Acuity Scheduling Guide
This guide walks you through how to set up and use Acuity to manage your lessons
What is Acuity?
Acuity Scheduling is the platform we use to manage lessons. It sends automatic booking confirmations, reminder emails and texts, keeps a record of each lesson, and automatically charges students through Stripe.
We’ve set things up so that teachers have the scheduling control. Once you confirm a lesson date and time with your student, simply book it in Acuity. Then use the lesson labels to track the status so it’s billed correctly and included when your payments are calculated.
Get started
Set-up your account on a computer
Go to www.acuityscheduling.com
Log into your Acuity calendar using your email address.
Your temporary password is: MyMusicMatch123!
Scroll down the menu on the left and click “My Account”
Change your password to something you’ll remember.
Sync your calendar
Acuity offers syncing with Google Calendar, iCloud, and Outlook.
✨💡 Tip: create a calendar within your personal calendar system called “My Music Match” and choose that calendar when syncing.
Log in to Acuity Scheduling
Click “Sync with Other Calendars”
Select the calendar type that you’d like to sync
Click “Connect” and follow the prompts
For iCloud, you may need to create an app-specific password to complete this step
Choose the calendar to sync from the dropdown
On this page, you can also set automatic appointment reminders and adjust visibility settings (e.g. hide event titles from MMM and only show as “busy”).
Google Meet x Acuity
My Music Match uses Google Meet for online lessons.
Before scheduling your first lesson with an online student, you must connect your Google calendar with Acuity.
This setup only needs to be completed once. After that, the integration will already be in place and Google Meet links will be generated automatically for all future online lessons with any student.
How to set it up:
Create a Google account if you don’t have one already (its free)
Sync your Google Calendar with Acuity using the steps in the previous section
Let us know your calendar has ben connected so we can complete the integration.
Once this setup is complete, Acuity will automatically generate a Google Meet link for each online lesson. The link will appear in the appointment block, the student confirmation and reminder emails, and the calendar event, making it easy for both you and your student to join the lesson.
Use the Phone App
Download the Acuity Scheduling Mobile App onto your phone
Navigating the Menu
Calendar
Click the three dots in the upper right corner to switch views. “Daily” shows all synced events and “Agenda” shows only your Acuity appointments.
Clients
Students will appear here after they’ve been scheduled for their first lesson. Click on a student to see a history of their lessons.
More
Go to Manage Account if you ever need to change your password.
Go to Notification Settings if you want to enable or disable push notifications.
The First Lesson
The Matching Director will always schedule the first lesson with a new student.
You are responsible for marking the first lesson with the appropriate label and scheduling all future lessons in Acuity.
Once the first lesson has been confirmed with the student, please communicate the date and time to the Matching Director so they can book it in the system before the lesson takes place.
Schedule a Lesson
In the Mobile App
Click “+” in the bottom right corner of the screen
Click “Add Appointment”
Click “Appointment Type” to select the student
Select a date and time
Click “Client” and begin to type the student’s name, their contact info will autopopulate
Click “Label” to mark the lesson as Scheduled
Click “Notes” to write any notes you may need (the stiudent will not see these)
Check the box to Send confirmation email
Click “Schedule Appointment”
Forgot to schedule a lesson in Acuity?
You can back-schedule the lesson by following the same steps above.
⚠️ You must notify the Matching Director so the lesson can be billed to the student and included in your next pay period. Lessons that are not reported may result in delays in both student billing and teacher payment.
Reschedule a Lesson
In the Mobile App
Click on the appointment block (find this in Calendar or by clicking on the student’s name in Clients)
Click the pencil icon in the bottom right corner
Click “Reschedule Appointment” and enter the new date and time
Finish by clicking “Reschedule Appointment”
⚠️ Do Not use “Edit Appointment” to reschedule as the student will not be notified.
Cancel a Lesson
If you need to cancel a lesson, or a student asks you to cancel with at least 24 hours’ notice, the student will not be charged for the lesson.
If you have already confirmed a new date and time, you can reschedule the lesson using the steps above. (There will be no record of the original lesson.)
If the lesson is not being rescheduled, please cancel the appointment so it appears correctly in the student’s lesson history.
In the Mobile App
Click on the appointment block.
Click the pencil icon in the bottom right corner.
Click “Cancel Appointment”
Complete the information and click “Confirm Cancellation”
If the student asked you to cancel their lesson with less than 24 hours notice, they will be charged for the lesson and you will be paid in full.
In the Mobile App
Click on the appointment block
Change label to “Cancelled -24hrs”
Add a note
Use Lesson Labels
When and How to Use Lesson Labels
Scheduled: Use when you first schedule the lesson.
Confirmed: Use once you’ve confirmed the lesson with the student.
Completed: Use after the lesson has finished.
1st Lesson Done: Use after the first lesson has finished.
Cancelled -24hrs: Use if a student cancels with less than 24 hours’ notice.
⚠️ Important: To prevent delays in student billing and payment to you, you must update the lesson label as soon as possible after the lesson ends.
Lesson labels are how we charge for lessons. Only lessons marked as Completed or Cancelled -24hrs will be automatically charged.
Our system checks for labels 24 hours after the lesson, and again after 48 hours. After that, the lesson will need to be manually charged by the Matching Director.
Booking Confirmation Email
Students receive a confirmation email with the lesson details when the appointment is scheduled. If you schedule a recurring appointment, the system will send one confirmation email listing all scheduled lessons, rather than a separate email for each individual lesson.
48-Hour Reminder Email
Students receive an automated reminder email 48 hours before the lesson. This email includes the lesson details and reminds students that lessons must be canceled at least 24 hours in advance to avoid being charged. If a student needs to cancel, they are prompted to contact you directly.
25-Hour Reminder Email
Students receive a second automated reminder email 25 hours before the lesson. This email includes the lesson details, as well as the Google Meet link for online lessons. It also reminds students that cancellations must be made at least 24 hours in advance to avoid being charged.
1-Hour Reminder Text
Students receive an automated text message 1 hour before the lesson letting them know their lesson will begin soon.
Lesson Confirmation & Reminders
Keeping your Acuity calendar up to date helps lessons run smoothly for both you and your students.
If you have any questions or need assistance, please reach out to us at info@mymusicmatch.org and we’ll be happy to help.