Acuity Scheduling

Acuity Scheduling is an online appointment scheduling platform that lets businesses manage bookings, clients, and calendars in one place. It's widely used by service businesses, coaches, consultants, and healthcare providers to automate their booking workflows.

Connecting Acuity Scheduling to Coupler.io lets you pull your scheduling data into spreadsheets, databases, or BI tools without any manual exports.

Why connect Acuity Scheduling to Coupler.io?

• Centralize your booking data — combine appointments, client profiles, and form responses in one destination

• Track business performance — analyze booking trends, appointment types, and calendar utilization over time

• Feed AI tools — send scheduling data to ChatGPT, Claude, Gemini, or other AI destinations for summaries and insights

• Join with other sources — combine Acuity data with CRM, billing, or marketing data for a full client view

Prerequisites

• An active Acuity Scheduling account (any paid plan)

• Your Acuity User ID and API key — find these under Integrations > API in your Acuity account settings

• A Coupler.io account (free plan works to get started)

Quick start

Start with the Appointments entity and a recent start date to validate your connection quickly before pulling larger date ranges.

1

Create a new data flow in Coupler.io. Log in to Coupler.io, go to Data flows, and click Add data flow. Search for and select Acuity Scheduling as your source.

2

Enter your Acuity API credentials. You'll be asked for your User ID and API key. In Acuity Scheduling, go to Integrations > API to find both values. Paste them into Coupler.io and save.

3

Select an entity and set a start date. Choose which entity to export (e.g., Appointments, Clients, Forms). Use the date picker to set a start date for your data export.

4

Choose your destination. Select where you want your data to land — Google Sheets, Excel, BigQuery, Looker Studio, or an AI destination like ChatGPT, Claude, or Gemini.

5

Run your data flow. Click Run to execute your first manual sync. Once it completes successfully, your data will appear in the destination you selected.

Available entities

Entity	Description
Appointments	Scheduled appointments with booking details, times, and status
Calendars	Available calendars and their scheduling settings
Clients	Client contact information and profiles
Appointment types	Service types and appointment configurations
Blocks	Time blocks marked unavailable for booking
Labels	Custom labels for categorizing appointments or clients
Forms	Intake forms and questionnaires used during booking

Acuity Scheduling data overview

Acuity Scheduling exposes seven entities through Coupler.io, covering everything from individual appointment records to the structural setup of your scheduling system.

Entities summary

Entity	Best used for
Appointments	Booking volume, status tracking, revenue reporting
Calendars	Calendar utilization and availability analysis
Clients	Client list, contact details, retention analysis
Appointment types	Service catalog, duration and pricing overview
Blocks	Identifying unavailable time patterns
Labels	Segmenting and categorizing bookings
Forms	Intake responses and client-provided information

Appointments

Key fields

Field	Description
id	Unique appointment identifier
datetime	Start date and time of the appointment
endTime	End date and time
duration	Length of the appointment in minutes
type	Name of the appointment type
calendar	Calendar the appointment is assigned to
status	Booking status (e.g., scheduled, canceled, no-show)
price	Price charged for the appointment
paid	Payment status
firstName / lastName	Client name
email	Client email address
phone	Client phone number
notes	Internal notes on the appointment
confirmationPage	URL of the booking confirmation page

Clients

Key fields

Field	Description
id	Unique client identifier
firstName / lastName	Client name
email	Email address
phone	Phone number
notes	Notes attached to the client profile

Appointment types

Key fields

Field	Description
id	Unique appointment type identifier
name	Service or appointment type name
duration	Duration in minutes
price	Price for this type
category	Category grouping for the type
calendarIDs	Calendars where this type is available
active	Whether this type is currently bookable

Calendars

Key fields

Field	Description
id	Unique calendar identifier
name	Calendar display name
email	Email associated with the calendar
timezone	Timezone setting for the calendar
location	Location associated with the calendar

Forms

Key fields

Field	Description
id	Unique form identifier
name	Form name
fields	List of form fields and their configuration

Common field combinations

• Booking volume report — datetime, type, calendar, status from Appointments

• Revenue tracking — datetime, type, price, paid from Appointments

• Client retention — Join Clients with Appointments on email to see repeat booking patterns

• Service performance — Join Appointment types with Appointments on type to compare revenue and volume per service

Use cases by role

Business owners

• Track total bookings and revenue by appointment type and calendar across any date range

• Identify peak booking periods and slow seasons to adjust availability or promotions

• Use the Aggregate transformation to roll up daily appointments into weekly or monthly summaries

Operations

• Monitor calendar utilization and block patterns to optimize staff scheduling

• Export client lists and appointment history for CRM enrichment or email campaigns

• Use the Append transformation to combine data from multiple Acuity accounts into one report

Marketing

• Analyze which appointment types drive the most bookings to inform service promotion

• Join form responses with appointment records to understand what clients say at intake

• Send appointment trends to ChatGPT or Claude for narrative summaries and recommendations

Platform-specific notes

• The start_date parameter filters Appointments by booking date — other entities like Calendars, Clients, and Appointment types return all records regardless of start date

• Canceled and no-show appointments are included in the Appointments entity — filter by status in your destination to exclude them if needed

• Form response data is structured as nested fields — some destinations may require flattening before analysis

• Acuity's API does not support real-time webhooks through Coupler.io — data reflects the state at the time of the last sync

• If you manage multiple businesses, each Acuity account requires its own data flow with its own API credentials

Acuity Scheduling common issues

Connection issues

My API key isn't working — the connection fails immediately

Double-check that you're entering both the User ID and the API key — they are two separate values in Acuity. Go to Integrations > API in your Acuity account to find both. Pasting only one of them will cause the connection to fail.

