scheduler embed.

    Embedding into Joomla


    If you can add HTML, you can embed appointment scheduling into your website. For Joomla there is a good reference at http://support.powerdnn.com/KB/a50/how-to-add-html-code-into-a-joomla-article.aspx covering different ways to add HTML into Joomla.

    The code that you'll need to add to your site is available under the Client's Scheduling Page.

    Embedding your scheduling page is only available with paid accounts. If you'd like Acuity to embed your scheduling page into a personal website, we're here to help! Head to the Client's Scheduling Page section and hit "Yes, embed Acuity into my website" to request the scheduler embed.

    Embedding into Weebly


    You can use the snippet of HTML code found under the Client's Scheduling Page to embed into your Weebly website. Within Weebly you'll need to drag the "Embed Code" widget into your website to add it, instructions are available at http://kb.weebly.com/custom-html.html .

    Embedding your scheduling page is only available with paid accounts. If you'd like Acuity to embed your scheduling page into a personal website, we're here to help! Head to the Client's Scheduling Page section and hit "Yes, embed Acuity into my website" to request the scheduler embed.

    Embedding into Drupal


    You can embed the appointment scheduler directly within a Drupal page. Here are the basic steps:

    1. Click "Add content" to create a new page (skip this if you want to embed on an existing one).
    2. Select "Basic Page" to start creating a standalone page.
    3. Below the Body change "Text format" to Full HTML to add custom HTML.
    4. Copy the HTML snippet from Acuity Scheduling within the Client's Scheduling Page.
    5. Save.


    Embedding your scheduling page is only available with paid accounts. If you'd like Acuity to embed your scheduling page into a personal website, we're here to help! Head to the Client's Scheduling Page section and hit "Yes, embed Acuity into my website" to request the scheduler embed.

    Export, Syncing, and Integration

    Subscribe to your calendar from iCal


    Subscribe to your Acuity Scheduling calendar in iCal so that when new appointments are added to Acuity they will show up automatically in iCal.

    Under Import/Export/Syncing click "iCal/Outlook Subscription". This will open up iCal and let you subscribe. iCal will periodically ask Acuity for updates to appointments, when you first subscribe you can choose how often it checks for updates.

    When you get to the screen that looks like the image below change the "Auto-refresh" time to choose how frequently you'd like iCal to update. If you have multiple devices, like an iPad and an iPhone, change "Location" to iCloud


    Changing how frequently iCal updates on your iPhone:

    Just go into the "Settings" area on your phone, then into "Mail, Contacts, Calendars".

    From there, go to "Fetch New Data", and you can have iCal check Acuity for new appointments automatically at a set interval (recommended, every 15 minutes) or manually (not recommended, you will need to refresh the calendar on your phone manually).


    How to export your client list

    You can export your client list by heading to the Import/Export/Synching section of Acuity, and clicking on the button that says "Export Clients to Excel" - it's that simple!

    How can Wufoo be integrated?


    Under Import/Export/Syncing you can integrate Wufoo. Enter your Wufoo username and password (we exchange these for API access and never store them).

    Once you're connected, select a form and an email field.

    We'll match form submissions in Wufoo with client email addresses in Acuity, and show them when viewing appointments in Acuity!

    Use this to gather info before clients book an appointment or feedback after an appointment.

    How can QuickBooks be integrated?


    Under Import/Export/Syncing you can integrate QuickBooks Online. Just click "Connect to QuickBooks" to log in, allowing us to create clients and invoices in QuickBooks for you. Then you're connected!

    New clients will now be created as new appointments are booked in Acuity. Under "Settings", you have three options:

    • Don't create an invoice, just add them as a client
    • Create a draft invoice, but don't send it
    • Create an invoice and send it by email

    Payments in Acuity will be added to invoices created.

    How can Pipedrive be integrated?

    Under Import/Export/Syncing you can integrate Pipedrive. Enter a Pipedrive API key, connect to Pipedrive, and then select fields from Acuity to send to Pipedrive. We automatically set First Name, Last Name and Email Address.

