As of December, 2017, I’ve begun to use Acuity Scheduling to manage my teaching and coaching schedule. You may notice a few differences since the switch.
Automatic appointment confirmations
- Instead of your automatic lesson reminder email being sent at a vaguely 8ish time on the morning before your lesson, Acuity will now send you an email (from email@example.com) pretty close to exactly 48 hours before your lesson.
- You may still reply to the reminder email to reach me directly if you have any questions about your appointment, but…
- …the scheduling email will include a button that will allow you to change or cancel your appointment if you realize you’re not able to keep the appointment as scheduled. (Note that changes and cancellations must be made at least 24 hours before the appointment start time.)
- If I have a valid cell phone for you, you will also receive a reminder by text message 24 hours prior to your appointment. (If you do not want to receive text notifications from Acuity, you can opt out of future notifications by replying “STOP”.)
- Your Acuity contact information (i.e. the email and phone that receive these reminders) may be different from your billing contact information. (So parents may, for instance, choose to have their students receive the reminder text messages while they continue to receive emails about billing matters.) If you would like to change the email or phone to which these reminders are sent, just let me know.
Viewing, rescheduling, & canceling appointments
I am, of course, still able to make adjustments to scheduled appointments and am happy to do so (email is still the best way to communicate those requests to me). But if you register for an Acuity account (which is free to you), you’ll be able to confirm and adjust your appointments at any time with my scheduling widget (available under the Teaching and Contact menus). Note that Acuity does not allow me to create accounts on behalf of clients.
To register for an Acuity account
- Click the “Change/Cancel Appointment” button in your appointment reminder email. You’ll be taken to a page that shows the details for the appointment in question. (If you can’t locate a lesson reminder email, let me know and I can send you a direct link to your appointment confirmation page.)
- At the bottom of the page you’ll see a “Register for an Account” button. Click that. You’ll find yourself at an unfortunately sparse looking page with an URL that begins “https://app.acuityscheduling.com/”
- Select a username and password (these can be anything you like—you may choose to use the same login information you use for davidmglasgow.com or for Freshbooks, and no one will be the wiser) and click “Sign up.”
- You’ll shortly receive an email from firstname.lastname@example.org with the subject “Registered Account David M. Glasgow, musician,” containing a link to click through to verify your email address and complete your registration.
Logging in to your Acuity account
- Once you’re registered, you can log in to your Acuity account by clicking the link in the top right corner of the scheduling widget:
- You’ll then see a list of all of your currently scheduled appointments. Click on the date of any listed appointment to reschedule or cancel that appointment.
Note that because I bill monthly, Acuity is not “hard-wired” to Freshbooks—in other words, while rescheduled appointments should propagate to the calendar just about instantaneously, credits for cancellations may take a day or two to show up on your Freshbooks account. (You’ll still get an email confirmation when the credit is processed.) I appreciate your patience!
What happened to the Lesson Calendar page?
Prior to using Acuity I had a web page that listed all upcoming lessons in calendar format for the convenience of my students. Because I was entering every appointment “by hand” on that calendar, I was able to list appointments only by first name. But there’s no way for me to restrict the data that Acuity publishes to my calendars, so to protect student privacy I have retired the Lesson Calendar page. I encourage you to register for an Acuity account as described above, so that you can check at any time to confirm your upcoming appointments.