Automate Gmail & Acuity Scheduling

Stop paying for mismatched spreadsheets. Sync data between Gmail and Acuity Scheduling 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 ["Gmail"]
        T1(["List Aliases"])
    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 Gmail and Acuity Scheduling operate independently, critical appointment details often get lost in translation. For instance, when a client requests a meeting via email, the scheduling team must manually extract information such as date, time, and client name from the email body. This leads to inconsistent data entry in Acuity, where appointments may be booked incorrectly or not at all, wasting hours for the administrative team who must double-check and correct these entries.

Top Ways to Automate Gmail & Acuity Scheduling

Automated Appointment Confirmation: Automatically send confirmation emails via Gmail to clients upon booking an appointment in Acuity, ensuring they receive timely notifications and reducing no-shows.
Real-Time Calendar Sync: Sync your Acuity appointments directly with your Gmail calendar, allowing for real-time updates and visibility of your schedule across platforms, minimizing the risk of double bookings.
Follow-Up Reminders: Set up automated follow-up emails through Gmail after appointments, enhancing client engagement and providing opportunities for feedback or additional services.

How to Build the Gmail → Acuity Scheduling Sync

Set up a webhook in Gmail to listen for new emails that contain specific keywords related to scheduling, such as 'appointment' or 'meeting'.
Configure the webhook to trigger on the 'New Email Received' event, capturing the email's subject, body, and sender's address.
Extract the relevant data from the email payload, focusing on the date, time, and client name.
Use the Acuity Scheduling REST API to create a new appointment. Make a POST request to the endpoint https://acuityscheduling.com/api/v1/appointments.
In the POST request, include the extracted data in the JSON payload, ensuring to format the date and time according to Acuity's requirements.
Test the integration by sending a sample email and verifying that the appointment appears correctly in Acuity Scheduling.

Developer Warnings & API Gotchas

Ensure that the date and time extracted from the email are in the correct timezone format required by Acuity. Mismatched timezones can lead to appointments being scheduled at incorrect times.
Be cautious with email parsing; if the email format changes (e.g., different templates or signatures), the extraction logic may fail, leading to incomplete appointment data.
When sending the POST request to Acuity, verify that all required fields are included. Missing fields like 'clientID' or 'duration' can cause the API to reject the appointment creation.

Supported API Operations

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

When this happens in Gmail... List Aliases

Do this in Acuity Scheduling Add Blocked Off Time
When this happens in Gmail... List Contact Groups

Do this in Acuity Scheduling Add Coupon Code
When this happens in Gmail... List Messages

Do this in Acuity Scheduling Add Package Code
When this happens in Gmail... New Attachment

Do this in Acuity Scheduling Add or Update Client

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