Acuity Settings

Set credentials for Acuity in Welkin.

There are two supported ways to configure integration with Acuity.

• Enterprise account: Use the Effective User ID field. This allows synchronization of user working hours and encounter availability in Welkin.

• Non-enterprise account: Use the Client ID and Client Secret fields. In this configuration, there is no synchronization with user working hours or encounter availability from Welkin.

If the customer has another type of Acuity account, all fields on the integration form can be filled in. For an enterprise account, only the Effective User ID field is required. For a non-enterprise account, only the Client ID + Client Secret fields are required.

Getting API Credentials

1. Log into Acuity

2. Go to Business Settings → Integrations

3. Select Analytics + Custom Integrations in the top vertical menu bar

4. Select API → View Credentials

Keep the User ID and API Key screen open to reference the next steps.

Set credentials in Welkin Admin

Log in to Admin portal → Integrations → Acuity tab → Select the necessary environment → Edit

Copy the User ID from Acuity into the Client ID field and the API Key into the Client Secret field → Save

Effective User ID (Enterprise accounts)

1. Log into Acuity

2. Go to Scheduling Page Link in the sidebar → General Scheduling Page block → look at the end of the link

This is the account owner's ID — copy the last 8 digits at the end of the scheduling URL.

Note: If the default link name has been changed, the ID can be found at: Scheduling Page Link → Direct Links & Embedding block → Embed Scheduler tab — find the id after "owner" in the text link.

Set ID in Welkin Admin:

Log in to Admin portal → Integrations → Acuity tab → Select the necessary environment → Edit → Copy the owner ID from Acuity into the Effective User Id field → Save

Add webhooks in Acuity

1. Go to Business Settings → Integrations

2. Find the Webhooks section on the page

3. Click Set Up

4. Enter the webhook address in all three fields: NEW APPOINTMENT SCHEDULED, APPOINTMENT RESCHEDULED, and APPOINTMENT CANCELED

The webhook address format is:

https://{apiUrl}/{tenantName}/{instanceName}/acuity/webhooks

For live environments, {apiUrl} is api.live.welkincloud.io

Example: https://api.live.welkincloud.io/welkonnect/liza/acuity/webhooks

1. Click Save Settings

Link calendars in Acuity with users in Welkin

Add user calendars in Acuity:

1. Go to Availability under Business Settings

2. At the top right, select Add New Calendar

3. Complete the available fields and click Save

Create Appointment Types:

1. Go to Appointment Types under Business Settings

2. Click New Type of Service

3. Complete the available fields

Important: Appointment Type names must exactly match the Encounter Template name in Designer (case sensitive).

1. Select Create Appointment Type

2. On the next screen, choose which calendars the appointment type can be scheduled on

Note: The emails of added calendars do not need to match the emails of users in Welkin (since the link is made by ID), but matching emails can help avoid confusion.

Link the Acuity calendar ID to a Welkin user:

1. Go to Availability under Business Settings

2. Click Calendar Settings

3. Copy the numerical ID at the far right (at the end) of the URL

Associate the Acuity ID with the user in Welkin:

1. Go to Admin portal → Users

2. Click on the user in Welkin for whom the calendar was created

3. Click Edit in the User Information drawer

4. Click the Custom fields section

5. Find the Acuity Scheduling ID field and add the Acuity ID copied from the URL

6. Click Save

Note: To ensure that appointments created in Acuity also appear in the Welkin calendar, all calendars in Acuity must be linked to users in Welkin.

Link Appointment Types in Acuity and Encounter Templates in Welkin

Copy the Appointment Type ID from Acuity:

1. Go to Appointment Types under Business Settings

2. Click Edit next to the Appointment Type you want to link

3. Copy the numerical ID at the far right (at the end) of the URL

Paste the ID into the Encounter Template in Designer:

1. Log in to Designer and create a Draft

2. Click on Encounter Templates

3. Click Edit for the Encounter Template you want to link

4. Paste the Appointment ID from Acuity into the Acuity Appointment Type ID field

5. Click Save

After linking all encounters and appointment types, publish the changes.

Note: If you create a new Encounter in Welkin, you will also need to set read/write access to the encounter template in Security Policies.

Notifications

Welkin can send emails and SMS to patients about their appointments. To avoid duplicate notifications, first disable notifications in Acuity.

Disable notifications in Acuity:

1. In the Acuity Dashboard, select Client Email under Notifications in the vertical menu

2. Disable notifications for Initial Confirmation, Reminders, Cancellation, and Rescheduling

3. Drag each Appointment Type down to the Inactive Types box, or click the gear icon and select Inactive in the dropdown

4. Click Save Template

Create a message template in Welkin Designer:

Go to Communication block → Message Templates → +New and configure:

• Title and optional Labels

• Message Type (e.g., Email)

• Context Type: set to Encounter for appointment-related messages (allows use of encounter variables)

• Type: HTML

• Subject and Body

Useful encounter variables include {{ENCOUNTER..startDateTime}}, {{ENCOUNTER..endDateTime}}, {{ENCOUNTER.*.careTeamMember}}, and {{ENCOUNTER.*.location}}.

Create an automation in Designer:

1. Go to Automations → +New

2. Set Trigger Type to Event and Event to Encounter created

3. Optionally specify a specific Encounter Template to trigger on

4. Under Actions, set Action Type → Patient → Email Patient (or SMS) and select your message template

5. Save and publish the Draft

Send the scheduling link to the patient

1. In Acuity, go to Scheduling Page Link in the sidebar

2. Select Direct Links & Embedding block → General Scheduling Page

3. Choose the appointment type or calendar

4. Go to the Direct Link tab and copy the link

Send the copied link to the patient. When they open it, they can select a date and time and enter their information to book an appointment. Based on the patient data in the form, a matching patient record will be found in Welkin and linked to the created encounter. If appointment notification automations are configured, an email or SMS will be sent to the patient when the encounter is created.

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More questions? Contact your Implementation or Customer Success Manager at [e-mail].