Appointment types are services that clients can schedule with you. This is the first thing clients pick when booking their appointment.
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:
Block off certain days, like holidays or vacation, with Block off time at the bottom of the page.
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.
If you have multiple locations or multiple staff members you can create separate calendars to accommodate each schedule.
Check out What do clients see for a walk-through of what it’s like for clients when scheduling.
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:
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 credit card payments for the full price of your appointment or just a deposit, to secure booking. This can be set up under Payments. PayPal is the easiest to set up, all you need is the e-mail address for your PayPal account. You'll be able to set up PayPal, Stripe, or Authorize.net as your account's payment processor.
Appointment packages and gift certificates can be set up within Products/Packages. You'll set a fixed price for a number of appointments, then after clients purchase it they'll get a code they can use to redeem for appointments. Their appointment balance is automatically tracked. You can generate codes to hand out on your own too.
Outside the United States? Change your currency under Appearance.
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 time zone.
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 your 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.
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:
When clients book an appointment they will:
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 at https://geositsgardencenter.acuityscheduling.com/schedule.php
Allow appointments to overlap for part of the time.
For example, if you're an acupuncturist and only need 20min to work with a patient at the beginning of their 60min 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.
For example offering office appointments and phone appointments, with office appointments from 9:00am-2:00pm, and phone appointments all day from 9:00am-7:00pm.
This can be set up using two calendars:
When clients book a phone appointment they can choose "any available" to see the availability for both calendars combined (want to force it to always use any available?).
Contact support if you have any questions or different situations.
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.
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.
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:
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:
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:
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.
Yes. Currency can be changed under Appearance in Preferences. 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.
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.
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.
No. If a client paid for their appointment, 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.
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:
Yes! Check out all our info on the API in our API Documentation.
Yes. Clients can be created individually, byimporting them, or are created automatically when an appointment is scheduled. If first name, last name, or phone is different then a new entry will show in your client list. Changing a client to make their first name, last name, and phone number match another client will merge them together.
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.
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.
|<shift> L||Open your client list|
|<shift> M||Open or close the left menu|
|<shift> B||Block off time|
|<shift> N||Schedule a new appointment|
|<shift> S||Open client scheduling page|
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.
Appointment types are what can be scheduled, these are usually the services you offer.
Scheduling a Recurring Appointment for the Client on the Admin Side:
*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:
To add a gap or buffer between appointments padding can be set up with the appointment type by clicking "Block off extra time before or after..."
To leave a space between appointments for 30 minutes of 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 30 minutes only. There must be enough availability for the duration plus padding or availability will not show on the scheduling page.
There are two ways to reschedule an appointment
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.
You can offer add-ons so that clients can book multiple services or extras with their appointments when scheduling. Addons cannot be offered on classes.
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.
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.
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"
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.
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"
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 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":
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.
Blocking time off on your calendar can be done two ways
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.
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:
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.
Yes. For each calendar that you want to be set with the frequency by the "Display Times for Appointments every ___ Minutes" setting under Scheduling Restrictions, your hours can be listed in a range format, Ex. 9am-5pm. The scheduling page will then show availability at the time you set in that setting.
For the calendar(s) that you want at a different frequency of availability how you list you availability will be different. Under each day of availability the exact start times of your appointments should be listed. Ex. If you wanted your availability for one calendar every 45 minutes you'll list 9am, 9:45am, 10:30am, 11:15am...etc. For another calendar maybe you needed it listed every 3 hours Ex. 9am, 12am, 3pm, 6pm. Times can be listed differently for each day under the same calendar as well.
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
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.
"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.
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.
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.
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.
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"
1. Head to your My Account section and click on View Receipts
2. Click Stop Automatic Renewal
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
*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.
Your username, which is also your e-mail address, and password can be changed under My Account.
Your credit card information can be updated under My Account.
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:
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.
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.
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.
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!
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.
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:
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.
Paid plans offer advanced customization and features to support business scheduling:
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).
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.
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.
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.
Check the boxes to make these optional changes/features on your scheduling page:
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.
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.
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.
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.
1. Click "More" in the menu at the top of your page
2. Choose "Manage Tabs"
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!
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), 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.
Install the Acuity Scheduling Wordpress plugin
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.
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 .
To embed your scheduler into your GoDaddy.com website builder follow these steps:
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!
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
Add appointment scheduling to your Zenfolio website by adding a custom page. To add a custom page with Acuity Scheduling embedded in Zenfolio:
For more info on custom pages in Zenfolio check out their help section on this topic.
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.
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 .
You can embed the appointment scheduler directly within a Drupal page. Here are the basic steps:
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).
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.
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:
Payments in Acuity will be added to invoices created.
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, but 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.
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, but 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.
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 Notifications, you can use the
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:
Payments in Acuity will be added to invoices created.
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, but 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.
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
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 "2 way sync" to have events from Google calendar block time in your Acuity 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.
Acuity Scheduling directly integrates with:
You can also use Zapier to connect Acuity Scheduling with other programs, including:
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.
You can do 2-way syncing with Google Calendar. So you can set iCal to sync with Google, and Acuity to also 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.
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 caelndar 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.
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.
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:
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.
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.
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.
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.
The subject line of the reminder email is what the client receives as a text reminder. This can be customized under Notifications in Preferences.
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:
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 email@example.com as a trusted sender.
If this doesn't solve the problem contact support and we'll help you out!
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.
If you're testing text messaging here are a couple tips:
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.
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 Notifications.
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 Template 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).
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 for..." Then clicking the disable button/link in the lower right of the email template window. The drop down menu will now ready "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.
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.
If a client replies to a text they will receiving an automatic text message back informing them to contact the business directly.
Under Notifications in Preferences 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.
You can sell gift certificates and appointment packages through your online store. Packages let clients prepay for appointments, they can be purchased from your online store.
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 purchasing a package clients will get a code they can use to redeem for appointments. When they redeem their code it will deduct that appointment from the balance of their package.
The code either from
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...
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.
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!
Under Payments in Preferences 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.
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"
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
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.
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