SyncMatrix.
Airtable logo + Acuity Scheduling logo

Automate Airtable & Acuity Scheduling

Stop paying for mismatched spreadsheets. Sync data between Airtable and Acuity Scheduling 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 ["Airtable"]
        T1(["Fetch Custom Actions"])
    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 ["Acuity Scheduling"]
        A1(["Add Blocked Off Time"])
    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 Airtable and Acuity Scheduling operate independently, appointment confirmations can easily slip through the cracks. For instance, if a team member manually enters client appointment details from Airtable into Acuity, they might overlook critical fields like client email or appointment type, leading to missed bookings. This not only frustrates clients but also wastes hours of administrative time as the team scrambles to correct errors and follow up on lost appointments.

Top Ways to Automate Airtable & Acuity Scheduling

  • Automated Client Onboarding: Instantly create new client records in Airtable when appointments are booked in Acuity Scheduling, ensuring all relevant information is captured and organized without manual input.
  • Real-Time Availability Sync: Automatically update appointment availability in Acuity based on changes made in Airtable, preventing double bookings and enhancing the client experience.
  • Follow-Up Reminders: Set up automated reminders in Airtable for follow-ups after appointments scheduled in Acuity, ensuring no client interaction is overlooked and enhancing overall engagement.

How to Build the Airtable → Acuity Scheduling Sync

  1. In Airtable, set up a Standard Webhook to trigger when a new record is created in your appointments table.
  2. Configure the webhook to send a payload containing the necessary fields such as 'Client Name', 'Client Email', 'Appointment Date', and 'Appointment Type'.
  3. In your integration layer, listen for the webhook event at the specified endpoint (e.g., https://your-integration-service.com/airtable-webhook).
  4. Upon receiving the webhook, extract the relevant data from the payload.
  5. Use the Acuity Scheduling REST API to create a new appointment by making a POST request to https://acuityscheduling.com/api/v1/appointments.
  6. Include the extracted data in the POST request body as JSON, ensuring to map 'Client Name' to 'firstName' and 'lastName', 'Client Email' to 'email', and the appointment details to the appropriate fields in the API.

Developer Warnings & API Gotchas

  • Ensure that the 'Client Name' field in Airtable is split into 'firstName' and 'lastName' before sending to Acuity, as the API requires these to be separate.
  • Be cautious with time zone discrepancies; verify that the appointment date and time are formatted correctly according to Acuity's requirements to prevent scheduling errors.
  • Double-check that the email address format is valid before sending the data to Acuity, as invalid emails will cause the API to reject the request.

Supported API Operations

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

  • When this happens in Airtable... Fetch Custom Actions
    Do this in Acuity Scheduling Add Blocked Off Time
  • When this happens in Airtable... New Base
    Do this in Acuity Scheduling Add Coupon Code
  • When this happens in Airtable... New Filtered Field in Table
    Do this in Acuity Scheduling Add Package Code
  • When this happens in Airtable... New Record
    Do this in Acuity Scheduling Add or Update Client

SyncMatrix Experts

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