Automate Smartsheet & Acuity Scheduling

Stop paying for mismatched spreadsheets. Sync data between Smartsheet 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 ["Smartsheet"]
        T1(["Copy Folder — Destination workspace folders"])
    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 Smartsheet and Acuity Scheduling operate independently, project managers often face the issue of double booking resources. For instance, if a project deadline is updated in Smartsheet but not reflected in Acuity, team members may receive conflicting schedules. This leads to wasted hours as project coordinators manually check both systems to reconcile discrepancies, often resulting in missed appointments and frustrated clients.

Top Ways to Automate Smartsheet & Acuity Scheduling

Automated Appointment Scheduling: Automatically sync appointments from Acuity Scheduling to Smartsheet, ensuring that all team members have real-time visibility into scheduled meetings and deadlines, eliminating the risk of double-booking.
Task Creation from Bookings: Instantly create tasks in Smartsheet based on new bookings in Acuity Scheduling, allowing teams to manage follow-ups and project milestones without manual data entry.
Real-Time Updates and Notifications: Receive real-time updates in Smartsheet when appointments are booked, rescheduled, or canceled in Acuity Scheduling, keeping all stakeholders informed and aligned on project timelines.

How to Build the Smartsheet → Acuity Scheduling Sync

Set up a webhook in Smartsheet to listen for changes on the 'Project Updates' sheet. Use the endpoint: https://api.smartsheet.com/2.0/webhooks.
Configure the webhook to trigger on the 'Row Updated' event, ensuring you capture the relevant payload that includes the updated project details.
In the webhook payload, extract the following data: rowId, cells (specifically the columnId for the project end date and resource allocation).
Use the extracted data to construct a POST request to Acuity Scheduling's API endpoint: https://acuityscheduling.com/api/v1/appointments.
Format the POST request body to include the updated project details and resource availability, ensuring to map the Smartsheet columnId values to the corresponding Acuity fields.

Developer Warnings & API Gotchas

Ensure that the rowId in Smartsheet corresponds to the correct resource ID in Acuity; mismatches can lead to incorrect updates.
Be cautious with date formats; Smartsheet may use a different format than Acuity, leading to potential parsing errors when scheduling appointments.
Check for null values in the cells array; if a project resource is removed, the webhook may still trigger, causing an attempt to update a non-existent appointment.

Supported API Operations

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

When this happens in Smartsheet... Copy Folder — Destination workspace folders

Do this in Acuity Scheduling Add Blocked Off Time
When this happens in Smartsheet... Copy Folder — Source workspace folders

Do this in Acuity Scheduling Add Coupon Code
When this happens in Smartsheet... Fetch Custom Actions

Do this in Acuity Scheduling Add Package Code
When this happens in Smartsheet... Get Folders

Do this in Acuity Scheduling Add or Update Client

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