How to Use Zapier With Calendly and Acuity

Zapier makes it easy to connect your scheduling tools to the rest of your tech stack so you can automate tasks around Calendly and Acuity and never miss an important booking.

This step-by-step guide is based on the comparison in Zapier’s Calendly vs. Acuity article, and will show you how to put that information into practice with automations.

1. Understand Calendly and Acuity Before Using Zapier

Before building automations, you need to decide which scheduler works best for your workflow. The source article compares Calendly and Acuity across several areas, including customization, client experience, and pricing.

Calendly overview for Zapier workflows

Calendly is designed for quick, clean booking links and fast setup. It focuses on making it easy for invitees to pick a time without a lot of extra fields or configurations.

• Simple booking pages with limited customization
• Great for straightforward meetings like sales calls or interviews
• Best when you want a frictionless scheduling experience

Acuity overview for Zapier automation

Acuity is built for service-based businesses that need more detailed intake, control, and client management options.

• Highly customizable intake forms
• Useful for coaches, consultants, and wellness providers
• Better when you need detailed client information at booking time

Knowing which tool you use most will guide how you set up Zapier automations for calendars, forms, and follow-ups.

2. Plan What You Want Zapier to Automate

Both tools handle basic scheduling. The biggest benefits come when Zapier connects your scheduler to other apps so work happens automatically.

Start by listing each step that surrounds a booking:

• How invitees find your booking link
• What needs to happen when someone schedules
• What follow-up should occur after the meeting

From the source comparison, common areas that benefit from automation include:

• CRM updates and lead tracking
• Notifications and reminders
• Payment confirmation flows
• Post-appointment tasks, like notes or surveys

3. Set Up Your Scheduler Before Connecting to Zapier

Make sure Calendly or Acuity is configured properly before you build any Zapier workflows.

Step-by-step: Prepare Calendly

1. Create your Calendly account and set your availability.
2. Configure event types for different meeting lengths or purposes.
3. Connect your calendar (Google, Outlook, etc.) so conflicts are avoided.
4. Decide which questions to ask invitees during booking.

Step-by-step: Prepare Acuity

1. Create your Acuity account and set your appointment types.
2. Set availability, buffers, and any scheduling limits.
3. Create intake forms with the questions you need to ask.
4. Configure payment options if you charge for appointments.

With both apps configured, you are ready to bring Zapier into the workflow.

4. Create Your First Zapier Automation

A basic new-event automation is often the best place to start. The idea is simple: when someone books with Calendly or Acuity, Zapier triggers tasks in your other apps.

Step-by-step: Build a new-event Zap for Calendly

1. Log in to Zapier. From the dashboard, click “Create Zap.”
2. Choose your trigger app. Select Calendly and pick a trigger such as “Invitee Created.”
3. Connect your Calendly account. Authorize Zapier to access your Calendly data.
4. Test the trigger. Pull in a recent event so Zapier can see real sample data.
5. Add an action app. Common actions include:
   • Creating or updating a contact in your CRM
   • Adding a row to a spreadsheet for reporting
   • Sending a message in your team chat tool
6. Map fields. Use the invitee’s name, email, event type, and time to fill in fields in your action app.
7. Test and turn on. Run a test, confirm everything looks right, then publish the Zap.

Step-by-step: Build a new-appointment Zap for Acuity

1. Start a new Zap in Zapier.
2. Select Acuity Scheduling as the trigger app. Choose a trigger such as “New Appointment.”
3. Connect Acuity. Authorize access so Zapier can read new appointment data.
4. Test your trigger. Pull a recent appointment into Zapier for mapping.
5. Set your action step. Useful actions include:
   • Creating a client record in your CRM
   • Adding the appointment to a project board
   • Triggering a follow-up email workflow
6. Map your fields. Use Acuity’s detailed intake answers, appointment type, and time.
7. Test and activate. Confirm the data appears correctly in the action app, then enable the Zap.

5. Use Zapier to Automate Follow-Ups

The original comparison highlights how important client experience is after someone books. Zapier helps you create consistent follow-up flows for both tools.

Ideas for Calendly follow-up Zaps

• Send a personalized thank-you email after an event is scheduled.
• Create a task in your project manager for meeting prep.
• Add invitees to an onboarding email sequence.

Ideas for Acuity follow-up Zaps

• Tag clients in your email platform based on appointment type.
• Send a feedback survey after the appointment ends.
• Log session details and time in a notes or documentation app.

For more strategic automation help beyond the basics, you can explore expert resources like Consultevo, which focuses on automation strategy and implementation.

6. Compare Features to Decide Which Zapier Flows to Build

The source article explains that Calendly and Acuity differ most in how deeply you can customize scheduling and intake.

When Calendly plus Zapier is the best fit

• You mainly schedule simple one-on-one or group meetings.
• You want minimal friction for people booking time with you.
• You rely on Zapier to handle the complex workflows instead of the scheduler itself.

When Acuity plus Zapier is the best fit

• You run a service business that needs detailed client information upfront.
• You need multiple appointment types, add-ons, or packages.
• You want Acuity to collect data and payments, while Zapier routes that data into other systems.

By matching each tool’s strengths to tailored Zaps, you can design automations that reflect the comparison outlined in the original article.

7. Test and Maintain Your Zapier Scheduling System

Once you have a few automations live, treat them as part of your core scheduling system.

Best practices for reliable Zapier automations

• Test after major changes. Any time you change event types or intake forms in Calendly or Acuity, run tests in Zapier.
• Monitor task history. Check Zap runs regularly to catch errors early.
• Document your flows. Keep a simple list of each Zap’s purpose, trigger, and actions.
• Review quarterly. Compare your current process with your goals and update Zaps as needed.

8. Learn More About Calendly vs. Acuity

This how-to guide is grounded in the detailed comparison from Zapier’s blog. To understand every nuance between the two tools, including interface differences, pricing details, and unique pros and cons, review the full article: Calendly vs. Acuity: Which should you choose?

Combine those insights with the automation steps above to design a scheduling and Zapier system that supports your clients, your team, and your long-term growth.

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