Scheduling

Get a specialist working inside your Acuity Scheduling account

You already know Acuity Scheduling can handle your booking workflow. The problem is that building it out correctly, keeping it maintained, and connecting it to the rest of your tech stack takes time you don't have. Trusty Oak fractional specialists log into your account and do the actual configuration work, from appointment type setup to Zapier integrations to intake form logic. You stay out of the weeds while your scheduling system runs the way it was supposed to.

What our team does with Acuity Scheduling

Concrete work our fractional specialists take on inside your Acuity Scheduling account. No vague promises.

Build and configure appointment types from scratch

We set up your appointment types with accurate durations, buffers, padding, and availability windows based on how your business actually operates. This includes configuring limits on daily bookings, setting up group classes or one-on-one sessions, and applying the correct calendar assignment per appointment type. You get a setup that reflects your real capacity, not a default template.

Design and refine client intake forms

We build intake forms using Acuity's custom form builder, adding conditional logic, required fields, and dropdown selections that match your intake process. If you're collecting information that flows downstream into a CRM or project management tool, we structure the fields to make that handoff clean. Forms are tested before going live to confirm data is capturing correctly.

Manage availability rules, calendar blocks, and scheduling pages

We maintain your availability settings as your schedule changes, including blocking time for internal meetings, adjusting hours for holidays, and creating separate scheduling pages for different services or team members. If you're using Acuity's multiple-calendar feature for a team, we keep each calendar assigned and synced correctly. This is ongoing work we handle on a rolling basis as part of your monthly hours.

Set up packages, subscriptions, and payment collection

We configure Acuity's packages and subscription products so clients can purchase a block of sessions or recurring access at checkout. This includes connecting your Stripe or Square account, setting redemption rules, and testing the purchase flow end to end. If you've had issues with clients booking without paying, we audit your payment settings and close the gaps.

Integrate Acuity with your CRM, email platform, and other tools

We build and maintain Zapier or Make automations that push new booking data from Acuity into tools like HubSpot, ActiveCampaign, Dubsado, or Notion. Common integrations include creating or updating CRM contacts on booking, tagging clients based on appointment type, and triggering onboarding sequences when a first appointment is confirmed. Each integration is documented so you know exactly what fires and when.

Audit an existing Acuity setup and document what's there

If you've inherited an Acuity account or let it grow without a plan, we conduct a full audit covering appointment types, form logic, calendar assignments, email confirmations, and active integrations. We produce a written summary of what's configured, what's broken or unused, and what should be changed. This audit becomes the foundation for any cleanup or rebuild work that follows.

How Trusty Oak supports Acuity Scheduling workflows

How the Acuity Scheduling handoff works

During onboarding, your dedicated Client Success Manager reviews your existing Acuity Scheduling account if you have one, or maps out what needs to be built if you're starting fresh. We document your current appointment types, form logic, integrations, and any known issues before any work begins. From there, we build a prioritized task list and you approve the order of work before your specialist starts. Your specialist works directly in your Acuity account, documents every configuration change in a shared log, and flags anything that needs your input before it goes live. Ongoing maintenance, such as availability updates, new appointment types, or integration fixes, is handled as recurring work within your monthly hours.

Common Acuity Scheduling workflows we build

A few of the most common workflows our team has deployed with Acuity Scheduling.

New booking confirmed, contact created in HubSpot with appointment type tag

When a client books through Acuity, a Zap fires that creates or updates a contact record in HubSpot and applies a tag based on which appointment type was selected. This eliminates manual data entry and keeps your CRM current without any action required after the booking is made.

Package purchased in Acuity, welcome email sent via ActiveCampaign

When a client purchases a session package through Acuity's checkout, a Zapier automation triggers a welcome sequence in ActiveCampaign that includes onboarding instructions and a link back to book their first session. The sequence is specific to the package type so clients get relevant information, not a generic message.

Appointment type built, scheduling page embedded on client's website

We configure a new appointment type in Acuity, set the availability and intake form, and generate the embed code for the scheduling page. We coordinate with your web team or handle the embed directly if you're on a platform like Squarespace or WordPress, then test the booking flow to confirm confirmations and reminders are sending correctly.

No-show logged in Acuity, follow-up task created in Asana

When an appointment is marked as a no-show in Acuity, a Zapier trigger creates a follow-up task in Asana assigned to the appropriate team member with the client's name and original appointment details in the task notes. This keeps no-show follow-up from falling through the cracks without requiring anyone to monitor Acuity manually.

Recurring availability change requested, calendar updated and tested across all booking pages

When your available hours change for a season or staffing reason, we update the availability settings across all relevant calendars in Acuity, check that existing appointment types are still pulling the correct calendar, and run a test booking to confirm the new windows appear correctly to clients. Changes are documented in your shared log with a timestamp and notes on what was adjusted.

What Acuity Scheduling support costs

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants

~$35/hour

10 hours $350

Specialists

~$50/hour

20 hours $1,000

Fractional Executives

~$95/hour

0 hours $0

Your monthly budget

$1,350

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

Book a Discovery Call

Frequently asked questions

Do I have to give Trusty Oak full access to my Acuity account?

You control access entirely. Acuity allows you to add team members with specific permission levels, so you can grant your specialist access without sharing your primary login credentials. You remain the account owner and can remove access at any time. We never ask for more access than is needed to complete the work on your roadmap.

Is this a one-time setup or can I get ongoing Acuity Scheduling support?

Both are possible within the same engagement. Many clients start with a setup or audit project and then continue using their monthly hours for ongoing maintenance, such as adding new appointment types, updating availability, or building new integrations as their business changes. Unused hours roll over each month, so there's no pressure to manufacture work just to use up your budget.

Should I be using Acuity Scheduling, or would Calendly be a better fit for my situation?

If you're already using Acuity and it's working for your core booking needs, switching tools is rarely worth the disruption. Acuity tends to be a better fit than Calendly when you need intake forms with conditional logic, package or subscription selling at checkout, or more granular control over availability per appointment type. If you're not sure which tool fits your workflow, we can walk through that during your onboarding call before any work begins.

How long does it take to get a specialist working in my Acuity account?

After you complete onboarding, which includes a one-time $300 fee and a call with your Client Success Manager to build your Strategic Delegation Plan, your specialist can typically begin work within a few business days. The first priority is usually the audit or initial setup tasks identified during onboarding, so there's a clear starting point from day one.

What if my Acuity account is a mess and I don't know what I have set up?

That's one of the most common situations we work with. Your specialist will conduct a full account audit as the first step, reviewing every appointment type, form, calendar connection, email template, and active integration. You'll receive a written summary of what we found before we make any changes, so you have a clear picture of your current setup and can approve the cleanup plan before work begins.

Ready to hand off your Acuity setup?

Book a discovery call and we'll audit your current Acuity Scheduling account, identify what needs to be built or fixed, and give you a prioritized roadmap before you commit to anything. The first step is understanding what you have.