    Once you've saved your settings, each new appointment will create or update a Person in Pipedrive.

    To sync your current list of clients, first go to Import/Export/Syncing and Export Clients to Excel. Then import the CSV file into Pipedrive.

    How can MailChimp be integrated?

    Under Import/Export/Syncing you can integrate MailChimp. Enter a MailChimp API Key, connect to MailChimp, and then select a list to sync new appointments to.

    Optionally, you can subscribe clients to your MailChimp list when booking. Just create an intake form with a Checkbox or Yes/No Choice question like "Do you want to join our mailing list?" and select it. Be sure to read MailChimp's Guidelines for List Compliance.

    Once you've saved your list selection, each new appointment will sync the client's name, last appointment time, and last appointment type to MailChimp.

    To sync your current list of clients, first go to Import/Export/Syncing and Export Clients to Excel. Then, import the CSV file to a list in MailChimp.

    How can Mad Mimi be integrated?


    Under Import/Export/Syncing you can integrate Mad Mimi. Enter your Mad Mimi username and API key, connect to Mad Mimi, and then select a list to sync new appointments to.

    Optionally, you can subscribe clients to your Mad Mimi list when booking. Just create an intake form with a Checkbox or Yes/No Choice question like "Do you want to join our mailing list?" and select it. Be sure to read Mad Mimi's Am I CAN SPAM Compliant?.

    Once you've saved your list selection, each new appointment will sync the client's name, last appointment time, and last appointment type to Mad Mimi.

    To sync your current list of clients, first go to Import/Export/Syncing and Export Clients to Excel. Then, Import the CSV file to a list in Mad Mimi.

    How can GoToMeeting be integrated?


    Under Import/Export/Syncing you can integrate GoToMeeting. Just click "Connect to GoToMeeting" to log in, allowing us to manage meetings in GoToMeeting for you. Once you're connected simply select the Appointment Types you'd like to create virtual meetings for, and you're all set.

    New appointments booked in acuity will create new meetings in GoToMeeting. When appointments are rescheduled or cancelled, we'll update your existing meetings in GoToMeeting.

    We'll automatically set the location for calendar events with the GoToMeeting details. To add the meeting details to E-mail Settings, you can use the %location% tag.

    How can FreshBooks be integrated?


    Under Import/Export/Syncing you can integrate FreshBooks. First, enter the subdomain of the site you go to when logging in to FreshBooks. Then, click "Connect to FreshBooks" to log in, allowing us to create clients and invoices in FreshBooks for you. Then you're connected!

    New clients will now be created as new appointments are booked in Acuity. Under "Settings", you have three options:

    • Don't create an invoice, just add them as a client
    • Create a draft invoice, but don't send it
    • Create an invoice and send it by email

    Payments in Acuity will be added to invoices created.

    How can Constant Contact be integrated?

    Under Import/Export/Syncing you can integrate Constant Contact. Click "Connect to Constant Contact" to log in, allowing us add and update contacts in Constant Contact, and select a list to sync to.

    Optionally, you can subscribe clients to your Constant Contact list when booking. Just create an intake form with a Checkbox or Yes/No Choice question like "Do you want to join our mailing list?" and select it. Be sure to read Constant Contact's CAN-SPAM Act and How It Effects Your Campaigns.

    Once you've saved your list selection, each new appointment will sync the client's name, last appointment time, and last appointment type to Constant Contact.

    To sync your current list of clients, first go to Import/Export/Syncing and Export Clients to Excel. Then, import the CSV file to a list in Constant Contact.

    How can AWeber be integrated?


    Under Import/Export/Syncing you can integrate AWeber. Click "Connect to AWeber" to log in, allowing us add and update contacts in AWeber, and select a list to sync to.

    Optionally, you can subscribe clients to your AWeber list when booking. Just create an intake form with a Checkbox or Yes/No Choice question like "Do you want to join our mailing list?" and select it. Be sure to read AWeber's Can I Use This List?

