Adding and managing calendars

Depending on your Acuity plan, you can create multiple calendars for your business. 

Each calendar represents a separate set of hours when clients can book appointments. Some small businesses only need one calendar. If you have multiple staff members or locations, you can create individual calendars for them.

The number of calendars you can use depends on your Acuity plan:

• Starter or Emerging - One calendar
• Standard or Growing - Up to six calendars
• Premium or Powerhouse - Up to 36 calendars 
• Enterprise - Unlimited

Tip: If you have calendars for your staff, and more staff on duty than capacity for appointments to take place, add Rooms/Resources. For example, you can use Rooms/Resources if you have fewer rooms than staff or equipment clients need to use.

Add a new calendar

To add a new calendar:

1. In Acuity, click Availability.
2. Click Add New Calendar.
3. Enter the calendar's name and any details you want to include, such as an image, time zone, and location. Add an email address or phone number to receive the confirmation, cancellation, and rescheduling notifications. Separate multiple entries with commas.
4. Click Save. 
5. Select the appointment types to include on this calendar, then click Save Appointment Types.
6. Enter your availability. Click Save Regular Hours if you’re using regular weekly hours, or enter each day’s hours if you’re using override hours for specific days.
7. Click Client Scheduling Limits, then set your scheduling limits and click Save Limits.
8. Click Close at the top-left to close the editor. 

Edit a calendar

To edit an existing calendar: 

1. In Acuity, click Availability.
2. Find the calendar you want to edit and click Calendar Settings.
3. Make changes and click Save Changes.

Delete a calendar with existing appointments

When you delete a calendar:

• We remove its availability and settings from Acuity, including the calendar name, direct link, location, and notification settings. 
• We won’t delete the appointments, but they won’t appear on any calendar.
• We won't send a reminder email if an appointment is linked to the deleted calendar.

Reschedule, cancel, or export existing appointments

If you’re deleting a calendar that has appointments already booked, take these steps first:

• To keep the appointments scheduled, reschedule them to a different calendar.
• To remove the appointments, cancel them. After canceling an appointment, you can delete it.
• To keep a record of the appointments with the original calendar name, export them.

Delete a calendar

To delete a calendar:

1. In Acuity, click Availability.
2. Find the calendar you want to delete and click Calendar Settings.
3. Click Delete Calendar, then click Yes, delete calendar.

Locate appointments from a deleted calendar

You can locate appointments from a deleted calendar in your client list, and by generating reports that include all calendars. The calendar name will be replaced with a DELETED CALENDAR warning in the appointment details, and the Calendar column will be blank in appointment exports.

Contributors with view only or view & edit permissions can only view appointments from a deleted calendar if you reschedule the appointments to a calendar they can access.

Restore a deleted calendar

It’s not possible to restore a deleted calendar directly in Acuity. You can contact our Customer Support team with the calendar name and approximate date and time it was deleted, and we may be able to restore it for you.