Zoom & Acuity API Case Study: Automating Bookings, Attendance & Tracking
How We Built a Custom System to Track Shows vs No-Shows and Automate Bookings
The client needed a powerful and scalable system to manage high-volume bookings, track attendance accurately, and automate follow-ups. We developed a fully customized solution using Zoom API and Acuity Scheduling API to eliminate manual work and provide real-time tracking insights.
Client Overview
The client is a high-volume service provider handling over 1,000 appointments daily, with each session hosting more than 120 participants. They used Acuity Scheduling for bookings and Zoom for hosting meetings, but lacked a reliable system for tracking attendance and managing data efficiently.
Challenges
Before implementation, the client faced several critical issues:
- Manual and inaccurate participant counting in Zoom meetings
- No visibility into Shows vs No-Shows
- Lack of integration between Acuity Scheduling and Zoom
- No attendee-level data (only total participant count)
- Inability to generate lists for follow-ups and reporting
- SMS reminders failing due to long Zoom links
Our Custom API-Based Solution
We developed a complete custom integration using Zoom API, Acuity API, and a centralized database system:
Custom Zoom & Acuity Integration
We created a server-to-server (S2S) app in Zoom and built custom PHP-based logic to automatically create Zoom meetings when new time slots were added in Acuity Scheduling.
Custom Booking System
- Step 1: Fetch available time slots from the Acuity API
- Step 2: Capture user details with validation
- Step 3: Confirm booking and auto-register users in Zoom
This ensured seamless booking without using Zoom’s native registration flow.
Reschedule & Cancellation System
We built custom workflows for rescheduling and cancellations using both Zoom and Acuity APIs, ensuring data consistency and a smooth user experience.
Webhook-Based Attendance Tracking
- Capture meeting completion events
- Fetch registrants and participants
- Identify Shows vs No-Shows
- Store attendance data in the database
Data & CRM Integration
- Create user profiles
- Segment users into Shows and No-Shows
- Trigger automated follow-up campaigns
SMS Automation System
- Cron jobs to track upcoming meetings
- Automated reminders sent via Front API
- Ensured timely communication with participants
URL Shortener Implementation
To resolve SMS delivery issues caused by long Zoom links, we built a custom URL shortener for clean and user-friendly links.
Results & Performance Improvements
After implementation, the client achieved:
- Fully automated booking and tracking system
- Accurate show/no-show tracking with real-time data
- Eliminated manual attendance tracking
- Improved follow-ups with automated email and SMS
- Better control over scheduling and data management
- Increased engagement and retention
Final Outcome
The custom integration transformed the client’s entire booking and tracking workflow, enabling automation, accurate reporting, and scalable operations.
Want Similar Results?
If you’re managing high-volume bookings or struggling with tracking and automation, we can build a custom system tailored to your business needs.
Get in touch today to automate your processes and improve performance.
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