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Objective:
We want to create an Appointment Created Zap between Acuity Scheduling and Aryeo using Zapier. In Aryeo, we know that appointments are always associated with Orders. Meaning there must be an Order in Aryeo to create an appointment. Please keep that in mind as we go through and build this Zap.
1: New Appointment Trigger from Acuity Scheduling
Go to the Aryeo Integrations page in Zapier, and type in Acuity Scheduling in the field (see screenshot below):
Select the New Appointment Trigger, select the Create Appointment Action, and click on Connect My Apps.
Set up Trigger:
Choose the calendar the appointment is coming from in Acuity.
Leave the Appointment Type field blank.
Test the Trigger
Success! 🎉
2: Zapier Formatter - Numbers
Next, we will use the Zapier Formatter to convert the order amount from cents to dollars before creating the next step. We don’t want the order total showing up in cents in Aryeo, so we will want to use the Zapier Formatter to convert the cents in this field to dollars. This will now be the second step in the zap, where we will convert the order amount in cents to dollars for our Aryeo Trigger.
Zapier Number Formatter Set-Up Action:
Transform = Perform Math Operation
Operation = Multiply. (We want to multiply by 100 to get our order dollar value)
Input:
Line 1: Acuity Price of Appointment (This is the order total from Acuity that is coming in as cents)
Line 2: 100 (We are multiplying by 100 to get our order dollar value)
Test.
Success! 🎉
Return to Step the Aryeo Create Order Action to complete the Action setup steps. Then, move to the step below.
3: Create Order in Aryeo Action
Our next step would be to Create the Order in Aryeo. Remember, the appointment can't exist in our system without an Order, so we must set up the Order Action before the Appointment Creation action. Choose the Create Order in Aryeo Action for this step.
Set up Action:
Fulfillment status = UNFULFILLED (because an order would not be fulfilled before the appointment happens)
Address ID = leave blank
Product Items - Product Variant ID = leave blank
Custom Items = Appointment -
Acuity First Name - first name of the customer from Acuity
Acuity Last Name - last name of the customer from Acuity
Acuity Appointment Type - Acuity Product
Description = Leave blank
Amount = Output (Zapier Numbers Format we created above)
Quantity: 1
Test.
Success! 🎉
4: Zapier Date/Time Formatter Set Up Action
Next, we will use the Zapier Formatter again to convert how the preferred Order Date/Time is represented on Aryeo Orders. See below for set-up action steps and field inputs.
Set up Action:
Transform = Add/Subtract Time (we want to manipulate date and time by adding or subtracting time)
Values - Input = Acuity Datetime (this is the date from Acuity we want to manipulate)
Expression = +, Acuity Duration of Appointment, minutes (We want to add time to the date in minutes)
To Format = YYYY-MM-DDTHH:mm:ssZ (2006-01-22T23:04:05-0000) - select this option from the dropdown menu provided.
Test.
Success! 🎉
5: Creation Aryeo Appointment Action
Our final step in the workflow is to Create the Aryeo Appointment Action. Set up action steps below
Set up action:
Order ID = Aryeo order ID number variable
Start at = Datetime Acuity (this is the date and time format that comes from Acuity)
End at = Output (Zapier Numbers Format we created above)
Test.
Success! 🎉
Wrapping Up:
The final Zap workflow should appear in the following order:
Acuity + New Appointment Trigger
Zapier Formatter: Numbers (This is turning cents into dollars before it gets to Aryeo)
Create Order in Aryeo Action
Zapier Formatter: Date/Time (This provides us with the appointment end time so we can calculate the duration of the appointment.)
Create an Appointment in Aryeo Action