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Acuity Scheduling

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Acuity Scheduling (now part of Squarespace) is a powerful, flexible online appointment scheduling software. While similar to Calendly, Acuity is often preferred by service-based businesses that need more complex functionality, such as “add-ons” at checkout, selling packages/gift certificates, and managing class rosters. It feels more like a complete business administration tool for appointment-based businesses.

It is particularly strong for wellness practitioners who sell their time. Acuity allows you to design a branded booking page where clients can see your real-time availability, select a service (e.g., “Deep Tissue Massage”), pay a deposit, and fill out an intake form all in one flow.

For our clients, Acuity is often the solution of choice when they need a robust “set and forget” system. We configure it to handle the entire intake process, meaning that when a client walks through your door or joins your Zoom call, the admin, payment, and consent forms are already done.

Features

  • Custom Intake Forms: Create detailed forms that clients must fill out when booking, with data saved to their appointment.

  • Packages & Subscriptions: Sell bundles (e.g., “5 Session Pack”) or recurring memberships directly through the scheduler.

  • Add-ons: Allow clients to upgrade their service during booking (e.g., adding “Aromatherapy” to a massage).

  • Calendar Sync: Two-way sync with Google, iCloud, Outlook, and Office 365.

  • Class Booking: Manage group classes/workshops with attendee limits.

  • Payment Processing: Integration with Stripe, Square, and PayPal to accept payments and deposits.

  • Time Zone Conversion: Auto-adjusts for clients booking from different parts of the world.

Benefits

  • Reduced Admin: Automates booking, payments, reminders, and intake forms in one hit.

  • Revenue Protection: Ability to require deposits or full payment upfront creates a barrier to no-shows.

  • Upselling: The “Add-on” feature is a subtle but effective way to increase the average transaction value.

  • Branding: Highly customisable booking page that can be styled to match your website’s CSS.

  • Client Self-Service: Clients can reschedule or cancel their own appointments (within your rules), saving you phone calls.

How we integrate

  • Form Design: We build your digital consultation/intake forms inside Acuity to replace your paper clipboards.

  • Website Embed: We seamlessly embed the scheduler into your website so it looks like a native part of your page.

  • Payment Setup: We connect your payment processor and configure deposit rules to protect your time.

  • Package Creation: We set up your service menu, including bundled packages and gift certificates.

  • Email Customisation: We rewrite the standard confirmation emails to match your brand voice and include necessary preparation info.

  • Calendar Sync: We ensure your personal and work calendars are talking to Acuity to prevent conflicts.

Technical Details

  • CSS Customisation: Allows for advanced styling of the booking iframe to match your website perfectly.

  • API: Developer API available for deeper integrations.

  • HIPAA Compliance: Offers a HIPAA-compliant version for US healthcare clients (BAA included).

  • Zoom Integration: Automatically generates unique Zoom links for each virtual appointment.

  • Zapier: Connects to over 500 other apps for automation.

Use Cases

  • Massage Therapists: Booking appointments, taking deposits, and asking “Where does it hurt?” on the intake form.

  • Yoga Studios: Managing sign-ups for a weekend workshop where space is limited.

  • Nutritionists: Selling a “3-Month Coaching Package” where the client pays upfront and books their first session.

  • Hair Salons: allowing clients to book a “Cut and Colour” and add a “Treatment” as an add-on.

FAQs

Can I hide my prices? Yes, you can choose to hide prices or show them. You can also handle payment manually in person if you prefer.

Does it handle group classes? Yes, unlike Calendly which is focused on meetings, Acuity handles group classes with roster limits very well.

Can I block off time? Yes, you can manually block off holidays or lunch breaks directly in the calendar.

Does it remind clients? Yes, it sends email and text (SMS) reminders. The text reminders are particularly effective for reducing no-shows.

Can I share my calendar with staff? Yes, you can have multiple staff members on one account, each with their own calendar and availability.