Automate Acuity Scheduling & Airtable

Stop paying for mismatched spreadsheets. Sync data between Acuity Scheduling and Airtable in real-time, so you can manage your operations without the busywork.

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Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Acuity Scheduling"]
        T1(["Appointment Canceled"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Airtable"]
        A1(["Add Comment to Record"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When Acuity Scheduling and Airtable operate independently, appointment data can easily become fragmented. For instance, if a client reschedules an appointment, the Acuity webhook triggers an event, but without integration, the Airtable database remains unchanged. This leads to the marketing team manually updating the Airtable records, wasting valuable hours each week to ensure client information is accurate, while risking human error in data entry.

Top Ways to Automate Acuity Scheduling & Airtable

Automated Appointment Sync: Instantly sync new appointments from Acuity Scheduling to Airtable, ensuring your client database is always up-to-date without manual entry.
Client Follow-Up Reminders: Automatically generate follow-up tasks in Airtable for each appointment scheduled in Acuity, enhancing client engagement and service quality.
Comprehensive Reporting: Create automated reports in Airtable that compile appointment data from Acuity, providing valuable insights into client trends and scheduling efficiency.

How to Build the Acuity Scheduling → Airtable Sync

Set up a webhook in Acuity Scheduling to listen for the 'Appointment Rescheduled' event. This can be done in the Acuity dashboard under 'Integrations' > 'Webhooks'.

Configure the webhook to send a POST request to your integration endpoint with the following payload:

{ "appointment_id": "{{appointment.id}}", "client_name": "{{appointment.client.firstName}} {{appointment.client.lastName}}", "new_time": "{{appointment.startTime}}" }

Develop an API endpoint that receives this webhook data. Extract the 'appointment_id', 'client_name', and 'new_time' from the incoming request.

Use the Airtable REST API to insert or update the record. Construct a POST request to the Airtable endpoint:

https://api.airtable.com/v0/YOUR_BASE_ID/YOUR_TABLE_NAME

with the following JSON body:

{ "fields": { "Appointment ID": "{appointment_id}", "Client Name": "{client_name}", "New Time": "{new_time}" } }}

Ensure to include your Airtable API key in the headers for authorization:
```
{ "Authorization": "Bearer YOUR_API_KEY" }
```

Developer Warnings & API Gotchas

Ensure the 'Appointment ID' in Airtable is unique; otherwise, you may overwrite existing records unintentionally when updating.
Be cautious with timezone discrepancies; Acuity Scheduling returns times in UTC, while Airtable may require local time for accurate representation.
Validate the payload structure from Acuity; if the event type changes or additional fields are added, your integration may break without proper error handling.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Acuity Scheduling... Appointment Canceled

Do this in Airtable Add Comment to Record
When this happens in Acuity Scheduling... Appointment Rescheduled

Do this in Airtable Create Base
When this happens in Acuity Scheduling... Appointment Start

Do this in Airtable Create Record
When this happens in Acuity Scheduling... Appointment Types

Do this in Airtable Create Records (Advanced)
When this happens in Acuity Scheduling... Fetch Custom Actions

Do this in Airtable Create Table

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I can see you're looking at mapping Acuity Scheduling to Airtable. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?