Acuity Scheduling guide
Acuity Scheduling Trello Integration: Create Cards from Bookings
Acuity has no native Trello integration. Here's how to create Trello cards from new, rescheduled, and canceled Acuity appointments with Zapier or webhooks, and when a board is the wrong place for client messaging.
Short answer: Acuity Scheduling has no native Trello integration, but you can connect them with Zapier, Make, or Acuity webhooks: a new, rescheduled, or canceled appointment creates or updates a Trello card on the board and list you choose. This works well for internal prep and follow-up tasks, but Trello is not the right place to send reminders or waitlist offers to clients.
Trello is a card-based project board, so it fits studios and service businesses that track prep work per booking: a private session that needs a room set up, a workshop that needs materials, or a consultation that needs a follow-up. This guide covers the setup options, a clean card layout, and the limits of using a task board for appointment operations.
Does Acuity Scheduling integrate with Trello?
Not natively. Trello is not part of Acuity's built-in integrations, so every connection goes through a connector or custom code. Zapier lists Acuity Scheduling triggers for new appointments, rescheduled appointments, canceled appointments, appointment start times, and new product orders, and Trello actions such as creating a card or a checklist item.
| Method | How it works | Best for | Trade-off |
|---|---|---|---|
| Zapier | Acuity trigger, then Trello "Create Card" or "Create Checklist Item in Card" | Fastest no-code setup | Paid per task at higher volume |
| Make or Integrately | Visual scenario with filters and routing by appointment type | Different boards or lists per service | More setup and maintenance |
| Acuity webhooks + Trello API | Your server receives the webhook and calls the Trello API | Full control over card content | Needs a developer and hosting |
How to create Trello cards from new Acuity appointments
- In Zapier, choose Acuity Scheduling as the trigger app and select New Appointment.
- Connect your Acuity account and run a test so Zapier pulls a sample booking.
- Choose Trello as the action app and select Create Card.
- Pick the board and list, for example a board called "Upcoming sessions" with a list per week or per status.
- Map the fields: card name from the client name and appointment type, description from the date, time, and intake form answers, and a due date from the appointment start.
- Turn the Zap on and book a test appointment to confirm the card appears.
A card layout that stays useful
- Title: appointment type, client name, and date, so cards sort at a glance.
- Description: phone, email, and intake answers such as injuries, goals, or equipment needs.
- Due date: the appointment start time, so Trello flags overdue prep.
- Labels: one per appointment type or instructor, set through a Zapier path or a Make router.
- Checklist: prep steps such as room, materials, and follow-up message.
Handle reschedules and cancellations
A board that only receives new bookings goes stale quickly. Add two more automations: one on the Rescheduled Appointment trigger that updates the due date or moves the card, and one on Canceled Appointment that archives the card or moves it to a "Canceled" list. Matching the right card needs a stable key, so put the Acuity appointment ID in the card description and search for it before updating.
What a Trello board cannot do for appointments
| Need | Trello via Zapier | Appointment-focused tool |
|---|---|---|
| Internal prep and follow-up tasks | Good fit | Not the focus |
| Text reminders to clients | No | Yes |
| Two-way replies that update the booking | No | Yes |
| Waitlist offers when a class spot opens | No | Yes |
Trello tells your team what to do. It does not message clients or fill empty seats. For those jobs, see the guides on setting up Acuity SMS reminders, the Acuity Scheduling SMS integration, and syncing Acuity to Klaviyo for marketing flows.
Frequently asked questions
Is there a native Trello integration in Acuity Scheduling?
No. Connect them through Zapier, Make, Integrately, or Acuity webhooks and the Trello API.
Can Acuity create a Trello card for every new appointment?
Yes. Use the Acuity New Appointment trigger with the Trello Create Card action and map the client and booking details into the card.
Can I archive the Trello card when a client cancels?
Yes. Use the Canceled Appointment trigger and update the card that holds the same appointment ID, moving it to a canceled list or archiving it.
Can Trello send reminders to my Acuity clients?
No. Trello is an internal task board. Client reminders belong in Acuity or an Acuity-connected tool such as Aculio.
Use the board for prep, and a booking tool for clients
Create cards for the work your team does around each booking, and keep client-facing messages tied to the Acuity appointment. If no-shows and empty class seats are the bigger problem, start a 14-day free trial of Aculio or compare plans on the pricing page.
