Pros & Cons of Acuity Scheduling: Analysis of an Appointment Scheduling Software in 2024

Today, scheduling an appointment isn’t something that’s done exclusively in-person. Because everyone is going online, many businesses are bringing the process to cyberspace using appointment scheduling tools. However, as much as there are benefits to doing this, there are downsides as well. As such, we’ll be looking into the pros and cons of Acuity Scheduling, one of the apps that provide such a service.

This article lists some of the significant features and limitations of Acuity Scheduling. This way, you’re more informed when determining whether or not it is the ideal appointment scheduling software for your business.

The history of booking system reveals that the industry was mainly used and is popularized by travel companies. Technological innovation, however, has rewritten its definition. Today, booking is a broader term that many types of businesses use to denote reservation or appointment.

There are several ways to schedule business appointments including in-person, over the phone, via video conferences, and more. However, there’s one type that’s been gaining the attention of small and medium-sized businesses, as well as freelancers. It’s the use of booking tools, and there are some good reasons for this.

Round-the-clock availability, mobility, and fewer admin tasks are just some of the benefits of online booking systems. Payment processes are smoother, reminders are automated, and most of all, the instances of no-shows are reduced. Also, as illustrated by the image below, self-booking practice is done on numerous occasions, almost as frequent as the traditional process.

Source: bookedIN

This means that businesses who haven’t yet explored the self-booking area in their online appointment must begin to do so. And this, among other mentioned reasons, is where appointment scheduling solutions such as Acuity Scheduling thrives.

What is Acuity Scheduling?

Acuity Scheduling is a 24/7 platform for freelancers and small- to mid-sized businesses. Thanks to its user-friendly and well-documented features, it’s an intuitive software to operate. It solves most issues related to online booking. This includes the ping-pong of email correspondence to ensure the availability of both parties, unpaid sessions, and more.

This compilation of appointment scheduling statistics showcases various key points. First is that many appointments are booked online. Second, fitting an appointment with the current schedule is among the biggest challenges in this area. And third, calendar management and automated reminders are some of the most in-demand features of an appointment scheduling solution. Can you turn these points into a business advantage with Acuity Scheduling? Let’s find out.

If you want to check its comprehensive feature set, you can easily sign up for Acuity Scheduling free trial here.

Pros & Cons of Acuity Scheduling

1. Easy Booking Process

Appointment scheduling solutions can also be counted as online booking software. Therefore, your clients will appreciate how easy it is to book for your services. They don’t have to reach out to you first and learn when you’re available because they can clearly see it. You can even send them a link where they can choose from your open slots if they ask for one. This removes the need for back-and-forth email correspondence, which eats up a lot of time for both sides.

They can also book an appointment and pay online all by themselves. Furthermore, your clients can reschedule or even cancel an appointment by themselves. This eliminates tedious tasks and makes your business more appealing to clients.

Clients can easily self-book for an appointment

2. Organized Schedule Management

Acuity Scheduling keeps the schedule management process smoothly running. It allows you to keep an eye on all the upcoming appointments easily. Reminders and notifications are in place to ensure that you won’t be missing anything. You can also look through your calendar, be it in-app or third-party, to view and manage all your bookings.

Admins have full control over which calendar slots are visible to their clients and their personnel. Consequently, the system would also automatically take care of organizing the schedules to ensure that no mix-ups occur. This is done by syncing all your calendars so that the change in one is reflected in others. Aside from that, the system also monitors the clients’ time zone differences so foreign customers can be accommodated easily.

3. Robust Integration

Another major feature that Acuity Scheduling offers is its robust support for third-party integrations. While it prides itself as a full-service suite, it’s still not lacking in terms of ways to extend its functionality. It also integrates with leading external services that allow seamless connection with the apps you’re probably already using.

It integrates with accounting and invoicing solutions like QuickBooks, email marketing software like MailChimp, and CRM systems like Salesforce. There is available integration support for client engagement solutions such as ReviewRail and video conferencing tools like Zoom. In addition, Acuity Scheduling can seamlessly work with Stripe, Square, and PayPal for its payment processing needs. But more than that, the software can integrate with hundreds of applications more through third-party and open API such as Zapier.

4. Instant Notification

Acuity Scheduling makes sure that you don’t miss anything important. It notifies users whenever an appointment is booked, rescheduled, or canceled. The notification is done through email and text messaging.

Some pricing packages also give the option to send follow-up messages or reminders after each successful booking. Likewise, clients get their share of notifications as well, which are practically similar to what admins receive. The system can remind them up to three times about their upcoming appointment.

Also, there might be more than one admin whom you’d like to receive booking notifications. In that case, Acuity Scheduling has an easy way to send alerts to multiple users. Just add (or remove) names on the list, separated by a comma.