Also make sure there are no extra spaces before or after the values when you paste them into Coupler.io.

I see an authentication error even though my credentials look correct

Acuity API keys are tied to a specific account. If you recently reset your API key in Acuity, the old key stored in Coupler.io will stop working. Generate a new key in Acuity under Integrations > API, then update your data flow credentials in Coupler.io.

If your Acuity account is on a free or expired plan, API access may be restricted. Confirm your plan supports API integrations.

Missing data

My appointments aren't showing up in the export

Check the start date you set in the data flow. Appointments before that date won't be included. If you set the start date to today, you'll only see appointments booked from today onward. Use the date picker to set an earlier date to pull historical bookings.

Also confirm the appointments exist in Acuity and aren't filtered out by calendar — if you have multiple calendars, all are included by default.

Canceled appointments are missing from my export

Canceled appointments are included in the Appointments entity. If you don't see them, check whether a filter has been applied in your destination (e.g., a Google Sheets filter view or a BigQuery query that excludes non-scheduled statuses). Look for a status column and check the values present.

Form responses aren't appearing in my data

Forms data is returned as a separate Forms entity, not embedded in Appointments. Add a second source in your data flow for the Forms entity, then use a Join transformation to link form responses to appointment records by client email or appointment ID.

Permission errors

I get a "forbidden" or "access denied" error

This usually means the API key belongs to a sub-account or staff calendar that doesn't have full account access. Use the API credentials from the main account owner in Acuity, not a staff member's login. Only the account owner has full API access to all entities.

Data discrepancies

Appointment counts in Coupler.io don't match what I see in Acuity

The most common cause is the start date setting — Coupler.io only pulls appointments from that date forward. Set an earlier start date and re-run the data flow to capture a fuller history.

Also check whether you're comparing against a specific calendar in Acuity. Coupler.io returns appointments across all calendars by default.

Rate limits

My data flow fails with a rate limit or timeout error

Acuity's API has rate limits that can be triggered when pulling large volumes of appointment history in a single run. Try setting a more recent start date to reduce the volume of records in the first sync. Once the initial run succeeds, you can move the start date back incrementally to build up historical data.

Acuity Scheduling FAQ

What authentication method does Acuity Scheduling use in Coupler.io?

Acuity Scheduling uses API key authentication. You'll need your User ID and API key, both found under Integrations > API in your Acuity account settings. There's no OAuth flow — just copy and paste these two values into Coupler.io when setting up your data flow.

How far back can I pull appointment data?

You can pull appointment history as far back as your Acuity account has records — there's no hard limit on historical data. Use the date picker to set your start date when configuring the data flow. Keep in mind that very large date ranges can be slow on the first run or may trigger rate limits, so it's worth starting with a shorter window and expanding it once the initial sync succeeds.

Can I export intake form responses?

Yes — form data is available through the Forms entity, which returns your form definitions and field configurations. To link form responses to specific appointments, add both Appointments and Forms as sources in your data flow and use a Join transformation on client email or appointment ID.

Does Coupler.io support all Acuity calendars, or just the main one?

Coupler.io pulls data from all calendars under the connected account by default. The key requirement is that you authenticate with the main account owner's credentials — staff-level API keys may not have access to all calendars.

Can I combine Acuity data with data from another source like a CRM or payment tool?

Yes. In Coupler.io, you can add multiple sources to a single data flow. For example, you can bring in Acuity appointments alongside Stripe payments or HubSpot contacts, then use a Join transformation to match records by email address. This gives you a unified view of bookings and revenue without any manual work.

Can I send Acuity data to an AI tool like ChatGPT or Claude?

Yes — Coupler.io supports AI destinations including ChatGPT, Claude, Gemini, Perplexity, Cursor, and OpenClaw. You can route your appointment or client data directly to these tools for analysis, summaries, or recommendations.

Why do my appointment counts look different from what Acuity shows in its dashboard?

The most likely cause is your start date setting. Coupler.io only returns appointments from the start date you set, while Acuity's dashboard may show a different time range by default. Check that your start date matches the period you're comparing against. Also note that Acuity's dashboard may apply its own filters by calendar or status that Coupler.io doesn't replicate automatically.

Does Coupler.io sync Acuity data in real time?

No — Coupler.io syncs on a schedule you define (e.g., every hour, daily). Real-time webhooks are not supported for this source. For most use cases, an hourly or daily refresh is sufficient to keep your reports and dashboards up to date.

For details on what fields are available in each entity, see the Data Overview article. For help with connection errors or missing records, check the Common Issues article.