Connecting Acuity to HubSpot for a National Fitness Brand
We built a custom middlelayer application to sync scheduling data from Acuity into HubSpot, eliminating manual data entry and giving the sales team real-time visibility into client activity.
The challenge
The client ran their scheduling through Acuity and their CRM through HubSpot, but the two systems didn't talk to each other. Sales reps had no visibility into client booking history, trial conversions were tracked manually in spreadsheets, and follow-up sequences were triggered days late — if at all. The team was spending 8-10 hours per week on data entry that should have been automatic.
Our approach
Audited both systems to map every data point that needed to sync — contact records, booking history, membership status, and custom fields the sales team relied on.
Designed a custom middlelayer API that listens for Acuity webhooks and transforms the data into HubSpot-compatible contact and deal updates in real time.
Built error handling and retry logic so sync failures get caught and resolved automatically, not silently dropped.
Implemented a monitoring dashboard so the team can see sync status, catch issues early, and verify data integrity without asking us.
The result
Real-time sync between Acuity and HubSpot eliminated manual data entry entirely. The sales team now sees booking history, membership status, and trial conversions inside HubSpot as they happen.
“I was looking for someone to help vet and implement the right tools for my business — and I hit a home run. Nothing but professionalism and a lot of fun along the journey. We accomplished so much together.”
Bryan C.
CEO, HCBrands — Ecommerce