Acuity Scheduling + Kajabi: The Complete Integration Guide

Check the supported route before building

Confirm the current trigger, action and account requirements in the platform's official documentation. Map the required fields and define what should happen for a successful event, a missing value, a duplicate event and a failed handoff. Test the agreed paths using an appropriate test method, then document the result and who will review exceptions.

For this pair that means three checks before you open Zapier or Make:

• ●Which Acuity plan you are on. Acuity's integrations with tools like Zapier can depend on plan level, so confirm on the current Acuity pricing page that yours includes them.
• ●Which Kajabi plan you are on. Kajabi's integration and API access can also depend on plan, so confirm it on the current Kajabi pricing page.
• ●Which triggers and actions each app exposes today. Read the Acuity Scheduling and Kajabi listings in the Zapier app directory (or the Make app pages) rather than trusting a guide, this one included. The names below describe what the flow needs to do; the exact labels in the builder may differ.

Option 1: Zapier (recommended for most)

Zapier is the cleanest path for most people. It listens for appointment events in Acuity, then creates or updates the contact in Kajabi and applies tags that start the right email sequence.

The basic flow:

• ●Trigger: a new appointment in Acuity Scheduling
• ●Action: find or create the person in Kajabi (email, first name, last name)
• ●Action: add a tag that matches the appointment type, so Kajabi can start the right sequence
• ●Optional: send a Slack or email notification to your team

Use a Zapier Path or Filter step to route different appointment types (discovery call, paid session, group call) to different Kajabi tags. This is the difference between an integration and a usable system.

Keep booking separate from paid access

A booked appointment tells you someone chose a time. It does not tell you they paid. If your Zap grants a paid Kajabi offer from the Acuity trigger, anyone who books a session, including someone whose payment failed or who booked a free call by mistake, gets the paid content.

• ●From the Acuity booking: tag the contact and record the appointment. Nothing more.
• ●From the payment event (Kajabi checkout, or your payment processor if Acuity takes the payment): grant the paid offer. Check which of those events your setup can trigger on.
• ●If the session is free, such as a discovery call, a tag is all you need. Grant a free offer only if you want the person to see a specific page or resource after booking.

Handle cancellations and reschedules

The first version of this integration usually covers new bookings only. Then someone cancels, the Kajabi tag stays on, and they keep getting session reminders for a call that no longer exists. Plan these paths before launch:

• ●Cancellation: check whether Acuity exposes a cancelled-appointment trigger in your automation tool. If it does, remove the booking tag (or add a 'Cancelled' tag) so the sequence stops. If it does not, decide who checks cancellations manually and how often.
• ●Reschedule: a reschedule may arrive as a separate event, or as a cancellation followed by a new booking, depending on the tool. Test it and make sure the contact does not end up with two active session tags.
• ●Duplicates: if the same person books twice, the flow should update the existing Kajabi person rather than creating a second one. Use a find-or-create step and test with an email address that already exists.
• ●Failures: decide what happens when the Kajabi step errors. At minimum, turn on the automation tool's error notifications and name the person who reads them.

Option 2: Embed Acuity inside Kajabi

If you want clients to book without leaving your Kajabi site, embed the Acuity scheduler directly. Copy the embed code from Acuity's scheduling page settings and paste it into a Custom Code block on any Kajabi page or pipeline page.

This does not sync the contact back to Kajabi (you still need Option 1 or 3 for that), but it keeps the booking experience inside your brand.

Option 3: Make (Integromat) for advanced flows

Make bills by operation rather than by task and has routers built in, so it suits flows with several branches. If you have multiple offers, multiple appointment types, and want lookup logic against an existing Kajabi person before creating a new one, Make is often the better tool. Compare the two on your own monthly volume using their current pricing pages before deciding.

The trade off: steeper learning curve. For most coaches I still recommend Zapier first.

What I usually catch when I set this up

• ●Acuity sends first name and last name as separate fields. Check how the Kajabi action expects the name and map or combine accordingly.
• ●Cancellations and reschedules need their own paths or your Kajabi tags get out of sync.
• ●Time zones. Always send the appointment time in the client's local zone, not yours.
• ●Confirmation emails: decide which platform sends them, then turn the other one off.
• ●Paid access granted from a booking instead of from a payment. Fix this before anything else.