CRMConnect: Mindbody → HubSpot

link to the product page https //apiant com/mindbody hubspot integration automation https //apiant com/mindbody hubspot integration automation property list between mindbody and hubspot version 1 50 v 3 0 crmconnect mindbody → hubspot is a turnkey integration solution between mindbody and hubspot this is a bi directional sync between mindbody and hubspot, giving hubspot timely visibility over each client's information and behavior, including profile information, purchases, visits, bookings, membership, and contracts mindbody client → hubspot contact matching rules purpose of the matching rules crmconnect uses specific rules to match mindbody clients to hubspot contacts the purpose of these rules is to track each client individually in hubspot the main challenge these rules are meant to solve is that clients in mindbody can have the same email which is not possible in hubspot this can happen with the following scenarios 1\ clients can have multiple profiles in mindbody this can happen with third party intake form apps or when clients and staff members create separate client profiles 2\ clients can have separate profiles on multiple mindbody sites with different client ids this will happen with cross regional installs of mindbody where a business has multiple mindbody site ids connected and when clients are added across these sites 3\ members of the same family will have separate client profiles in mindbody sharing the same email this is a common practice, especially when clients are minors the crmconnect matching rules rely on the "pays for" relationship feature in mindbody to connect parents and children (or corporations and employees ) please make sure these "pays for" relationships are set up in mindbody in order for crmconnect to establish these relationships in hubspot matching rules matching rule 1 match the mindbody siteid clientid when a match is established between a mindbody client and a hubspot contact, a combination of the mindbody siteid clientid is entered in the hubspot custom property called site client id this field is used to search for a match first matching rule 2 first, last, and email if no contacts are found with rule 1 , a search is done to match the email, the first name, and the last name once a match is made between a client in mindbody and a contact in hubspot using the email, first name, and last name, the link between them is cached by crmconnect to ensure that future email and name changes in mindbody are synced with the hubspot contact this rule will connect the mindbody client to the same hubspot contact if the client has duplicate profiles in mindbody the client has profiles on separate mindbody systems (cross regional) this rule also ensures that the link isn't broken between the mindbody client and the hubspot contact when client profiles are merged in mindbody to eliminate duplicates (a recommended practice ) matching rule 3 match if the mindbody client and hubspot contact have the same email and an empty "site client id" custom hubspot property if a hubspot contact is found with an empty "site client id" property and the same email as the mindbody client, a match is made matching rule 4 relationship "pays for" = company all clients with the relationship "pays for" or "is paid for by" in mindbody are added to the same company in hubspot the relationship is used to add a hubspot custom association label between the contact and the company when creating companies in hubspot the \[ first name] + \[last name] + "family" of the client who pays for others is used to name the company, like this john smith family the word "family" used in the naming of the company in hubspot is customizable in the crmconnect integration settings for example, it can be changed to "company" for corporate clients, like this acme company but the "pays for" relationship should still be used in mindbody when connecting employees to their company in order for crmconnect to create the hubspot company and associate the contacts to that company company triggered workflows can be used in hubspot to send automated emails to the contact who pays for other contacts with no emails matching rule 5 email is empty if already taken if the email for a contact is already taken and the first and last names do not match in hubspot, the contact is added without an email and the mindbody email is added to the custom property called "email in mindbody" contact record syncing features feature 1 correcting mismatched contacts between mindbody (mbo) and hubspot if you find that an mbo contact is linked to the wrong hubspot contact, you can easily correct this navigate to the contact's profile in mindbody assign the client index "reset sync in hubspot" and set it to on save the changes by doing this, the system will automatically reset the mbo contact, prompting it to resynchronize with a new hubspot contact record feature 2 handling mbo contacts with duplicate email addresses in cases where multiple mbo contacts (e g , family members like a mother, daughter, and son) share the same email address but have different names a new hubspot account will be created for each mbo contact the email property in the newly created hubspot account will be left blank instead, the hubspot property labeled "email in mindbody" will be populated with the shared email address from the mbo account special case if one of these contacts, let's say the son, has another account in a different mbo site but uses the same email address the system will prioritize matching based on the first name, last name, and the "email in mindbody" property if these details match, even if the mbo contact has different client ids across sites, it will be recognized as the same client in hubspot this ensures that the same client is not duplicated in hubspot due to having accounts in multiple mbo sites with