Newie + Acuity

Connect Newie with Acuity through Zapier.

Summary

Use Newie for payments and billing, Acuity for class bookings, and Zapier to connect them. This works well for gyms, trainers, coaches, and class-based or membership businesses.

What You Need

You need three accounts and one setup item in each system:

• Newie: a service customers can buy
• Acuity: the classes customers will book
• Zapier: a Zap that connects Newie to Acuity

If customers need prepaid booking access, also create an Acuity package or pass. If the classes are free to book in Acuity, you can skip that.

Setup Guide

1. Create the Service in Newie

Create the service customers will buy in Newie.

Examples:

• Subscription
• One-off intro service
• Fixed-term program

Keep the service name clear and consistent; it may be used later in Zapier filters.

Example:

• Newie: Unlimited Gym Membership
• Acuity: Unlimited Class Pack

2. Set Up Classes and Packages in Acuity

Create the Class

In Acuity, create:

• New type of group class
• Class times
• Optional packages or codes for bookings if you are using prepaid access. Set the Acuity package price to 0 if Newie is the only place the customer should pay.

Try to keep naming aligned between both systems.

Offer the Class

After saving the group class, click Offer Class, then add the dates and times the class is offered.

Ensure the class appears correctly in the calendar.

Set Availability and Design

Review availability and scheduling limits, then customise the booking page. For group classes, sessions come from the Offer Class times you add.

Create a Package if Needed

Create a new package if you want prepaid booking access and the Acuity plan supports booking-code products. From the home screen, select the Packages, Gifts, Subscriptions tab on the left.

3. Connect Newie to Zapier

In Newie:

1. Go to Settings
2. Open Zapier
3. Tap Set up
4. Use the API Token when prompted in Zapier

This makes Newie the trigger app.

Then on desktop:

1. Create a new Zap.
2. Select Newie as the first trigger.
3. Connect using the API Token copied from Settings → Integrations → Zapier.

4. Connect Acuity to Zapier

Make sure the Acuity user connecting Zapier has view/edit or administrator access.

1. In Zapier, select the Action Block and select Acuity Scheduling through search
2. Click sign in under account: “Connect Acuity Scheduling”
3. Connect Zapier to Acuity

5. Build the Main Zap

Recommended Zap Structure:

1. Trigger app: Newie
2. Trigger event: One-Off Purchase Complete or Subscription Started. For Zapier, installment plans are treated like subscription-backed records, so use subscription/payment triggers for installment-plan access.
3. Action app: Acuity Scheduling
4. Action: Add or Update Client
5. Optional action: Add Package Code

ℹ️

Only add Add Package Code if you are using Acuity packages or prepaid booking entitlements. If bookings in Acuity are free, this step is not required.

Optional: Filter by Service

Add a Filter by Zapier step right after the Newie trigger so only certain Newie services run through this flow. If Zapier shows this as Offering ID, filter on the 36-character UUID at the end of a link like https://share.newie.app/offerings/OFFERING_ID with condition Exactly matches, then enter the specific ID you want to allow through.

6. Map Customer Details and Fields

Acuity expects First Name and Last Name as separate fields, but Newie sends a single full_name. Use Formatter by Zapier to split the name.

1. Insert a Formatter by Zapier step between the Newie trigger and the Acuity action. Choose Text → Split Text. Set Input to Newie’s full_name, Separator to [:space:], and Segment Index to First - this returns the first name.
2. Add a second Formatter by Zapier step with the same input and separator, but Segment Index Last - this returns the last name.
3. In the Acuity Add or Update Client step, map:
   • First Name → output of the first Formatter step
   • Last Name → output of the second Formatter step
   • Email → Newie customer email
   • Notes → Newie service or membership name
4. Test the full chain.

This simple split works for most names. If a customer has a multi-word last name, you may need to adjust the name manually in Acuity.

7. Grant Booking Access in Acuity

After the client is created or updated in Acuity, the next step depends on how bookings are handled.

