SyncMatrix.
Acuity Scheduling logo + Mailchimp logo

Automate Acuity Scheduling & Mailchimp

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

Get This Workflow Built
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 ["Mailchimp"]
        A1(["Add Note to Subscriber"])
    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 Mailchimp operate independently, appointment data can easily become fragmented. For example, when a client books an appointment, the details such as name, email, and appointment time are captured in Acuity but not automatically reflected in Mailchimp. This forces marketing teams to manually enter client information into Mailchimp for follow-up campaigns, wasting hours each week and increasing the risk of human error in data entry. As a result, critical client engagement opportunities may be missed due to outdated or incomplete mailing lists.

Top Ways to Automate Acuity Scheduling & Mailchimp

  • Automated Appointment Reminders: Automatically send personalized email reminders through Mailchimp to clients who have scheduled appointments via Acuity, reducing no-shows and improving client engagement.
  • Targeted Follow-Up Campaigns: Create segmented email campaigns in Mailchimp based on appointment types or client interactions, ensuring that your marketing messages are relevant and timely, leading to higher conversion rates.
  • Real-Time Data Sync: Seamlessly sync client data between Acuity Scheduling and Mailchimp, ensuring your marketing lists are always up-to-date with the latest appointments and client information, enhancing your outreach efforts.

How to Build the Acuity Scheduling → Mailchimp Sync

  1. In Acuity Scheduling, navigate to the 'Integrations' tab and select 'Webhooks'. Configure a new webhook to trigger on 'Appointment Scheduled'.
  2. Set the webhook URL to your endpoint that will handle incoming data, e.g., https://your-server.com/acuity-webhook.
  3. In your webhook handler, listen for the payload containing client.firstName, client.lastName, client.email, and appointment.startTime.
  4. Extract the relevant data from the webhook payload and format it for Mailchimp. Create a JSON object with the structure: { "email_address": "client.email", "status": "subscribed", "merge_fields": { "FNAME": "client.firstName", "LNAME": "client.lastName", "APPOINTMENT": "appointment.startTime" } }.
  5. Send a POST request to Mailchimp’s endpoint https://.api.mailchimp.com/3.0/lists//members with the formatted JSON object in the request body, including the appropriate authentication headers.

Developer Warnings & API Gotchas

  • Ensure that the client.email is unique in Mailchimp; otherwise, the API will return an error when attempting to add a duplicate subscriber.
  • Be cautious with date formatting for appointment.startTime; Mailchimp expects the date in ISO 8601 format, so convert it if necessary before sending.
  • Monitor the webhook payload size; if it exceeds Mailchimp's limits, you may need to truncate or adjust the data being sent.

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 Mailchimp Add Note to Subscriber
  • When this happens in Acuity Scheduling... Appointment Rescheduled
    Do this in Mailchimp Add Subscriber to Tag
  • When this happens in Acuity Scheduling... Appointment Start
    Do this in Mailchimp Add/Update Subscriber
  • When this happens in Acuity Scheduling... Appointment Types
    Do this in Mailchimp Add/Update Subscriber
  • When this happens in Acuity Scheduling... Fetch Custom Actions
    Do this in Mailchimp Archive Subscriber

SyncMatrix Experts

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