    Once you've saved your list selection, each new appointment will sync the client's name, last appointment time, and last appointment type to AWeber.

    To sync your current list of clients, first go to Import/Export/Syncing and Export Clients to Excel. Then, Import the CSV file to a list in AWeber.

    Can I import my client list?


    Under Import/Export/Syncing in the left hand menu you can upload a CSV (comma separated value) file of your contacts. On the second page you'll verify the clients before you add them, and also select which columns correspond to the first name, last name, phone, and email of the client. From there you can choose "Import" to add them to your client list.

    For help exporting your contacts to CSV from Outlook see http://office.microsoft.com/en-us/outlook-help/ex...

    For help exporting your contacts to CSV from Google see https://support.google.com/mail/answer/24911?hl=e...

    Contacts on Mac do not export directly to CSV, but you can easily convert their format to CSV using something like http://www.antoniolore.net/ab2csv.php

    From a Mac Numbers file, export as CSV: http://apple.stackexchange.com/questions/44828/can-numbers-save-a-file-as-csv

    Import or export text (.txt, .csv) files Excel http://office.microsoft.com/en-us/excel-help/import-or-export-text-txt-or-csv-files-HP010099725.aspx

    How can I sync with Google Calendar?


    In the left hand menu under Import/Export/Syncing click "Allow Access to Google Calendar". Clicking this will bring you to Google to sign in to your account. That will let you allow us to access your Google calendar and add appointments.

    Click the box next to "Enable blocking off times in Acuity" to have events from Google calendar block time in your Acuity calendar.

    Events from Google will display in the daily and weekly view of your calendar.

    How can each user in Acuity sync their own Google calendar?


    Only the main user in Acuity can set up syncing. You can configure that within Import/Export/Syncing. Though you can only have one Google account set up, you can have each calendar in Acuity Scheduling sync with a different calendar in Google.

    To sync with different Google accounts have those accounts share their Google calendar with you. Help for sharing calendars within Google is available at https://support.google.com/calendar/answer/37082 . After they share their Google calendar with you it will show in the drop down to select the calendar in Acuity. Be sure to share calendars with full access to "make changes to events" so that we can add new appointments to that calendar.


    If you want to completely switch your Google account to a different one then click Stop Syncing with Google then start syncing again with the new account.

    Are you using Google Apps for Business?
    Sharing your calendar with someone outside of your company may show up as "Free/Busy" only even if you shared with permission to manage. This is because of sharing restrictions in Google Apps. Ask your Google Apps administrator to go to Apps > Google Apps > Settings for Calendar, and under Sharing Settings change it to allow "Share all information, and outsiders can change calendars".


    Does Acuity Scheduling integrate with....?


    Acuity Scheduling directly integrates with:

    • Google Calendar
    • Outlook
    • iCal
    • Google Analytics
    • Pipedrive
    • FreshBooks
    • QuickBooks
    • MailChimp
    • Mad Mimi
    • AWeber
    • GoToMeeting
    • Constant Contact
    • Wufoo
    • Xero
    • Other conversion tracking, like Facebook Ads
    • Websites:
      • Wix
      • Wordpress
      • Squarespace
      • Facebook
      • Weebly
      • Drupal
      • Joomla

    You can also use Zapier to connect Acuity Scheduling with other programs, including:

    • Infusionsoft
    • Capsule CRM
    • Highrise
    • Basecamp
    • Salesforce
    • Google Glass

    And 200+ other applications. Check out http://zapier.com for more information on Zapier.

    To use Acuity Scheduling with Zapier, create a new zap and select Acuity Scheduling in Step 1, then connect your Acuity account in Step 2. Zapier will redirect you to Acuity to log in and get connected.

    Can I set up a 2 way sync with iCal/Outlook


    You can do 1-way syncing with iCal/Outlook by clicking "Subscribe to iCal/Outlook" under Import/Export/Syncing within Acuity. With that appointments added to Acuity Scheduling will automatically show up in iCal/Outlook.

