Create an event in Outlook Calendar when an appointment is scheduled in Acuity Scheduling

■Overview

Manually adding every new appointment registered in Acuity Scheduling to your Outlook calendar is time-consuming and prone to data entry errors. Building an integration using the Acuity Scheduling API requires specialized knowledge, which can feel like a high barrier. With this workflow, an event is automatically created in your Outlook calendar whenever an appointment is registered, making scheduling tasks more efficient.

■Recommended for

• Anyone using Acuity Scheduling and Outlook who wants to eliminate manual data entry
• Teams exploring ways to automate scheduling tasks, including using the Acuity Scheduling API
• Anyone who wants to prevent mistakes such as double bookings and keep sales or recruiting activities running smoothly

■Benefits of this template

• An event is automatically created in Outlook when an appointment is registered in Acuity Scheduling, reducing the time previously spent on manual work.
• By eliminating manual data entry, this workflow helps prevent human errors such as incorrect dates and times or missed registrations, enabling accurate schedule management.

■Flow bot steps

1. First, connect Acuity Scheduling and Outlook to Yoom.
2. Next, select Acuity Scheduling as the trigger and set the action to “When a webhook is received.”
3. Then, set up Acuity Scheduling’s “Get appointment details” action as an operation to retrieve the details of the registered appointment.
4. Next, set up the AI feature’s “Extract data from text” action as an operation to extract the data required to create the event from the information retrieved.
5. Finally, set up Outlook’s “Create an event in my calendar” action as an operation to create an event using the extracted data.

※ “Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.

■Customization options

• With the AI feature’s “Extract data from text” action, you can extract information such as the date, time, and attendee details required to create an event from Acuity Scheduling appointment data in any format you choose.
• For the Outlook event creation action, you can freely create dynamic event details by inserting information retrieved by previous actions as variables in fields such as the title, body, and location.

■Notes

• Connect both Acuity Scheduling and Outlook to Yoom.
• Microsoft 365 (formerly Office 365) offers plans for home users and businesses (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.