5. Calendar Sync

The platform offers an agile calendar coordination feature that provides a two-way sync with the app’s scheduling module. Each appointment made, canceled, or rescheduled will be reflected in the calendar. Your clients can also use your calendar to see your availability and book appointments. Moreover, users can embed the calendar into their websites or share them through emails or social media sites.

Acuity Scheduling supports syncing with other apps that feature calendars as well. These include Google, iCloud, Office365, and Outlook. The system syncs every information in real-time, thereby effectively eliminating double-booking and other scheduling conflicts. Another neat feature of the calendar is that it adjusts time zone differences accordingly. This is ideal for businesses with overseas clients.

Calendar showing all the lined up appointments for the week

6. Reduced Appointment Visibility

The platform offers two features that you can use to reduce the availability that your clients see. These are the Minimize Gaps and Make Me Look busy functions. Hiding some of your availability might seem counterintuitive at first, but they actually provide clever benefits.

Minimizing the Gaps feature hides all availability, in-between two tasks. Your clients can only see openings and set a schedule before and after existing appointments. Small gaps are always hidden, but you can tweak the options so that bigger gaps would show. This is helpful when you don’t like a series of downtimes scattered throughout your day.

The Make Me Look Busy feature, on the other hand, allows you to hide a customizable percentage of your slots. While you can see every slot on the admin page, your client will only see a portion of them. Booked slots will also be counted as hidden while being hidden from the client’s sight. This is good if you want your business to look busier and more in-demand.

7. Social Media Integration

The system offers social media integrations that you can take advantage of to extend your business’ reach. One is adding a call-to-action (CTA) button on your Instagram page. This allows your viewers to book an appointment with you straight from Instagram. They just simply need to click the “Book” button.

Acuity Scheduling can also connect with your business page on Facebook. This provides a similar capability to Instagram’s integrated booking feature mentioned above. While this isn’t available on the mobile FB app by default, there’s a fairly easy workaround for that. That is to add a CTA button that points toward your scheduling page.

8. Mobile App

Acuity Scheduling has a mobile app that’s available for both iOS and Android devices. It’s not as powerful as the primary web app built for desktops and laptops. However, it’s robust enough to perform most of the basic operations on the go.

For instance, it allows users to not only view the appointments but to manage them as well. You can edit an appointment’s details and even cancel or reschedule it. The app can also be utilized for setting your availability anytime and anywhere.

You can manage your appointments through the mobile app

9. Promotional Services

Acuity Scheduling offers a platform that allows you to sell promotional services. These include subscriptions, discount coupons, group classes, memberships, and more. You can also offer bundled deals to clients who are interested in setting up multiple or recurring appointments with you. Furthermore, the system supports the use of gift certificates and other promos that could bring new clients to your doorstep.

10. Customizable Content

The software is full of customizable features. These include the tools for making your content – follow-ups, reminders, and confirmations– match your business’ branding feel. There are various aesthetic options to tinker until you’re satisfied with how they look and feel. Aside from the looks, you can also choose whether to contact your clients through SMS, email, or both.

11. Integrated Payment Processing

Acuity Scheduling features an integrated payment processing tool that monitors all your business’ revenue and controls the way you accept payments. The system integrates with three major payment gateways, namely Stripe, PayPal, and Square. The software natively supports each integration to provide businesses with multiple options for their processes.

Moreover, the payment module has a dashboard that provides you with relevant information regarding your revenue. This includes the breakdown of paid and unpaid appointments, the hours spent in each service, the no-shows, and more.

12. Intake Forms

The system provides intake forms for clients to fill-up to gather every necessary information related to them. The forms already include the basics (first and last name, email, and phone number) by default. You’ll, therefore, be responsible for building the rest of it. This is a great way of collecting information that is unique to your particular business.

Intake form builder

13. Online Support

The Acuity Scheduling team doesn’t offer phone support but instead, uses email to render customer service. Their scalable tech support helps keep the app cheaper without compromising service quality. That’s because every response they make is guaranteed to come from a knowledgeable specialist.

This is also a great way to gather all customer queries, suggestions, etc. in one place. Having all the technical information organized in a single location is helpful in troubleshooting issues. It’s also a good resource material to know which areas of the app could use improvement.

14. Learning Resources

Acuity Scheduling is replete with useful functions and customizable features. In a way, however, this makes the software’s learning curve a bit steep, especially for beginners. The good news is that their site offers a plethora of learning resources.

There are numerous video learning materials available, including live scheduling training parties, tutorial screencasts, and webinars. Their site also provides how-to guides, FAQs, tips, and other useful documentation related to the app’s functionalities. Their customer service responds to questions addressed to them too, and makes the exchange available for other people to read.