Option A: Paid or Prepaid Booking Access in Acuity

This setup is for cases where customers should only be able to book once Newie treats them as paid. In Zapier, use Subscription Started for subscription-backed booking access or One-Off Purchase Complete for one-off booking access. Use Payment Paid only when Acuity should wait for final payment confirmation. For installment plans, choose the subscription or payment trigger that matches the plan stage you care about. For BECS Direct Debit, Payment Paid fires after bank confirmation, not at initial payment submission.

This is usually done with:

• A package code
• A pass
• Another Acuity booking entitlement

How to Set It Up

1. In Acuity, create the package, pass, or booking entitlement that matches the Newie service. Use “Packages, Gifts, & Subscriptions” and set the session count to match what customers buy in Newie.
2. Make sure the package is linked to the correct appointment or class type in Acuity where you select what appointments it is redeemable for.
3. In Zapier, add an Acuity Scheduling action after Add or Update Client.
4. Choose Add Package Code.
5. In the Add Package Code step:
   • Map the correct package, code, or entitlement that matches the Newie service.
   • Certificate Code = usually leave this blank unless you want to set your own custom code
   • Email Address = use the customer’s email from Newie
6. Test the Zap to confirm the customer receives booking access in Acuity.
7. Confirm that the customer can book without paying again in Acuity.

Option B: Free Bookings in Acuity

This setup is for Acuity booking pages where all bookings are free. Skip Add Package Code; the customer pays in Newie and books in Acuity using the booking link.

This works on any active paid Acuity plan after the trial, but Acuity will not enforce that the customer already paid in Newie.

8. Send the Booking Details (Optional)

After the customer pays and the Zap grants booking access in Acuity, send a short message with the Acuity booking link. This is optional but recommended because Acuity does not automatically email the customer after a Zapier-created package code.

Include in the message:

• The Acuity booking link (found inside the appointment type in Acuity)
• The package code, if you used Option A above - without this the customer won’t be able to redeem their prepaid sessions
• Short instructions on how to book

Deliver it through whichever channel works for you:

• Newie Welcome Email (recommended - branded and no rate limits)
• A manual email, DM, or whatever you normally use to onboard customers

⚠️

If the customer wants to manage bookings through an Acuity client account, they need to sign up or log in from the Acuity booking page using the same email used in Newie. Creating or updating the client in Acuity does not create their login.

9. Test the Full Flow

Before going live, run a full test.

Check that:

• Payment succeeds in Newie
• The Zap runs correctly
• The customer appears in Acuity
• If using Option A, the package code is created or assigned correctly
• If using Option B, the customer can access the free booking page correctly
• The customer can book the correct class

Ongoing Management

You should also decide how to handle:

• Overdue invoices
• Paused subscriptions
• Cancelled memberships
• Ended subscriptions

Do not rely on manual review alone.

Recommended follow-up Zaps:

• Payment Paid
• Payment Overdue
• Subscription Paused
• Subscription Ends

This helps keep booking access aligned with payment status.

Forms, Waivers, and Intake

Acuity intake forms attach to appointment types, so set them up in Acuity, not Newie. If you need waivers, health forms, or onboarding questions, link them separately. The booking link alone does not cover onboarding.

Important Notes

Newie handles payment; Acuity handles bookings; Zapier connects the two. Newie is not the payment processor inside Acuity.

Acuity’s Add or Update Client action does not by itself grant booking access - that comes from a package code or similar entitlement (see Step 7).

If all Acuity bookings are free, package codes aren’t required. Zapier can simply create or update the client in Acuity, and the customer can book free classes there. The tradeoff is that Acuity will not enforce that the customer already paid in Newie.

Plan notes: Newie needs Zapier access. Acuity needs a paid plan after the trial. Acuity packages and package codes require an Acuity plan that supports package or booking-code products; check Acuity’s current plan details before setup. A paid Zapier plan may be needed for the full multi-step workflow.

Last updated: 2026-05-31