    As a workaround, you can set up 2-way syncing with Google Calendar, then set both iCal and Acuity to sync with Google to effectively get 2-way syncing between Acuity and iCal.

    iCal supports syncing with Google Calendar directly. For Outlook you can use a program like Sync2 to have Outlook sync with Google.

    2-way syncing with Office 365 is supported through Zapier wherein a new calendar event in 365 can block off time on your Acuity calendar. This integration is only supported with 365 though, not Outlook.com

    iCloud iPad iPhone

    How do I export appointments to Outlook?


    You can export all your appointment to Outlook under Import/Export/Syncing; clicking "Export to iCal/Outlook" will save all your appointments as an ICS file. In Outlook you can go to File-->Import-->Import iCalendar (ICS) file to import all your calendar information into Outlook.

    Outlook 2007 supports iCal subscriptions which will automatically update your Outlook calendar with new appointments and cancellations. Clicking "iCal/Outlook Subscription" will open Outlook to set this up.

    How do I make changes to appointments in a synced calendar?


    Any changes that need to be made on an appointment from Acuity needs to be made within Acuity. If a change was made to an Acuity appointment in your Google calendar it will not be reflected on your Acuity calendar.

    Any event from Google needs to be edited in your Google calendar, as well.

    All changes must be made in the program they came from.

    How can Xero be integrated?

    Under Import/Export/Syncing you can integrate Xero. Just click "Connect to Xero" to log in, allowing us to create clients and invoices in Xero for you. Then you're connected!

    New clients will now be created as new appointments are booked in Acuity. Under "Settings", you have two options:

    • Don't create an invoice, just add them as a client
    • Create an invoice, but don't send it

    Choosing "Create an invoice, but don't send it" will give you the opportunity to select Xero accounts for your invoices and payments made through Acuity. The payments in Acuity will be automatically added to invoices created.

    How can Google Analytics be integrated?

    Under Import/Export/Syncing you can integrate Google Analytics. Enter your Tracking ID from Google Analytics. That should look something like UA-XXXXXXX-X, see Finding your tracking code for help.

    That will add Google Analytics tracking to your scheduling code and send events when someone schedules an appointment. Create goals inside of Google Analytics to track conversions:

    Create goals based on these events to track conversions, events will look like:

    • Category: acuity
    • Action: appointment-completed or order-completed
    • Label: name of appointment type, or blank if product order
    • Value: the total price of appointments scheduled or order

    You can create a goal tracking all events in the acuity category tracking revenue from the event value to measure revenue from conversions. For example, a goal whenever clients book an appointment would be:

    This can also be used for tracking conversions from Adwords. You can connect Google Analytics with Adwords to track conversions through there, or use Adword's conversion tracking code within Custom Conversion Tracking in Acuity instead.

    If Acuity is embedded into your website, be sure that your website is also using Google Analytics Universal (analytics.js) so that the customer is tracked between your website and Acuity.

    Notifications

    Why am I receiving duplicate emails when an appointment is scheduled?


    Email notifications are sent to the business owner, your username, and additionally to any email addresses listed in the calendar settings. Notifications to the username on the account can be disabled under My Account.

    When are reminder notifications (email and/or texts) sent out to clients?


    You can choose when you'd like the one time reminder sent out. Could be hours or days before a scheduled appointment, it's up to you!

    Clients will receive both email and text message reminders, as long as valid email and phone numbers are included when scheduling.

    The text reminder can be enabled under E-mail Settings. Check out the screenshot below to see where to enable the reminder text and add additional reminders. The first reminder listed is the time the text is sent as well.

    What email notifications should the client and I expect to receive?


    Clients will receive an email confirming their appointment, a reminder before their appointment at a time frame that you designate, a follow-up email after their appointment if you have that feature enabled, and an email if the appointment is cancelled or rescheduled.

    The admin will receive an email notification when an appointment is scheduled, canceled, or rescheduled.

    What does the text message reminder say?


