How KeyLin Advisors Balances Appointment Booking With Acuity Scheduling

KeyLin Advisors, a full-service accounting, tax, and payroll processing firm based in Minnesota, specializes in helping digital marketing agencies, construction and home remodelers, and small businesses nationwide thrive.

Co-founded by Amanda Tukey, JD and David Geslin, CPA, KeyLin Advisors prioritizes fostering strong partnerships with their clients. “We’re big on providing quality services with a human touch,” Tukey shares, “so that clients feel like they have a partner in their business versus just another ‘tax guy.’”

The challenge: a taxing appointment booking process

With a rapidly growing client base spanning diverse industries, KeyLin faced increasing scheduling challenges. Going back and forth over email to find time for appointments created inefficiencies, frustrated clients, and strained the team’s resources.

“We were really having trouble with the back-and-forth emails regarding scheduling and having to coordinate scheduling for hundreds of clients was putting a huge burden on our team,” Tukey reflects. “I also think some clients were getting frustrated because of all of the back and forth.”

To alleviate this growing burden of scheduling coordination, the firm searched for scheduling software to improve efficiency and client experiences. They needed a solution that could simplify scheduling for everyone, allowing Tukey and her team to be less involved in booking and more focused on delivering high-quality financial services.

Why Acuity? The right tools for the job

While exploring other software options, KeyLin ultimately chose Acuity to streamline their appointment-booking process, as they were drawn to the solution’s:

• Powerful integrations with third-party calendars.

• Flexible settings and appointment restrictions.

• Easy setup and user-friendly design.

“We were looking at other software initially, but liked Acuity’s ability to set restrictions on appointments per day or week, and to integrate with our Google Calendar,” Tukey says. “We also liked the interface and how easy it was to set up and use.”

The platform’s intuitive interface and robust features proved to be a perfect fit. Clients can now book appointments online themselves, choosing from a variety of service options, including virtual tax consultations, bookkeeping reviews, and payroll discussions. “Acuity gives clients the option to schedule at their convenience and draws new clients in by making our appointments accessible,” Tukey says. The calendar integration ensures seamless syncing to keep schedules on track, while features like time limits help the team protect their productivity.

“Acuity has really cut down on the back and forth that comes with scheduling appointments. Instead of going back and forth with a client on scheduling, we can say—go find a time on our calendar. Clients have no trouble using it, so it’s been a great time-saver for us!”

Efficiency meets excellence

Since adopting Acuity, the reduction in scheduling-related emails has freed up valuable time for KeyLin to focus on client work and strategic planning. Clients appreciate the convenience of self-service booking and appointment reminders, leading to increased satisfaction and loyalty.

“Using Acuity has increased both efficiency and client satisfaction,” Tukey says. “The back and forth over email with scheduling was really becoming a problem. Changing to a software like Acuity has really driven up satisfaction numbers for new and existing clients and has allowed us to work more efficiently!”

The best part? These improvements were easy for the business to achieve. “Acuity is really easy to use and took little to no time to figure out,” Tukey shares. “I really like the time limit function, where you can limit the number of meetings per day or week—this has allowed me to protect my heads-down working time so that I’m not constantly in meetings all day.”

Growth on the horizon

Acuity Scheduling has become an indispensable tool for KeyLin, transforming the firm’s scheduling process into a seamless, client-friendly experience. Moving forward, they plan to continue leveraging Acuity to solve efficiency challenges and gain insights into appointment trends. By using data to understand client needs and maintaining a streamlined scheduling process, KeyLin is set to maximize Acuity’s benefits, including:

• Enhanced efficiency: Time previously spent on scheduling is redirected toward core business activities.

• Improved client experience: A seamless, user-friendly booking process drives higher satisfaction rates.

• Productivity gains: Features like appointment limits allow Tukey to maintain balance and focus.

“Allowing us to track what types of appointments are being scheduled and where clients are coming from will also be very helpful,”  Tukey says. “And the time blocking ability of it all—limiting appointments has really allowed me to focus on the business. Having the ability to limit appointments has been a game changer and will continue to be a game changer for me!”

Advice for other businesses: maximize your minutes

Tukey encourages other financial professionals and appointment-based businesses to invest in scheduling software to take back control of your time. By automating essential booking tasks, you can devote more of your day to the work that matters.

“Invest in an appointment software to take yourself out of the scheduling process as much as you can,” she recommends. “Use Acuity’s features to make sure you have time to focus on getting the work done as well as getting the meetings on the calendar.”

For those still on the fence? Tukey’s final words of advice are simple: “Do it! The time saved in the back and forth of appointment scheduling is well worth the investment into the software.”