Newie + Acuity

​

Overview

Newie and Acuity work together when booking and payment need separate systems. Newie handles payment and billing, Acuity handles the booking calendar, and Zapier can pass events between them.

​

What You Need

• Newie: a service customers can buy
• Acuity: classes customers 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 Newie service. 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 the booking setup customers use after paying in Newie:

• Group class type
• Class times
• Optional packages or codes for prepaid booking access. Set the Acuity package price to 0 if customers pay only in Newie.

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. Check that the class appears correctly in the calendar.

​

Set Availability and Design

Review availability and scheduling limits, then customize 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

If you have not connected Newie yet, follow Connecting Newie to Zapier first. In Zapier, create a new Zap and choose Newie as the trigger app.

​

4. Connect Acuity to Zapier

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

1. In Zapier, add an action step and search for Acuity Scheduling
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 instalment plans, use the subscription or payment trigger that matches the plan stage you care about.
3. Action app: Acuity Scheduling
4. Action: create or update the Acuity client
5. Optional action: add a package code or booking entitlement, if the action is available in the connected Acuity/Zapier account

​

Optional: Filter by Service

Add a Filter by Zapier step right after the Newie trigger so only certain Newie services run through this flow. Filter on Offering ID with condition Exactly matches, then enter the specific ID you want to allow through. Use Copy Offering ID in the service share sheet, or use the offering_id from a Newie Zap sample for that service when setting up the filter outside the app.

​

6. Map Customer Details and Fields

Acuity expects First Name and Last Name fields. Newie sends a single full_name, so 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 split works for most names. If a customer has a multi-word last name, review the test record before turning on the Zap.

​

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

For paid or prepaid booking access, choose the Newie trigger for the point where access begins. 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 needs final payment confirmation. For instalment 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 the Acuity package-code or booking-entitlement action if it is available in your connected Zapier account.
5. In that action:
   • 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

For Acuity booking pages where all bookings are free, skip the package-code step. The customer pays in Newie and books in Acuity using the booking link. This can work on any active paid Acuity plan after the trial, but Acuity does 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 especially useful when the Zap creates a package code the customer needs to redeem. 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

Send it through the channel that fits the sale:

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

​

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

Decide how to handle:

• Overdue invoices
• Paused subscriptions
• Canceled memberships
• Ended subscriptions

Set up at least one follow-up notification so status changes are not missed. Recommended follow-up Zaps:

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

These follow-up Zaps help 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, add those links to the customer handoff. The booking link alone does not cover onboarding.

​

Important Notes

Newie collects the payment, Acuity manages the booking, and Zapier connects the two records. 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 are not required. Zapier can create or update the client in Acuity, and the customer can book free classes there. The tradeoff is that Acuity does 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: 2026-06-26