Property list between Mindbody and HubSpot

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.

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.

2. Clients can have separate profiles on multiple Mindbody sites with different client IDs.

3. Members of the same family will have separate client profiles in Mindbody sharing the same email.

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.:

If no contacts are found with Rule 1, a search is done to match the email, the first name, and the last name.

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.

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.

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".

If you find that an MBO contact is linked to the wrong Hubspot contact, you can easily correct this:

By doing this, the system will automatically reset the MBO contact, prompting it to resynchronize with a new Hubspot contact record.

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:

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:

This ensures that the same client is not duplicated in Hubspot due to having accounts in multiple MBO sites with the same email address.

Custom properties created by CRMConnect are grouped by topics in custom left sidebars for contacts and deals.









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 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 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.

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.

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

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

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:

The Site Name in HubSpot represents the complete Mindbody site, which may include multiple locations. To avoid confusion, it is recommended to:

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:

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:

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.

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.

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"

Step 3: Set Trigger Criteria

Step 4: Create a New Workflow "Deal-based trigger"

Step 5: Set Trigger Criteria



Step 6: Create a New Workflow "Deal-based trigger"

Step 7: Set Trigger Criteria

Step 8: Access Your Hubspot Lists Tool

Step 9: Create a Contact-based Active list

Step 10: Define Conditions

Step 11: Create a Contact-based Active list

Step 12: Define Conditions

Step 13: Save and Use the Lists

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.