Turn class signups into bookings on the right calendar
Each registration is added to the right class or appointment type in Acuity Scheduling, keeping headcounts accurate as signups arrive.
New submission on your class registration form
Add a new appointment to the corresponding class or appointment type in Acuity Scheduling
One-directional. A submission triggers the action — nothing is written back into your form.
Instructors running more than a couple of sessions a week end up with two headcounts: the one in the registration inbox and the one in Acuity. They drift apart by Thursday, and someone turns up to a full class with no mat.
This flow keeps a single number. A student registers, the signup appears on that class's calendar in Acuity Scheduling straight away, and the capacity limit you set there is the one actually doing the work.
Setting it up
- 1
Publish the Group Fitness Class Registration Form in formformform and make the Class Type options identical to your Acuity Scheduling class names, spelling included.
- 2
Use conditional logic on the form so only the Class Date options that apply to the chosen Class Type are shown, and nobody registers for a Saturday session on a Tuesday.
- 3
Point the Zap's formformform "New Submission" trigger at that form, then push one test registration through.
- 4
Add Acuity Scheduling as the action app, pick "Add New Appointment", and select the class calendar rather than a one-to-one appointment type.
- 5
Join Class Date and Class Time in a Zapier Formatter step into the single datetime Acuity expects, with the studio's timezone set explicitly.
- 6
Map Class Type onto the Acuity Scheduling appointment type so a beginners' session and an advanced one never share a roster.
- 7
Send Injuries or Physical Limitations into the appointment notes, so the instructor reads it before the warm-up rather than after.
- 8
Register once yourself, check the class roster in Acuity Scheduling, then turn the Zap on.
What maps where
Using the Group Fitness Class Registration Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Acuity Scheduling |
|---|---|
| Full Name | Client name on the class booking in Acuity Scheduling |
| Email Address | Client email, so Acuity Scheduling sends the class reminder |
| Phone Number | Client phone on the booking |
| Class Type | Selects the Acuity Scheduling class or appointment type |
| Class Date | Combined with the time to set the class datetime |
| Class Time | Combined with the date to set the class datetime |
Variations worth knowing
"Is this your first class at this studio?" comes through with every registration. Use it to prefix the appointment notes with NEW, or add a chat message step, so whoever is teaching knows to run through the basics before the class starts.
Set the class size in Acuity Scheduling, then add a Zapier path that catches a rejected booking and sends the student a waitlist email instead. A full class produces a reply rather than silence, and you keep the list of who missed out.
If something isn't arriving
Class Date and Class Time are combined into one value before they reach Acuity Scheduling, and that Formatter step needs the studio's timezone set explicitly. Leave it on Zapier's default and daylight saving will quietly shift every booking by an hour.
The Zap matches Class Type to the appointment type by name, so renaming a class in Acuity Scheduling makes the match fail. Map to the numeric appointment type ID instead, or update the form options in the same sitting as the rename.
Frequently asked questions
Can students cancel their own class booking?
They cancel through Acuity Scheduling, using the link in its confirmation email. Cancellations are never read back into the form, so treat the roster in Acuity as the live headcount and the submissions as the record of who signed up.
How do I stop one person registering ten times?
The capacity limit on the class in Acuity Scheduling is the reliable stop. On the form side, a Zapier filter comparing Email Address against a lookup table catches the obvious repeats before the booking step ever runs.
Does this work for one-to-one sessions as well as group classes?
Yes. The action is identical; you point it at a one-to-one appointment type instead of a class. The only real difference is that Acuity Scheduling checks the trainer's availability rather than the number of places left.
Related automations
- Book a new patient's first visit from their intake form
A finished intake form books the patient's first visit in Acuity Scheduling and carries their contact details into the appointment.
- Book consultation calls from your enquiry form
Every consultation request becomes an appointment in Acuity Scheduling, filed under the service type the prospect asked about.
- Book the kickoff call as soon as onboarding is done
The onboarding form a new client fills in books their kickoff session in Acuity Scheduling, with no scheduling email thread.
- Create a discount code when someone refers a friend
Every referral submission creates a coupon code in Acuity Scheduling so the discount is waiting at the client's next booking.
- Reserve a site visit slot when a quote request comes in
Quote requests reserve time on the right Acuity Scheduling calendar so two site visits never overlap.
- Add service appointments to the dispatch calendar
A booking arrives and lands on the dispatch calendar with the address as a map pin and the job in the title.
Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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