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HubSpot logo + Acuity Scheduling logo

Automate HubSpot & Acuity Scheduling

Stop paying for mismatched spreadsheets. Sync data between HubSpot 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 ["HubSpot"]
        T1(["All Forms List"])
    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 Hubspot and Acuity Scheduling operate independently, the sales team often faces significant delays in scheduling client meetings. For instance, when a lead fills out a form in Hubspot, the data is not automatically transferred to Acuity, leading to manual entry of client information by the sales team. This results in lost opportunities as leads may be contacted late or not at all, while team members waste hours each week entering data and checking for scheduling conflicts.

Top Ways to Automate HubSpot & Acuity Scheduling

  • Automated Lead Capture: Instantly sync new leads from HubSpot to Acuity Scheduling, ensuring that every inquiry is captured and appointments are scheduled without manual intervention.
  • Real-Time Calendar Updates: Automatically update HubSpot with appointment details from Acuity, eliminating scheduling conflicts and ensuring your team always has the most current information at their fingertips.
  • Follow-Up Reminders: Set up automated follow-up emails through HubSpot based on Acuity appointments, ensuring that no lead is left unattended and enhancing your chances of conversion.

How to Build the HubSpot → Acuity Scheduling Sync

  1. In Hubspot, navigate to the 'Workflows' section and create a new workflow that triggers on 'Contact Property Change'. Set the trigger to activate when a contact's status changes to 'Qualified Lead'.
  2. Configure the workflow to send a webhook to Acuity's API endpoint: https://acuityscheduling.com/api/v1/appointments.
  3. In the webhook payload, include necessary fields such as { "firstName": "{{contact.firstName}}", "lastName": "{{contact.lastName}}", "email": "{{contact.email}}" }.
  4. On the Acuity side, ensure that your API is set up to accept POST requests at the specified endpoint and is configured to handle the incoming JSON data for creating new appointments.
  5. Test the integration by changing a contact's status in Hubspot and confirming that an appointment is created in Acuity with the correct details.

Developer Warnings & API Gotchas

  • Ensure that the field names in the Hubspot webhook payload exactly match the expected field names in Acuity; mismatches can lead to failed API calls.
  • Be cautious with time zone discrepancies when scheduling appointments; Acuity requires timestamps in UTC, so convert local times accordingly.
  • Monitor the response from Acuity's API for error messages; if the appointment fails to create, the response will provide specific error codes that can help diagnose the issue.

Supported API Operations

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

  • When this happens in HubSpot... All Forms List
    Do this in Acuity Scheduling Add Blocked Off Time
  • When this happens in HubSpot... CRM Object Property Recently Updated
    Do this in Acuity Scheduling Add Coupon Code
  • When this happens in HubSpot... CRM Object Recently Created
    Do this in Acuity Scheduling Add Package Code
  • When this happens in HubSpot... CRM Object Recently Updated
    Do this in Acuity Scheduling Add or Update Client

SyncMatrix Experts

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