    The subject line of the reminder email is what the client receives as a text reminder. This can be customized under E-mail Settings.

    Clients will get text messages only as reminders before their appointment. You as the admin can list your phone number under Calendars to get notified when an appointment is schedule, canceled, or rescheduled.

    If clients respond to a text message they'll get an automated message back letting them know it's an automated service and to contact you directly.

    Clients can opt out of receiving text messages by replying "STOP".

    Text messages will come from:

    • +61 417827142, +61417074499, +61417648952, +61409729795, +61418581515, +61409508546 to Australia
    • +447903567665 to United Kingdom
    • +1 484-464-9567, 646-362-3892, 646-576-7284, 646-362-3838, 646-362-3790, 646-362-3789, 646-681-3745, 646-257-3811, 646-490-9450, 646-439-0694, 646-846-6436, 646-846-6293, 646-846-6252, 646-846-6065, 646-846-6238, 646-846-6332, 646-846-6129, 646-846-6482, 646-846-6483, 646-846-5953, 646-846-6087, 646-759-0237, 646-663-5576, 646-681-3950, 646-681-1623, 646-681-4561, 646-681-3887, 646-681-2585, 646-759-0232, 646-681-1698, 646-759-0203, 646-492-8746, 646-491-8496, 646-492-8786, 646-491-8015, 646-506-3643, 646-491-8978, 646-491-8976, 646-491-8701, 646-506-3810, 646-506-4145, 646-506-3766, 646-506-4049, 646-491-8802, 646-506-3736, 646-492-8409, 646-506-3937, 646-506-4251, 646-491-8897, 646-491-8982, 646-491-8310, 646-506-3703, 646-506-3649, 646-492-8884, 646-492-8162, 646-491-8612, 646-506-4075, 646-506-3912, 646-506-4641, 646-491-8531, 646-506-3330, 646-506-4716, 646-492-8636, 646-506-4506, 646-506-3598, 646-506-3468, 646-506-4310, 646-491-8319, 646-506-3771, 646-542-0133, 646-491-8992, 646-491-8236, 646-506-4614, 646-506-3265, 646-506-4189, 646-506-3256, 646-491-8685, 646-542-0614, 646-542-0123, 646-506-4695, 646-506-4654, 646-491-8086, 646-362-7479, 646-542-0789
      to United States and all other countries

    What do I do if I'm not receiving email notifications?


    Occasionally emails can get misdirected usually this is because of a spam filter on your computer or with your mail hosting provider. First, try checking your junk/spam mail folders for any of the past emails. If nothing is present contact your hosting provider or ISP and have them add scheduling@acuityscheduling.com as a trusted sender.

    If this doesn't solve the problem contact support and we'll help you out!

    If I'm outside the United States will text notifications work?


    Yes! When entering the phone number a country code preceded by a plus sign (+) must be entered to receive the text notifications. There is no additional fee charged by Acuity.

    • United States: no country code needed
    • Australia: no country code needed, just enter the phone number preceded by a 0 like: 0417827142
    • United Kingdom: no country code needed, just enter the phone number preceded by a 0 like: 07903567665
    • Other Countries: a country code must be added with a + before the number, like +97312345678. Contact Support if you'd like that automatically added to numbers.

    If you're testing text messaging here are a couple tips:

    • Text message notifications are available only with Powerhouse and Growing Business plans
    • Texts are sent to admins when an appointment is scheduled, rescheduled, or canceled if your phone number is listed under the Calendar Settings. This is the quickest way to test that you can receive texts. List your phone number in the calendar settings to be notified about appointments, schedule a test appointment, and you should be notified immediately.
    • Texts are send to clients as reminders. Enable this under E-mail Settings. Text message reminders are sent at the same time as the e-mail reminder. You can check that this was sent out under the Changelog for the appointment. If you haven't received a text double check that the appointment was booked far enough in advance and a reminder was sent out, and that the phone number on the appointment is valid.

    If I cancel a client's appointment will it send an email to the client?