the same email address hubspot custom left sidebars custom properties created by crmconnect are grouped by topics in custom left sidebars for contacts and deals crmconnect creates and syncs more than 100 custom properties between mindbody and hubspot not all custom properties created by crmconnect are added to custom left sidebars to view all properties created by crmconnect for contacts and deals, click actions / view all properties and expand the mindbody property group hubspot contact record left sidebars contact left sidebar mindbody profile contact left sidebar mindbody membership contact left sidebar mindbody contract contact left sidebar mindbody visits contact left sidebar mindbody classes contact left sidebar mindbody appointments contact left sidebar mindbody appointment related service contact left sidebar mindbody sales contact left sidebar mindbody appointment series contact left sidebar mindbody indexes hubspot deal record left sidebars deal left sidebar mindbody appointment deal left sidebar mindbody appointment related purchase deal left sidebar mindbody sale list of hubspot custom properties 90 custom properties for the contact record 20 custom properties for the deal record for appointments 22 custom properties for the deal record for sales appointments pipleline overview the appointment pipeline ensures that appointments from mindbody are regularly updated every 15 minutes and seamlessly converted into hubspot deals this pipeline lists each appointment as a deal, providing comprehensive information, including relevant purchase details furthermore, every deal is automatically updated to reflect any changes, such as schedule adjustments, status updates, or remaining counts for appointment series sales pipeline overview sales from mindbody are processed every night, and all the sales from the day are converted into hubspot deals this pipeline, created by crmconnect, allows you to measure and itemize every purchase made by your clients by connecting revenue to activities such as newsletters, coaching, and sales activities, you can finally measure the effectiveness of everything your company and staff do please note that as of now, crmconnect does not capture updates for mindbody comps and account payment transactions only sales involving cash equivalents are recorded to avoid double counting the sales amounts visits update overview visits from mindbody are processed every night, and all the visits from the day are updated to the hubspot contact record this information is crucial for automating your growth and allows you to know when a client last visited your location and for which service you can use this information to personalize your communication and respond accordingly additionally, hubspot will now know exactly when your client is scheduled to come in next for a class or appointment this allows you to take various actions, such as sending automated preparation emails or removing them from a re engage sequence knowing the upcoming class or appointment bookings is essential for sending the right message at the right time to the right client mindbody client update overview rest assured that your client profiles will be fully synchronized in both directions you can trust that all the necessary information about your mindbody clients will be automatically synced with hubspot additionally, you have the flexibility to selectively choose hubspot contacts and easily push them to any connected mindbody site or location using the hubspot contact property " push to mindbody" alternatively, you can use a workflow to efficiently complete this task when the basic mindbody client profile fields, such as name, email, phone fields, address, birthday, gender, referred by, home location, send promotional and schedule emails, send text reminders, and profile notes, are updated, you can be confident that they will be seamlessly synced to hubspot setup guide connecting hubspot to your crmconnect account step 1 in the menu click connections step 2 click the connect app button step 3 click hubspot from the apps listed step 4 select the checkbox agreeing to give apiant access to your hubspot hub and click connect app accessing crmconnect settings to access the crmconnect settings, click the drop down under your name at the top right of your screen to navigate to different setting categories, click the all settings drop down and select the settings you want greyed out settings are read only contact support if you would like some changes move your mouse above each item to reveal help text entries are saved automatically be cautious when making changes general settings mindbody settings hubspot settings assigning mindbody site id name to hubspot owner this support article outlines the methods for assigning a mindbody site id name to a hubspot owner, ensuring effective and organized management of contacts and deals within the crm system there are several approaches to assigning the mindbody site id name in hubspot using the master site id name from mindbody utilize the name assigned to the master site id in mindbody this ensures consistency across both platforms general naming opt for a more generic name that broadly represents the site without focusing on specific locations site id number as name directly use the mindbody site id number as the name in hubspot the site name in hubspot represents the complete mindbody site, which may include multiple locations to avoid confusion, it is recommended to avoid using individual location names as the site name choose a name that collectively represents all locations under the site example for a site id like 148045, which includes locations such as memorial, red ranch, east university, and river bend, a suitable site name could be "houston area studios" or "citywide wellness centers" these names reflect the collective presence without being