Connect Acuity Scheduling to sync contacts and appointment details to your ActiveCampaign account. With this integration, you’ll never miss the opportunity to market or communicate personally with someone who has booked a meeting with you.
Key features include adding contacts to ActiveCampaign, syncing appointment details, triggering automations, and mapping custom Acuity Intake Forms. Your data will be accessible in an Acuity Scheduling custom object record in the contact record.
Take note
- This is a one-way sync from Acuity Scheduling to ActiveCampaign
- Requirements:
- You will need an Acuity account and an ActiveCampaign account on Plus and above to complete this setup
- You will need to set up at least one appointment type in Acuity to sync booking data
- Setting up your ActiveCampaign account for field mapping:
- An email address is required
- We recommend creating an Acuity Scheduling custom field group with custom fields for each one of your Acuity Intake Forms
- This integration does not support:
- Adding a contact to a list. You may use our “Subscribe to List” action block in automation to do this
- Passing data from Gift Certificates, Packages, and Subscriptions
Connect Acuity to ActiveCampaign
- Click Apps on the left menu and search for "Acuity."
Expanded view:
Collapsed view:
- Click the “Add an account” button.
- A modal window will appear:
- Click “Connect”
- Follow the authorization instructions, then click “Continue”
- On the next screen, select the Acuity appointment from which you want to sync contacts
- Click “Continue”
- On the next screen, we will display all objects and associated fields that will sync to your ActiveCampaign account. Click “Continue”
- On the next screen, map the list of Acuity fields to ActiveCampaign fields. The "Email address" field is required.
- To map additional fields, click “Add field mapping”
- Click the “Finish” button
Field mapping recommendations:
- We recommend mapping email address, first name, last name, phone, address, and question from your Acuity Intake Form. The remaining Acuity fields will be recorded automatically in the Acuity Appointment custom object record
- We recommend mapping every Appointment Event to ensure you receive updates from all appointment changes (rescheduled, changed, or canceled)
Your integration setup is complete, and we will display the connected resource on the Acuity Apps page. As your customers book appointments with you, they will sync to you ActiveCampaign account.
How the Acuity Scheduling integration works
The integration setup takes place in your ActiveCampaign account. After configuring the integration, meeting and contact data will sync to ActiveCampaign when one of the following events occurs:
- Appointment Scheduled
- Appointment Rescheduled
- Appointment Canceled
- Appointment Changed
What to expect with the sync
When we sync data from Acuity, a contact record is created or updated in ActiveCampaign. This record includes the contact’s name, email address, and other appointment fields in Acuity.
The contact records will host an Acuity Appointment custom object record. This custom object displays appointment data for the synced contact from that point forward. This data includes:
- Appointment Type
- Appointment Date & Time
- Appointment Creation Date & Time
- Appointment Price
- Appointment Price Sold
If you click the “Details” button, a window will appear and display additional information:
- Appointment Paid
- Appointment Amount Paid
- Appointment Category
- Appointment Duration
- Appointment Calendar
- Confirmation Page
- Payment Link
- Location
- Notes
- Canceled
- Form Text
- Verified
- Scheduler
- Appointment ID
- Your custom intake form questions
If you enable Add-ons or Coupons in Acuity, the "Appointment Price Sold" field will reflect the total price with the add-ons before any discounts. The "Appointment Price" field will reflect the total price with the add-ons and after discounts. The Coupon code will be recorded in the Form Text field.
Creating fields for custom field mapping
If you use Acuity Intake Forms with your scheduler, we recommend creating an Acuity Scheduling custom field group for each intake form. This lets you segment specific responses from your bookings. Learn how to create custom fields. here.
The custom field type must be a “Text Input” field. Other data types will not record the responses from an Acuity Intake Form.
How are appointment changes recorded?
If an appointment status changes, for instance, from “Scheduled” to “Rescheduled,” the attendee status in ActiveCampaign will reflect the new status in the following fields:
- Appointment Date & Time: Updates to reflect when the time the appointment is rescheduled
- Canceled: Updated from “false” to “true”
Manually editing records
We do not recommend manually editing records as the change will not reflect inside the Acuity Scheduling platform. However, in some instances (like accepting a cash payment) where a customer books an appointment with you offline, you may manually add an Acuity Appointment record by clicking the “Acuity Appointment - Add a Record” link located in the Custom Object widget on a contact record.
Tags added to contacts
As contacts sync from the Acuity appointment integration, the following tags will appear on their record (based on the event):
- Acuity-Scheduling
- Acuity-Scheduling-Appointment_Scheduled
- Acuity-Scheduling-Appointment_Rescheduled
- Acuity-Scheduling-Appointment_Canceled
- Acuity-Scheduling-Appointment_Changed
Tags only reflect the first time any appointment is scheduled, rescheduled, canceled, or changed. Tags are not specific to any appointment. If a contact makes, changes, reschedules, or cancels multiple appointments, the tags will only show up once.
Acuity Appointment automation triggers
When you set up this integration, three new automation triggers will be available for you to use:
- Acuity tag is added
This trigger pulls contacts into your automation when an Acuity tag is added to their record. This trigger is located under “Apps” in the trigger modal. - Acuity Appointment is created
This trigger pulls contacts into your automation when they schedule an Acuity appointment. This trigger is located under “Objects” in the trigger modal. - Acuity Appointment updated
This trigger pulls contacts into your automation when they update their Acuity appointment. This trigger is located under “Objects” in the trigger modal.
Only one trigger can be used at a time per automation workflow. To use more than one trigger, you must create a new automation workflow for each trigger.
When configuring any of these triggers, you can use the “Segmenting” option under “Advanced” to further limit the contacts that can enter your automation.
- For the “Tag is added” trigger, you can further segment contacts entering your automation with Contact field.
- For the “Appointment is created” and “Appointment is updated” triggers, you can further segment contacts with Acuity custom object fields
Personalize emails
You can use the data collected in your Acuity Scheduling custom object and custom contact fields to personalize email campaigns sent from an automation. Acuity Scheduling custom object fields are under the "Custom Objects" section in the "Add a Personalization" modal. Custom contact fields are under Contacts.
- Access to the personalization tags requires you to start your automation with an Acuity trigger
- Emails must be created from the automation canvas
- These fields are unavailable in 1:1 emails or campaigns sent from the Campaigns tab in your ActiveCampaign account
Segmentation
After setting up the integration, Acuity Appointment information will be available for you to use in the Segment Builder. A list of Acuity Appointment fields and their meanings can be found on any contact record added to your account through this integration.
View Appointment submission logs
The Appointment submission logs show successful and failed submissions from your connected Acuity Scheduling events. To view and filter the submission log:
- From the Acuity Scheduling app page in your ActiveCampaign account, click Apps > Connected Apps > Acuity Scheduling.
- Click the “View logs” button in the top right corner.
- A modal window will open and will show you form submissions. Information in the log includes:
- Date and time the Appointment was submitted
- App Name
- Account (Email address associated with the connected Acuity Scheduling account)
- Resource
- Status (Success or Failed)
- Type (All or New submissions)
- Event
- Clicking the “View” button will display the submission details. You can use this information to troubleshoot submission errors.