Scheduling

Transitioning from Squarespace Scheduling to Acuity Scheduling can be a significant change, especially with multiple calendars and therapists involved. Since Squarespace owns Acuity Scheduling, there are some integrations and similarities between the two platforms, but they operate independently. Here's how you can make the transition as smooth as possible:

Understanding the Relationship Between Squarespace and Acuity Scheduling

While Squarespace acquired Acuity Scheduling, the two platforms are still separate services. Squarespace Scheduling is a version of Acuity that's integrated into the Squarespace environment, but data doesn't automatically sync between the two. This means there isn't a direct way to transfer all your scheduling data from Squarespace to Acuity without some manual steps.

Steps to Transition to Acuity Scheduling

  1. Choose the Right Acuity Plan

    • Powerhouse Plan: This plan is suitable for businesses with multiple staff members. It allows you to create separate logins for each therapist, giving them individual access to their calendars.

  2. Export Data from Squarespace Scheduling

    • Appointments and Client Data: You can export your appointment and client data from Squarespace Scheduling. Navigate to the scheduling section, go to Appointments > Export, and download your data in CSV format.

    • Limitations: Note that while you can export client and appointment data, you might not be able to export appointment types or calendar settings.

  3. Import Data into Acuity Scheduling

    • Clients: In Acuity, go to Clients > Import Clients and upload the CSV file you exported.

    • Appointments: Unfortunately, Acuity doesn't support importing appointments directly. You'll need to manually recreate upcoming appointments.

    • Appointment Types: Manually set up your appointment types in Acuity to match those in Squarespace.

  4. Set Up Individual Therapist Accounts

    • Create Calendars: In Acuity, create a calendar for each therapist.

    • Assign Logins: Provide each therapist with their own login credentials. Go to Users & Calendars > Add New User to set this up.

    • Configure Availability: Each therapist can set their availability, or you can set it up on their behalf.

  5. Recreate Appointment Types and Settings

    • Appointment Types: Manually input the appointment types, durations, and pricing to match what you had in Squarespace.

    • Notifications and Reminders: Set up email and SMS notifications to keep clients informed.

  6. Update Your Website Integration

    • Embedding Acuity: Replace your Squarespace scheduling blocks with Acuity scheduling widgets or buttons. You can embed Acuity directly into your Squarespace site using embed codes provided by Acuity.

    • Test the Booking Process: Ensure that the booking flow works smoothly from your website.

  7. Communicate with Clients

    • Notify Clients: Send out an email informing clients about the transition. Provide them with any new links or instructions they might need.

    • Update Policies: If there are changes to your scheduling policies, make sure clients are aware.

  8. Transfer Upcoming Appointments

    • Manual Entry: Since appointments can't be imported, manually add upcoming appointments into Acuity for each therapist.

    • Double-Check Details: Verify that all appointment details, including client information and special notes, are accurately entered.

  9. Deactivate Squarespace Scheduling

    • Final Checks: Before turning off Squarespace Scheduling, ensure all data has been transferred and the new system is functioning correctly.

    • Close Off Bookings: Prevent new bookings on Squarespace to avoid confusion.

Optimizing the Transition

  • Staggered Rollout: Consider transitioning one therapist at a time to manage the workload and troubleshoot any issues individually.

  • Training: Provide training sessions for therapists to familiarize them with Acuity's interface and features.

  • Support Resources: Utilize Acuity's help center and support team for assistance during the setup process.

Potential for Direct Transfer

Given that both platforms are under the Squarespace umbrella, it would seem logical to have a direct transfer feature. However, as of my knowledge cutoff in October 2023, such a feature isn't publicly available. I recommend:

  • Contacting Support: Reach out to Squarespace and Acuity support teams to inquire if they can assist with the data migration process. They might have tools or methods not publicly advertised.

  • Third-Party Integrations: Explore if any third-party services or APIs can facilitate the transfer of data between the two platforms.

Recommendations

  • Plan Ahead: Allocate sufficient time for the transition to avoid rushed errors.

  • Backup Data: Keep backups of all exported data in case you need to reference it later.

  • Client Experience: Keep the client experience in mind throughout the process to ensure they face minimal disruption.

Conclusion

While the transition requires some manual effort, especially in recreating appointment types and transferring upcoming appointments, careful planning and execution can lead to a smooth switch to Acuity Scheduling. The benefits of having individual logins for therapists and the advanced features available in the Powerhouse plan should make the effort worthwhile.