The ultimate guide to Acuity
If you are looking for a digital scheduler package to help you work more efficiently, you certainly do not face a shortage of options. The marketplace has exploded in recent years as developers have released a multitude of products to help you better organize your time. Choosing which package will fit your specific needs can present a time-consuming challenge to many business professionals.
In this Woven guide, we present everything you need to know about the popular scheduler Acuity. We included sections on setup, calendar integration, pricing and more. Now, you can make an informed decision without having to visit separate sources to dig up all the information yourself. We also dive into some of the advanced features and integration options to allow you to determine if Acuity would be a good fit for your organization.
This guide compares Acuity to other schedulers, including ours here at Woven, to help you cut your research time down and make an informed decision. So, if you are looking for an easy read to give you the basics on Acuity, you are definitely in the right place. We aim to help you learn as much as you can about cloud-based scheduling applications so you can see how Woven stands above the crowd.
Who We Are
Our team at Woven is comprised of the top productivity experts from Google, Facebook, SquareSpace, and others. Woven's original vision was to help individuals reimagine how they used their time so they could spend what of the precious commodity they did have on what matters most to them. Though we started with helping people make scheduling easier within their calendar, we do so much more.
The Woven calendar app makes it possible to perform all the functions of scheduling in one fell swoop. From planning to scheduling, and from preparation to meeting to follow up, you can see and manage every stage of the calendar lifecycle on one screen.
What is Acuity?
Acuity Scheduling is an online program that allows clients and staff to schedule appointments and meetings. The system uses a group calendar that enables users to log in and check availability. The easy-to-use interface, extensive feature set and numerous integration tools make Acuity the right choice for many companies and freelance professionals.
The folks at Acuity have structured a pricing plan that has something for everyone. The “Freebie” level is free for one calendar, one location with no special features. The monthly payment plans start at $15 per month and increase to a top tier of $50 per month based on the number of people, calendars and features. All of the plans include a 7-day free trial that does not require you to give your credit card. All of the paid plans include the ability to embed the scheduler into your website, sync with popular cloud-based calendars, autoresponders, contact management and accounting programs.
You can link Acuity to your payment software, offer your clients coupons and vouchers, advertise special events and add alerts for upsell opportunities at check out. You will have access to statistics for all your appointments and the ability to customize the logo and display text messaging. The scheduling software will appear to originate from your website.
This Acuity plan offers one calendar for the primary user that covers one location for $15 per month. This price level adds the ability to send out reminder emails and performs automatic time zone conversion for clients.
The Growing Business pricing level is Acuity’s most popular package. For $25 per month, you get six calendars for staff at separate locations, text message reminders sent to clients and the ability to offer membership sales, appointment packages and gift certificates. This plan meets the needs of most freelance and micro-business professionals.
For $50 per month, this plan offers all the features of the previous one plus 36 calendars for staff at various locales. With the Powerhouse plan, you also have access to integrate custom API and CSS, remove the “Powered by Acuity Scheduling” logo and sign BAA for HIPAA compliance. This package enables users to appear as if they “own” the scheduling interface.
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How To Login To Acuity
You log in to Acuity by navigating to the Acuity log in page and entering the username and password you select when activating the account. On “Growing” and “Powerhouse” plans, the administrator can add the maximum number of additional users and assign them usernames and passwords. Clients never have to log in to Acuity. They use the calendar from your website if you have it embedded. Otherwise, they use a custom link that you send them to navigate to your calendar site.
How to Set Up Acuity
One of the great things about Acuity is that you can set it up in so many different ways depending on your needs. You can get started right away by just cover three basic things:
- Set up your availability
- Set up appointment types
- Send clients to the scheduling page
That is all you need to start using the basic scheduling features of Acuity. You can add much more functionality later as you get used to using the program.
Step 1: Setting Up Your Availability
- Click on the link for Availability settings.
- You will see a different “Availability/Limits” button for each calendar that you have available. Click on the one you want to set up.
- If you have regular availability hours, you can use the boxes at the top to set day and hour ranges.
- If you want to set specific hours for each day, uncheck the box next to “I have regular hours every week.” Click “Save,” and then click the “Specific Days” button.
- Enter your hours for each day of the week and click “Set Hours.”
Step 2: Setting Up Appointment Types
- Under the “Business Settings” link on the main menu, click “Appointment Types.”
- Click the “Edit” button next to the default example appointment type named “Consultation.”
