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Scheduling · docs read 9 November 2026

Demo no-show, speed-to-lead and form-to-CRM checks for Acuity Scheduling

Acuity Scheduling is the booking page and calendar for the demo: it sends confirmation and reminder emails and one text reminder, records no-shows at cancel time, and exports appointments with the date scheduled. Below: what Acuity Scheduling's own docs say about speed to lead, confirmations and reminders, where a no-show is recorded, the ways a demo funnel in Acuity Scheduling usually leaks, and which free check to run on your own numbers.

Checks to run with your Acuity Scheduling data

  • Demo Request Response Check

    How long does a contractor who asks for a demo wait to hear back?

    What to bring from Acuity Scheduling

    • The appointments export includes 'Date scheduled' and whether the appointment was scheduled by a client or an Acuity user, next to the start time, so booking lag can be computed per appointment.[6]
    Open the Demo Request Response Check

  • Demo No-Show Check

    Why do owners book a demo and then not turn up?

    What to bring from Acuity Scheduling

    • By default clients get one reminder email; up to three can be enabled under Client Emails > Reminders, each set in the 'Send this reminder' field, as little as one hour before the appointment.[4]
    • If a client books after a reminder's normal send time, a grace period of about a third of the reminder lead time applies (a 24-hour reminder still goes to someone booking 16 hours out).[4]
    • Reports have a Show filter for canceled or no-show appointments; the Revenue report excludes canceled and no-show appointments.[7]
    Open the Demo No-Show Check

  • Held-Demo Leak Finder

    You booked more demos. Why didn't more owners show up and buy?

    What to bring from Acuity Scheduling

    • Reports have a Show filter for canceled or no-show appointments; the Revenue report excludes canceled and no-show appointments.[7]
    • Via the API, canceled appointments are returned only with canceled=true, and each carries noShow = true when an admin marked it a no-show (false for a plain cancel).[2]
    Open the Held-Demo Leak Finder

  • Lead Form to CRM Match

    Did every demo request from your site actually reach your CRM?

    What to bring from Acuity Scheduling

    • Reports default to the appointment date; to count by booking date choose Custom date range and check 'Show appointments that were scheduled during these dates, instead of when it occurs'.[7]
    Open the Lead Form to CRM Match

Also free: Trial Stall Check. Nothing you enter in a tool leaves your browser.

Speed to lead in Acuity Scheduling

  • Admins and staff can get email and push notifications for new, rescheduled or canceled appointments from the Admin Notification Settings panel.[8]
  • Admin text reminders stop being available on November 9, 2026; Acuity says to use push or email notifications instead.[8]

Confirmations and reminders in Acuity Scheduling

  • By default clients get one reminder email; up to three can be enabled under Client Emails > Reminders, each set in the 'Send this reminder' field, as little as one hour before the appointment.[4]
  • If a client books after a reminder's normal send time, a grace period of about a third of the reminder lead time applies (a 24-hour reminder still goes to someone booking 16 hours out).[4]
  • Only one text message reminder is sent per appointment; texts are on Standard or Growing and Premium or Powerhouse plans, not during free trials, and start after you submit business verification in the Client Text Messages panel (approval unlocks custom wording).[5]
  • Clients get texts only if they tick the opt-in box for that appointment; opting in cannot be required to book, and replying STOP opts them out of Acuity texts from all businesses.[5]

Where a no-show is recorded in Acuity Scheduling

  • A no-show is recorded only while canceling: Calendar > click the appointment > Cancel > check Mark as no-show > Cancel Appointment.[3]
  • Marking a no-show forfeits a package, gift certificate or subscription credit and stops upcoming follow-up emails.[3]

Webhooks and triggers in Acuity Scheduling

  • A maximum of 25 webhooks can be created per Acuity account (a 400 error after that), and the target URL must be on port 443 or 80.[1]
  • The webhook only notifies with the appointment ID; full details, including noShow, come from the appointments API.[1][2]
Event or triggerWhen it fires
appointment.scheduledappointment booked
appointment.rescheduledappointment moved to a new time
appointment.canceledappointment canceled. Acuity records a no-show by cancelling, but its docs don't say whether marking one sends this event
appointment.changedcatch-all for any appointment change
order.completedpackage, gift certificate or subscription order completed

Getting form requests and CRM records out in Acuity Scheduling

  • Reports > Import/Export exports appointments for a date range as .csv; you choose whether to include canceled appointments, and selecting an intake form limits the export to appointments with that form.[6]
  • Columns include start and end time, time zone, client name, phone, email, appointment type, calendar, notes, Date scheduled, Label, who scheduled it and Appointment ID.[6]

How a demo funnel in Acuity Scheduling usually leaks

  1. No-shows disappear from a default export

    Because a no-show is recorded by canceling with 'Mark as no-show', it is a canceled appointment; leaving 'include canceled appointments' off in the export (or omitting canceled=true in the API) drops every no-show.[2][3][6]

    Fix: Always include canceled appointments and split them by the noShow flag or no-show report filter.

  2. No dedicated no-show webhook

    The documented events are scheduled, rescheduled, canceled, changed and order.completed; nothing fires specifically for a no-show.[1][2]

    Fix: Don't count on a webhook for no-shows: pull appointments with canceled=true from the API and count the ones with noShow true.

  3. Only one text reminder, opt-in per booking

    Acuity sends a single text per appointment, only to clients who ticked the opt-in box for that booking, and not on free trials.[4][5]

    Fix: Rely on up to three email reminders (default is one) and put the reschedule link in them.

  4. Reports count by meeting date

    Reports show appointments on the date they occur unless you tick the 'scheduled during these dates' box, which skews requests-to-booked ratios.[7][6]

    Fix: Use the booked-date option or the export's Date scheduled column.

Sources

Acuity Scheduling's own documentation, read on 9 November 2026. Products change menus, plans and limits; if your account shows something different, your account wins.

  1. Dynamic Webhooks
  2. /appointments (API reference)
  3. Marking appointments as no-shows
  4. Sending reminder emails
  5. Sending appointment reminders via text
  6. Exporting Acuity Scheduling appointments and clients
  7. Generating reports
  8. Send appointment notifications to yourself and your staff

Rather have someone look at your Acuity Scheduling setup?

Tell me how a demo with a contractor owner gets booked at your company today, and within 48 hours I'll send a free written review: what I'd fix first in how requests are answered, reminded and followed up.

Ask for the free review (opens Cal.com in a new tab)[email protected]

Not affiliated with Acuity Scheduling; product names belong to their owners. This is a sales-process checklist built from public docs: not a security audit, legal, compliance or investment advice.