location specific the following properties are created in hubspot using the site name \[site name] create date \[site name] member status \[site name] total visits these properties help in tracking and managing customer interactions and activities across all locations under the site the hubspot owner name should be the email of a user in hubspot this email is crucial for assigning an owner to new contacts coming from mindbody managing deals (sales or appointments) created by crmconnect note it is important that the hubspot owner names correspond to actual user emails in hubspot for accurate assignment and management of crm records when integrating mindbody with hubspot, carefully consider the naming conventions for site ids to ensure clarity and effective management within the crm system the chosen name should represent the collective identity of all locations under the site and align with a valid hubspot user email for ownership assignment creating workflows and lists for clients with future and no future appointments general overview this guide will help you understand how to create workflows and lists to identify clients with future appointments as well as those with no future appointments by implementing these workflows and lists, you can efficiently manage client appointments and identify those who need follow up emails to encourage new bookings these are template workflows and lists that you can use to build from do not delete the ones that are labeled apiant, but clone them and then create new ones from there to enhance what is needed for your business steps to create workflows and lists to start, you'll need to create workflows that flag deals by evaluating the appointment date and time this will determine whether the appointment is upcoming, in the past, or canceled follow these steps to set up the workflows step 1 access your hubspot workflow automation tool step 2 create a new workflow "deal based trigger" name the workflow appropriately, such as " flag upcoming appointments " step 3 set trigger criteria set the trigger for the workflow based on the " mb appointment date & time is more than 0 days from now " and " mb visit status is not equal to any of cancelled " and " pipeline is any of mindbody appointments " set the action set property value "set 'upcoming or past' to upcoming " step 4 create a new workflow "deal based trigger" name the workflow appropriately, such as " flag past appointments " step 5 set trigger criteria set the trigger for the workflow based on the " mb appointment date & time is more than 0 days ago" and " pipeline is any of mindbody appointments " set the action set property value "set 'upcoming or past' to past" step 6 create a new workflow "deal based trigger" name the workflow appropriately, such as " flag cancelled appointments " step 7 set trigger criteria set the trigger for the workflow based on the "deal stage is any of cancelled (mindbody appointments)" and " pipeline is any of mindbody appointments" set the action set property value "set 'upcoming or past' to past" step 8 access your hubspot lists tool step 9 create a contact based active list name the list appropriately, such as " clients with future appt " step 10 define conditions add conditions to check if the appointment date is in the future or the past contact is associated to any deal and associated deal has all of upcoming or past is equal to all of upcoming and pipeline is any of mindbody appointments step 11 create a contact based active list name the list appropriately, such as " clients with no future appt " step 12 define conditions add conditions to check if the appointment date is in the future or the past "total visits is greater than 0" and "list membership" is not member of "clients with future appt" step 13 save and use the lists save the lists and use them to segment your clients for targeted communication with your lists ready, you can now send follow up emails to clients based on their appointment status understanding client statuses in mindbody this guide is designed to help you comprehend the different client statuses you may encounter in mindbody these statuses are a crucial aspect of managing client relationships and can be found in the client profiles within your customer relationship management (crm) application for a more detailed explanation, you can refer to the mindbody support article here here's a breakdown of the various statuses system status this is an automated status that reflects the client's current membership pricing option suspended indicates that the client's contract was active but is now suspended this can be due to a suspension action taken on the account details screen or due to a scheduling suspension declined this status is assigned when the client's most recent automatic payment, which should cover at least one membership pricing option, has been declined it's important to note that this is a high priority status it will override other membership statuses on the client's account for instance, if a client has an active membership and another with an expired credit card, the overall status on the client's info screen will be shown as declined active the client has an active membership recorded in the system terminated this status is used when a client's active contract has been terminated this action is typically recorded on the account details screen expired this status is assigned to clients who have previously purchased a membership pricing option, but the option has now expired or has been fully utilized non member indicates that the client has never purchased any membership pricing option understanding these statuses is essential for effectively managing your client base in mindbody each status provides key information about the client's current engagement level and membership state, allowing for better client service and management