The Complete Guide to Integrating Acuity Scheduling and Keap for Scheduling + Marketing Automation workflows.
Stop manually shuttling data. Connect your system of record directly to your workflow to automate appointment sync & contact enrichment in real-time. This guide details the architecture of passing payloads natively between Acuity Scheduling and Keap.
Integration Architecture
Acuity Scheduling
Trigger AppFunctions as the primary system of record. The Scheduling automation begins when an event initially takes place here.
Keap
Action AppThe destination workflow. Automatically funneling data into Keap rapidly accelerates your marketing automation processes without needing manual CSV exports.
Why Integrate Acuity Scheduling and Keap?
For service-based businesses, consultants, and coaching professionals, the calendar is the primary engine of revenue. However, simply getting a prospect to book an appointment on your Acuity Scheduling calendar is only half the battle. If that booking data remains isolated from your marketing automation platform, you miss critical opportunities to nurture the prospect before the meeting, handle reschedules gracefully, and execute post-meeting follow-ups. By integrating Acuity Scheduling directly with Keap (formerly Infusionsoft), you can transform a static calendar booking into a dynamic, multi-touch marketing sequence. This integration creates a powerful, automated pipeline. When a client schedules an appointment in Acuity, the integration instantly pushes their contact details, appointment type, and custom intake form answers into Keap. This allows Keap to automatically apply tags based on the specific service booked, instantly triggering highly targeted pre-appointment email campaigns. You can send them preparation materials, intake questionnaires, or case studies to build authority before the call even happens. Furthermore, the integration ensures that your Keap CRM remains the single source of truth for all client interactions, drastically reducing administrative overhead and eliminating the embarrassment of a salesperson asking a prospect for information they already provided during the booking process.
Top Use Cases
Triggering Pre-Appointment Nurture Sequences
A high show rate is critical for sales success. Instead of relying on Acuity's basic transactional reminder emails, you can use the integration to trigger sophisticated marketing campaigns in Keap. When a prospect books a 'Free Consultation', the integration pushes that event to Keap and applies a specific tag. This tag initiates a 3-day 'Pre-Call Nurture' sequence in Keap, sending the prospect a series of emails containing client testimonials, a video introduction from the consultant, and a PDF guide on how to prepare for the call. This builds massive trust and significantly reduces no-show rates.
Automated CRM Contact Creation and Enrichment
Never type a prospect's name into your CRM manually again. When a new client books their first appointment via Acuity, the integration automatically searches Keap for their email address. If they do not exist, a new Contact record is instantly generated. Crucially, the integration can map the answers from Acuity's custom intake forms (e.g., 'What is your current monthly revenue?', 'What is your biggest business challenge?') directly into custom fields in Keap. The sales representative can then review this rich contextual data in Keap before the meeting begins.
Handling Cancellations and Reschedules
Calendar changes happen, but they should not break your marketing automation. If a client cancels their appointment in Acuity, the integration can immediately remove the 'Upcoming Appointment' tag in Keap and apply a 'Cancelled Appointment' tag. This can automatically halt any pre-appointment reminder sequences to prevent confusing the client, and simultaneously trigger a 'Sorry we missed you' re-engagement campaign designed to coax them back to the booking page.
Post-Appointment Segmentation
Following a successful meeting, the categorization of the prospect needs to change. While the actual outcome of the call (e.g., 'Closed Won' vs 'Needs Nurturing') might require manual input from the sales rep in Keap, the integration can automatically log the appointment as 'Completed' in the CRM timeline. You can configure Keap to automatically apply a 'Past Client' or 'Post-Consultation' tag 24 hours after the Acuity appointment end-time, dropping the contact into a long-term newsletter list or a post-meeting feedback survey sequence.
Connection Capabilities
Prerequisites
- An active Keap account (Max, Pro, or Max Classic/Infusionsoft).
- An active Acuity Scheduling account (Emerging tier or higher for advanced integration features).
- A middleware platform (like Zapier, Make, or natively via Keap's marketplace if supported for your specific trigger needs).
- Pre-configured Tags and Custom Fields inside Keap to receive the Acuity data.
Step-by-Step Implementation Guide
Prepare Your Keap Tagging Structure
Before connecting the platforms, you must build the infrastructure inside Keap to handle the incoming data. Keap relies heavily on Tags to trigger automations (Advanced Automations or Easy Automations). Navigate to your Keap settings and create specific tags for each stage of the booking lifecycle. For example: `Acuity: Booked Consult`, `Acuity: Cancelled Consult`, and `Acuity: Rescheduled Consult`. If you offer multiple appointment types, create specific tags for each (e.g., `Booked: Tax Strategy Call` vs `Booked: Audit Review`). This granularity is essential for routing prospects into the correct follow-up sequences.
Set Up Custom Fields for Intake Data
If you ask questions on your Acuity booking form (e.g., 'Website URL' or 'Current Revenue'), you need corresponding custom fields in Keap to store those answers. Navigate to Keap Settings > Custom Fields and create fields that match your Acuity intake form. Ensure the field types match (e.g., use a text field in Keap for a text answer in Acuity). If you fail to create these custom fields beforehand, you will have nowhere to map the data during the integration setup, and that valuable context will be lost.
Establish the API Connection
Log into your integration middleware (e.g., Zapier) and create a new workflow. Select Acuity Scheduling as your Trigger app and choose the 'New Appointment' event. You will be prompted to authenticate by logging into Acuity. Next, select Keap as your Action app. Choose the 'Create/Update Contact' action. You will need to authenticate Keap by granting the middleware permission to access your CRM data. Once both accounts are connected, pull a sample appointment from Acuity to expose the data tokens.
Configure the Contact Sync and Deduplication
In the Keap action step, map the Acuity 'Email' token to the Keap 'Email' field. Keap uses the email address as the primary identifier to prevent duplicate records. If Keap finds an existing contact with that email, it will update their record; if not, it will create a new one. Proceed to map the 'First Name', 'Last Name', and 'Phone Number'. Then, map the Acuity intake form answers (from your sample data) into the Custom Fields you created in Step 2. This step ensures the CRM record is fully enriched with the prospect's booking context.
Apply Tags to Trigger Keap Automations
In the same Keap action step (or as a subsequent action step depending on your middleware), you must configure the tagging. Locate the 'Apply Tags' field in the Keap module. Select the specific tag you created in Step 1 (e.g., `Acuity: Booked Consult`). This is the linchpin of the integration. When this tag is applied to the contact record, it acts as the catalyst for whichever Keap automation sequence you have configured to listen for that specific tag.
Test the Full Funnel Lifecycle
Testing is critical to ensure no embarrassing marketing blunders occur. Book a test appointment on your live Acuity calendar using a test email address. Verify that the contact appears in Keap, the custom fields are populated with your test answers, and the correct tag is applied. Crucially, check your Keap Campaign Builder/Automations to ensure the tag successfully triggered the pre-appointment email sequence. Finally, cancel the test appointment in Acuity and verify that your middleware correctly catches the cancellation event, applies the 'Cancelled' tag in Keap, and halts the previous automation.
Ready to implement?
Begin by authenticating your instances. If a native integration is unavailable, utilize a webhook relay with the API credentials from both platforms.
Get Acuity Scheduling API Keys →