Migrating from MindBody

This article runs over the process of migrating from MindBody to WodBoard.

Preparation

Before exporting data from MindBody it can be a good time to do some house keeping so you only bring across those athletes which you want to take to WodBoard.  We bring across athletes who have active memberships so you may wish to make adjustments to only bring across the customers you need.

Limitations of migration

With MindBody you can pay a $500 fee for them to do a Subscriber Data Export which has all the customer details we need for an import.  Alternatively you can export a few reports as shown below which will get you most the data you need and not cost any money.  There are however a few limitations to be aware of when going down the free approach:
  • Only the customers name/email is imported.  Address, gender, date of birth and emergency contact details are not brought across, however the customer will be prompted for this information when claiming their account (if you have the option enabled to require this information)
  • We calculate the next date somebody should pay from when they last paid you.  If they have changed memberships, payment dates or cancelled you will need to update this information after our import
  • Offline payers and free memberships will need to be setup manually as we can't tell who pays via card and who pays offline (this also applies to the paid version)
  • Any discounts on memberships will have to be manually applied once the import of data is complete (this also applies to the paid version)
  • Anybody who has cancelled in the last month will need cancelling in WodBoard once the import is complete
  • if a customer has the same membership on their account twice we can't tell and will only import one membership
  • Fixed length memberships with multiple charges will need an end date setting
  • If you can't provide the visits remaining file (see Exporting Data section below) then passes will not be imported and you will need to do manually

Most accounts at MindBody are on their new plan structure of Starter/Accelerate/Ultimate/Ultimate Plus and so have access to these reports. If you're on the old structure of Solo/Grow/Essential/Pro then please note that Solo and Grow do not have access to the required reports.

Exporting data

If you opt for the free variant you will need to export your data from MindBody. If you opt for the paid version MindBody will send details on how to download customer data to your email which you forward on to us.

To export your data for the free:

  1. Go to Reports -> Clients and choose the Mailing List option:

  2. Make sure the opt-in status shows "All clients" and press the Generate button

  3. Press the export Icon on the page that loads:

  4.  Next go to Reports -> Sales and choose the Sales by Service option:

  5. Enter a date range between two dates.  This needs to cover the last month up to and including today.  For example if today is 15th August then choose 16th July - 15th August.  Then choose the Detail option and the export to Excel option

  6. If you're on the Accelerate, Ultimate or Ultimate Pro level (or Pro in the old system) you can export a Visits remaining report which has the number of remaining sessions for each pass your customers have.  If you do not have this report you will need to manually update these numbers after import. To export this report head to Reports -> Clients and choose the Visits remaining option

  7. Generate the report and click the Export to Excel icon as done in previous steps.

As we match memberships and class packs by name when importing from MindBody, the names in your WodBoard account will need to match exactly.  Consequently if you have renamed or reorganised your products as part of your migration to WodBoard, then you will need to either a) rename them back (you can change them in WodBoard once the import is complete) or b) change them in MindBody so the names match the ones in WodBoard.   DO NOT edit the spreadsheet - this changes the format of the file and means the importer won't work.

Stopping payments in MindBody

You'll want to stop existing payments in MindBody once you've migrated to WodBoard.  The easiest way to do this is to cancel customer's memberships and make sure no final charges will occur.

We recommend downloading all your data, especially the waivers athletes have signed, before completely closing your MindBody account.

Importing data

Your WodBoard onboarding specialist will have sent you a link to upload the files to. You should do this the day before the migration is due to take place.