    When you cancel an appointment you'll be given the option to cancel without notifying the client or to cancel normally with notification. So it's up to you and can be changed on a case by case basis.


    How can I attach a document or file to a notification email?


    Instead of attaching documents directly to e-mails, you can put the file on your website and link to it from the e-mails. You can add links, and make other changes, to confirmation, reminder, cancellation, and rescheduling e-mails under E-mail Settings.

    Can I have a unique email notification for each appointment type?


    Yes, each appointment type can have a unique notification email body edited by the admin. A default email for all appointment types can be set up as well if you did not want to customize by appointment type.

    1. Select the appointment type you'd like to customize from the drop down menu next to "Update Email Body for..."

    2. Customize the email and click "Save Template"

    3. The dropdown will now read "custom e-mail" next to that appointment type. Appointment types without the "custom e-mail" will receive the default notification

    This can be done for all appointment notifications (confirmation, reminder, follow-up, cancellation and rescheduling email).

    Can I disable email notifications for certain appointment types?


    Yes, email notifications can be turned off for each appointment type. If all appointment type custom emails are disabled it will disable that notification entirely. This can be done by choosing each appointment type from the drop down menu aside "Update Email Body for..." Then clicking the disable button/link in the lower right of the email template window. The drop down menu will now read "disabled" next to that appointment type email

    *Note: Email notifications can be turned off by appointment type. The default email template cannot be disabled. If you have a single appointment type only you'll want to add another type in order to access this feature.

    What tags can I add into notification emails?


    When you're creating notification emails, there are several fields that can be generated into the notification, specific to the appointment being booked. These fields can be found in the Email Settings page by clicking the "Insert Field" icon.

    Fields that can be generated into emails are:

    • %first%, %last%: For a clients first and last name.
    • %phone%: For the client's phone number.
    • %email%: For generating the client's email address.
    • %type%: For appointment type name.
    • %duration%: For the length of the appointment booked.
    • %time%: For the date/time of the appointment booked.
    • %calendar%: For the calendar name the appointment was booked on. Useful if there are several calendars in the account.
    • %viewlink%: This tag will create a "View Appointment Details" link where clients are able to reschedule and cancel their appointment, as well as view/edit their form answers.
    • %export%: This tag will generate the calendar export link for clients to add their appointment into iCal and Outlook.
    • %price%: Will generate the price of an individual appointment.

    If you have an address form question set up, you can add the address form answer into notifications using the %location% tag. This is the only form answer that can be generated into notifications though. Only the tags listed are supported, customized tags couldnt' be added into notifications.

    Am I charged for the number of texts that get sent?


    No, there is no additional fee for text notifications. All numbers listed under Calendars will receive a text notification when an appointment is scheduled on that calendar.

    What happens if a client replies to a text?


    If a client replies to a text they will receiving an automatic text message back informing them to contact the business directly.

    When are follow-up emails sent?


    Under E-mail Settings you can set how many days after an appointment follow-up notifications are sent out. It can be set to send anywhere from 1 to 30 days after a client's appointment.

    The follow-ups are sent the same time of day as the appointment. So if you had follow-up notifications set to be sent out 1 day after an appointment, and someone booked an appointment for Tuesday at 1:00pm the notification would be sent out on Wednesday at 1:00pm.

    Promotions/Products

    How do appointment packages work?


    Appointment packages allow clients to pay for a several appointments at once. So if you'd like to offer a promotion like "5 appointments for the price of 4", that's doable with an appointment package.

    Within the Products/Packages section section create a new appointment package and set how much it costs, which appointment types it can be redeemed for, and how much time it can be redeemed for. After a client purchases a package from your online store, a code will be generated for the client to book appointments with.

    When they redeem their code towards an appointment, it will deduct that appointment from the balance of their package. So after the client has used up all appointments on their code, their code will become invalid and they'll need to purchase another appointment package, or individual appointments on your scheduling page.

    Where do clients enter the coupon code or code from an appointment package?

