Move from Acuity to CRM Checklist

Moving from Acuity to a CRM: Migration Checklist for Appointment-Based Businesses

Acuity is often the first serious scheduler a service business uses. It handles booking, calendars, forms, deposits, reminders, packages, and payments well enough that teams may stay with it for years.

The reason to move from Acuity to a CRM is usually not that Acuity "failed." It is that the business now needs more than scheduling: client history, invoices, quotes, missed-call handling, follow-up, reporting, forms, and billing in one operating record.

If you are still checking the business case, read the Acuity total cost model first. If the move already makes sense, use this checklist to plan the migration.

Know What Acuity Can Export

Acuity's help center says appointments and clients can be exported as spreadsheets.

Appointment exports can include:

• Start and end date/time
• Time zone
• Client name, phone, and email
• Appointment type
• Calendar
• Price
• Payment status and online amount paid
• Discount codes
• Notes
• Date scheduled
• Label
• Whether the appointment was client-booked or user-booked
• Appointment ID
• Selected intake form answers, if you choose those forms during export

Client exports include:

• Client name
• Email
• Phone
• Notes on the client file
• Days since last appointment

This is good migration material, but it is not the same as a complete CRM model. You still need to decide which export fields become client fields, appointment fields, form responses, billing records, or archived notes.

Build A Migration Map

Create a spreadsheet with these columns:

• Acuity area
• Export file
• Field name
• Destination in CRM
• Clean-up needed
• Owner
• Tested?

Use this map for the main areas:

Acuity area	Migration decision
Clients	Import into CRM client records
Appointments	Import or recreate future bookings first
Appointment types	Rebuild as services or appointment categories
Calendars	Map to staff, rooms, locations, or resources
Intake forms	Rebuild as CRM forms or archive old answers
Notes	Separate reusable client notes from appointment-specific notes
Payments	Export/archive reports; recreate open billing workflows if needed
Packages/subscriptions	Verify manually before promising continuity
Booking links	Replace during cutover
Reminders	Rebuild timing and message templates

Do not try to preserve Acuity's structure exactly. Use the move to clean the operating model.

Protect Future Appointments First

The first priority is not historical data. It is the live calendar.

Before importing anything, export or list:

• All future appointments
• Canceled appointments that still need follow-up
• Appointment type
• Calendar/resource
• Client contact
• Intake answers required for the appointment
• Deposit or payment status
• Notes needed before service

Then test 10 real bookings in the CRM before importing everything. Include simple, complex, paid, unpaid, intake-heavy, recurring, and rescheduled appointments.

For Tregovia, this is the point where Data Import should be treated as a controlled migration step, not a blind upload. Import a small sample, inspect the client record, appointment details, billing context, and reminder workflow, then adjust the mapping before the full file goes in.

Rebuild Services And Calendars Deliberately

Acuity calendars may represent staff, rooms, locations, equipment, or any bookable resource. When moving to a CRM, map each one intentionally.

Ask:

• Is this calendar a person?
• Is it a room?
• Is it a location?
• Is it a mobile route?
• Is it equipment?
• Is it an old resource that should be retired?

Do the same with appointment types. Old scheduling systems often collect years of duplicate services: "Consultation," "Consultation 60," "Consultation New," "Consultation old price," and "Consultation DO NOT USE."

Rebuild the menu before publishing the new booking link.

Intake Forms Need Special Attention

Acuity forms can collect custom client information during booking. Acuity's help center says form answers can be reviewed in appointment details and selected intake form answers can be included in appointment exports.

That creates two migration paths:

• Rebuild active form templates in the CRM for future use.
• Archive historical answers from appointment exports where you need the record.

Do not merge every old form answer into a client note. Some answers are appointment-specific. Others may be sensitive, stale, or no longer needed.

If Acuity forms were part of the daily workflow, rebuild only the forms that staff actively use for future appointments. If forms were barely used, keep the historical export and avoid recreating clutter just because the old scheduler had those fields.

Payments, Deposits, And Packages

Acuity supports deposits, full payment, card details in some setups, payment links, invoices, packages, gift certificates, and subscriptions depending on plan and processor. Migration is where these can become tricky.

Before cutover, list:

• Open payments
• Paid deposits for future appointments
• Outstanding invoices
• Active packages
• Gift certificates
• Subscriptions or memberships
• Refunds or disputes

Decide what moves into the CRM and what stays archived for accounting. Payment card details usually should not be treated like normal migration data.

In Tregovia, treat payment migration as a reconciliation task. Bring across the operational status staff need for upcoming work, keep processor records available for accounting, and test invoice/payment flows before a client receives a new link.

Cutover Checklist

Use this order:

1. Export Acuity clients and appointments.
2. Export selected appointment forms where needed.
3. Clean duplicate clients.
4. Rebuild service menu.
5. Map calendars/resources.
6. Import a small sample into the CRM.
7. Check real records manually.
8. Rebuild intake forms.
9. Rebuild booking rules, deposits, and cancellation windows.
10. Test client booking from start to finish.
11. Test reminders.
12. Test billing or payment flow.
13. Update website, Google, social profiles, email signatures, and QR codes.
14. Keep Acuity available long enough to verify reports and history.

Do not switch links before the new booking flow is tested by someone who did not build it.

Test Tregovia Against The Migration Risk

Tregovia is a better Acuity replacement candidate when the migration is really about moving from a scheduler-led workflow to a CRM-led workflow. The test is not whether every old Acuity field can be copied. The test is whether the new record helps staff run the business after cutover.

For an appointment-based business, evaluate:

• Can the client record hold the operational context?
• Can appointments connect to billing and reports?
• Can booking rules prevent common scheduling problems?
• Can forms be rebuilt only where needed?
• Can accepted estimates or invoices fit the sales process?
• Can the team stop using extra tools after migration?

Run that evaluation with real examples: one first-time client, one recurring client, one paid booking, one canceled appointment, one intake-heavy appointment, and one invoice follow-up. If those examples work, the migration plan is stronger than a field-by-field spreadsheet alone.

Use Tregovia pricing (EUR 47/month, 2 staff included, 14-day free trial), CRM alternatives, and the Acuity total-cost model to compare full stack cost, not just scheduler subscription price.

FAQ

Can I export clients and appointments from Acuity?

Yes. Acuity's help center says appointments and clients can be exported as spreadsheets. Appointment exports can include selected intake form answers.

What should I migrate first from Acuity?

Start with active clients, future appointments, service types, calendars/resources, intake fields needed for upcoming appointments, booking links, open payments, and current policies.

Will Acuity intake forms migrate cleanly to a CRM?

Not automatically in every case. Export sample appointment data with the relevant intake forms selected, then map each answer to a CRM field, form response, or archived note.

Can Tregovia import all Acuity data automatically?

Do not assume that. Tregovia includes Data Import, but every Acuity export should be cleaned, mapped, sampled, and checked before a full cutover.

When should I switch booking links?

Switch links after the CRM sample import, service menu, booking rules, forms, reminders, and payment flow have been tested. Update website, Google, social profiles, email signatures, and old QR codes together.

Cutover Readiness Check

Do not switch public links until these are true:

• Future appointments have been tested from real Acuity examples.
• Service menus and calendars have been cleaned, not copied blindly.
• Intake forms have been rebuilt only where needed.
• Payment and deposit statuses are understood.
• Staff can find the client context they need.
• Booking, reminders, billing, and follow-up work end to end.

The best migration is not the one that imports the most old data. It is the one where the public booking flow, client record, billing path, and staff follow-up all work before the old links disappear.