- Edit the details of the default appointment template to meet your needs.
- Click the “Update Appointment Type” button to save your changes.
- Use the “+New Type of Service” button to create more than one appointment type.
Step 3: Sending Clients to the Scheduling Page
- Under the Client’s “Scheduling Page” tab on the main menu, click the “Scheduling Page Link.”
- Copy the link that appears.
- Send this link to your clients.
Advanced Acuity Functionality
Acuity has gained so much popularity among business professionals primarily because it is such an intuitive system to use. However, another noteworthy thing about Acuity is that it has plenty of advanced tools and features for the power users. Since the program is so feature-rich and highly customizable, we can only scratch the surface here.
Integrating Payment Processors With Acuity
Users of Acuity enjoy the ability to accept payments from their customers through one of several popular payment processing systems. Acuity does not add any fees for this service, so the user is only responsible for the fees charged by the processor.
With Stripe, your clients can pay for an appointment as they schedule it in Acuity. You can store clients’ credit card information in Stripe to use later for future meetings.
Square works very similarly to Stripe for online booking in Acuity. Integration with Square is also useful if you use the payment system for onsite sales. You will see all of your transactions on one report.
PayPal takes clients off of Acuity to PayPal.com when they make a payment. When the payment processing completes, PayPal sends the user back to Acuity’s appointment confirmation page.
Setting Up Recurring Payments in Acuity
To simplify life for both you and your clients, you can easily set up recurring payments in Acuity with subscriptions, packages or memberships. After setting up the required parameters, the program bills your client the agreed-upon amount at the right time each billing cycle. To set up recurring payments, you provide Acuity with the following information.
- The billing period can be 1, 2, 3, 4 or 6 weeks; 1, 3 or 6 months; or a year.
- Number of billing cycles
- Initial setup fee
For month-to-month subscriptions, you can give your clients the ability to cancel their subscriptions. Acuity provides the administrator with the ability to customize plans, authorize refunds, credit accounts, etc. through an intuitive admin interface.
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Frequently Asked Questions About Acuity
How can I add a scheduling button to my website?
Go to the Client’s Scheduling Page Link on the main menu and scroll to the bottom of the page. Copy and paste the HTML code to your webpage. A clickable button will appear on your page that will link to your Acuity Client’s Scheduling Page.
How do I see a list of when my Clients last had an appointment?
Under the Appointments heading, click “Import/Export” and click on the “Export Client List to Excel” button. You will see the following information in a comma-delimited .csv file:
- Client name
- Client email
- Client phone number
- Notes on the client file
- Days since the last appointment
Can I embed Acuity on my website?
Absolutely! You can find the scheduler embed code under the “Client’s Scheduling Page” tab when you click the “Scheduling Page Link.” Select the HTML code, copy and paste it to your webpage.
Will I be notified that an appointment has been made?
On the “My Account” page, click the drop-down menu option to receive all notifications. You can add an email address, or if you are on the Growing Business or Powerhouse Player plans, you can enter a phone number to receive text messages.
How do I redirect clients to a different page after booking?
Acuity does not recommend redirecting clients after booking since it disables tracking features and prevents them from canceling or rescheduling if they made a mistake. However, if you need to do a redirect, it is possible. To perform the redirect, add the following code to “Custom Conversion Tracking:”
window.top.location = ‘YOUR URL’;
Experience a Smarter Acuity With Woven
While Acuity is a powerful scheduling solution, Woven Calendar delivers similar functionality plus more. Some of the advanced features of Woven that helps it win over Acuity and other scheduling and calendar programs are:
- The full version of Woven Calendar is available for free.
- Scheduling Links are built into Woven making a third party tool unnecessary.
- Time analytics prevents the likelihood of conflicting commitments.
- It contains powerful keyboard shortcuts and an unbeatable intuitive user interface. You can move events back and forth from the calendar to planning, so rescheduling does not require extra work of deleting and creating new entries.
- You can fix conflicts across all of your calendar programs with a feature called My Time.
Read Our Other Comprehensive Calendar Guides
- Woven Guide to Google Calendar
- Woven Guide to Outlook Calendar
- Woven Guide to Apple Calendar
- Woven Guide to Yahoo Calendar
Read Our Other Calendar Tool Tutorials
- The Ultimate Guide to Calendly
- The Ultimate Guide to Doodle
- The Ultimate Guide to ScheduleOnce
- The Ultimate Guide to When2Meet
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