    The code either from

    • a promotion such as a coupon
    • an appointment package

    will be entered by the client after the appointment type is chosen by clicking the "redeem coupon/package" button above the appointment type list.


    or above the available dates calendar



    A package code can be added and applied to an already scheduled appointment on your calendar by the admin. This will deduct that appointment from the appointment package. To do that...

    • click the appointment on your calendar
    • choose "Edit" in the appointment details window tool bar
    • copy and paste the code into the "Code" field and click "Save Changes"

    A green check box will appear verifying the certificate code and, after you save, the name of the appointment package will appear next to the code with a link to check the status of that particular client's appointment package.

    What is the difference between an appointment and a package?

    An appointment type is a service that clients can schedule with you. They are created as stand-alone items that clients book and pay for one at a time. These are great if your clients will want to book your services on an ad hoc basis, or if you offer are "one time" services. These are the basic building blocks in Acuity, so you have to have appointment types for your clients to book!

    Appointment packages are a set number of appointments for a fixed price. Once clients purchase a package they'll get a code they can use to redeem for appointments. Their appointment balance is automatically tracked. Appointment packages are great if, for example, you want to offer a discount to clients who book a block of appointments at once! You can also create appointment packages that act as gift certificates if you want people to be able to buy your services as a gift for a friend or loved one!

    How do I accept payments from clients?


    Under Payment Settings you can require clients to pay the full price for an appointment, just a deposit, or have payment optional.

    Payments can be accepted with:

    You can have the deposit be an absolute amount, like a $10 deposit for each appointment, or a percentage of the price of the amount.

    To validate a customer's credit card but not charge them, you can set the deposit to $0. That works only with Stripe and will store them as a customer within Stripe for you to bill later. The client will see a $0.50 charge on their card (uncaptured) which is released after 7 days, that is used to validate their card.

    How do coupons work?


    The coupons tab can be found under Appointment Types or Products/Packages and will allow you to create promotions to offer clients a discounted price for their appointment or product or package by either a percentage or $ amount discount, and let you track which coupons have been used.

    To get started choose "Add New Coupon"

    • Name: title of the coupon. Only you will see this.
    • Discount: either a percentage off or certain set amount of money
    • Each code can be used: an unlimited number of times, a custom number of times or just once. If you allow a code to be used only once will allow for this code to be used once in total, so once and that code is no longer valid. This is useful for vouchers like from Groupon.
    • Set which types of appointments or packages this promotion can discount
    • Expiration date: will prevent clients from using the coupon after this date. If you have an expiration date of May 15, and today is currently May 1st, then clients will still be able to use it to book appointments where the date of the appointment is any time you're available. If the current date is May 15th or later then they won't be able to use the coupon.
    • Coupon codes are what clients enter when booking to receive the discount. You can have as many different codes as you'd like.

    How can I offer a class package for clients to purchase?


    Under Products

    1. Click
    2. Designate a number of appointments for each particular appointment type that the package is valid for use.
    3. Clients would purchase that from your products store, and after they purchase it they'll see and also be e-mailed a certificate code they can use to redeem for appointments when booking.
    4. Clients can schedule their appointments with the gift code all at once, or use it incrementally, and how many appointments are remaining on the certificate will be automatically tracked.

    Can I track the status of client appointment packages?


    Yes. Under Orders in Products/Packages (https://secure.acuityscheduling.com/products.php?a...) all orders (completed and uncompleted) can be viewed. By clicking on a particular client's order you can see how many appointments were used and how many are remaining

    Can I set up a Groupon, LivingSocial, or other similar discounts?


    Yes. Set up a new coupon under Coupons and select "Each code can be used: Only Once". Then with each purchase on the deal site (Groupon, LivingSocial, etc) you'll create a new code to distribute to each customer.

    Can I set an expiration date on an appointment package?


    Yes! When you are setting up a package or editing an existing package at Products/Packages the package can be set to expire a certain number of days after it is purchased. If you leave this section blank the package will never expire


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