Great Scheduling Solution for Both Freelancers and SMBs

Acuity Scheduler is an end-to-end scheduling platform that’s ideal for those who fly solo or those who run small- and medium-scale businesses. It has a plethora of scheduling features that are both robust and simple. As a result, the software is effortless to maintain and operate without denying you any benefit that online booking solutions require. If you want to investigate the features closely, you can easily do so when you sign up for Acuity Scheduling free trial here.

Key Insights

• User-Friendly Booking Process: Acuity Scheduling simplifies appointment booking for both businesses and clients. Clients can easily view available slots, book, reschedule, or cancel appointments without back-and-forth communication.
• Efficient Schedule Management: The platform offers comprehensive schedule management, allowing businesses to sync multiple calendars, manage time zones, and receive notifications for any booking changes.
• Robust Integrations: Acuity integrates with numerous third-party applications, including QuickBooks, MailChimp, Salesforce, Zoom, Stripe, Square, and PayPal, enhancing its functionality.
• Automated Notifications: Both businesses and clients receive instant notifications via email and SMS for appointments, ensuring that no bookings are missed.
• Promotional Tools: Acuity Scheduling supports various promotional activities like offering subscriptions, discounts, group classes, and gift certificates, helping businesses attract and retain clients.
• Customizable Features: The platform allows customization of reminders, confirmations, and other client communications to align with the business’s branding.
• Integrated Payment Processing: Businesses can manage and monitor their payments seamlessly through integrations with major payment gateways, providing flexibility in how payments are accepted.
• Mobile Accessibility: The mobile app enables users to manage appointments and availability on the go, ensuring that businesses can maintain operations from anywhere.

FAQ

1. What is Acuity Scheduling?
   Acuity Scheduling is an online appointment scheduling software designed for freelancers and small to medium-sized businesses. It offers a user-friendly platform to book, manage, and track appointments, integrated with various third-party applications for enhanced functionality.
2. How does Acuity Scheduling simplify the booking process?
   Acuity Scheduling allows clients to view available time slots, book appointments, reschedule, or cancel appointments without needing to contact the business directly. This reduces the need for back-and-forth emails or calls, saving time for both clients and businesses.
3. What integrations does Acuity Scheduling support?
   Acuity Scheduling supports integrations with a variety of third-party applications, including QuickBooks, MailChimp, Salesforce, Zoom, Stripe, Square, PayPal, and more. It also integrates with Zapier, allowing connections with hundreds of other apps.
4. Can Acuity Scheduling handle payments?
   Yes, Acuity Scheduling has integrated payment processing capabilities. It supports payments through major gateways like Stripe, PayPal, and Square, allowing businesses to manage and monitor their revenues directly through the platform.
5. How does Acuity Scheduling help with promotional activities?
   Acuity Scheduling offers tools for selling subscriptions, discount coupons, group classes, memberships, and bundled deals. It also supports the use of gift certificates and other promotions to attract and retain clients.
6. Is Acuity Scheduling mobile-friendly?
   Yes, Acuity Scheduling has a mobile app available for both iOS and Android devices. While not as powerful as the desktop version, the app allows users to view, manage, edit, reschedule, or cancel appointments on the go.
7. What kind of notifications does Acuity Scheduling provide?
   Acuity Scheduling sends instant notifications via email and SMS for any new bookings, rescheduled, or canceled appointments. It also allows for follow-up messages and reminders to ensure appointments are not missed.
8. Can Acuity Scheduling sync with other calendars?
   Yes, Acuity Scheduling can sync with various calendar apps like Google Calendar, iCloud, Office365, and Outlook. This two-way sync ensures that all appointments are updated in real-time, preventing double-booking and scheduling conflicts.
9. How customizable is Acuity Scheduling?
   Acuity Scheduling offers a high level of customization, allowing businesses to tailor reminders, confirmations, and follow-ups to match their branding. Users can choose to contact clients via SMS, email, or both, and can adjust the appearance of their scheduling page.
10. What support and learning resources are available for Acuity Scheduling?
    Acuity Scheduling provides online support through email and offers a range of learning resources on their website. These include video tutorials, live training sessions, how-to guides, FAQs, and detailed documentation to help users make the most of the platform.

By Adam Goldberg

Adam Goldberg is a senior market research analyst and one of the key customer experience technology and CRM pioneers working for the FinancesOnline review team. He has been cooperating with FinancesOnline for over 5 years now. During that time Andrew has analyzed more than 2,000 CRM solutions and he’s well-known for his honest reviews and his unique perspective on challenges and opportunities posed by customer-centric innovation. He’s a strong believer in business process automation and the role it plays in customer data management, conversational intelligence, and customer engagement. His work has been mentioned in many major publications and media sites, including MSN, Springer, TheNextWeb, and CIO.