Data Reference: What Syncs
Exactly what CalendarConnect reads from Mindbody and writes to Calendly, in both directions.
CalendarConnect moves two things: your staff's real availability from Mindbody to Calendly, and completed bookings from Calendly back to Mindbody. This page lists exactly what is read and written in each direction. Mindbody is always the source of truth.
How updates reach Calendly
Availability is not copied on a timer. It is recomputed on demand: the moment a visitor opens one of your booking pages, CalendarConnect reads that staff member's live open times from Mindbody for the next 30 days and rewrites the Calendly event's availability for that host. The page then opens showing those times. Because the read happens at view time, the times are current the instant the visitor sees them, with no polling delay and no stale slots to clear. For the full timing and reliability story, see Availability freshness and reliability.
Availability written to Calendly (Mindbody to Calendly)
| Mindbody source | Calendly destination | How it maps | Updates | Notes |
|---|---|---|---|---|
| Bookable slot start and end times (for an appointment type, staff, location) | Date-specific available time intervals on the host's event-type availability schedule | Open times are grouped by date, adjacent and overlapping intervals are merged, and written as that date's available times; each write fully replaces the host's rules for that event type | On demand, each time the booking page opens | 30-day forward window |
| Mindbody staff member (by Staff ID) | Calendly host on the event type (by Calendly account email) | Each Calendly host is paired with a Mindbody Staff ID at onboarding; that staff member's availability is written to that host | Static mapping, set at onboarding, refreshed when staff change | The pairing is configured, not inferred from matching emails |
| Appointment type and location | Calendly event type | Each event type is tied to one Mindbody appointment type at one location; only that type's open times feed it | Static mapping | Event types are dedicated to CalendarConnect, so their availability is fully managed by the sync |
| Studio time zone | Availability schedule time zone | The studio's time zone is sent with the schedule so Calendly shows studio-local times | Static per site, set at onboarding | Daylight saving is handled by the zone |
Bookings written to Mindbody (Calendly to Mindbody)
When a visitor completes a booking in Calendly, the booking is written back into Mindbody so your front desk sees it without any manual entry.
| Calendly source | Mindbody destination | How it maps | Notes |
|---|---|---|---|
| Invitee email, name, and phone | Mindbody client | The client is matched by email, or created if new | Email is the match key |
| Booking question answers (for example gender, birthday, comments) | Mindbody client profile fields | Mapped from the booking form to the client | Optional per event, only what the event asks |
| Scheduled event time, host, and service | Mindbody appointment | Booked on the matched staff member's calendar, unpaid, at the studio-local time | The same booking is never written twice |
What is not changed
- CalendarConnect does not change your Calendly event settings such as buffers, minimum scheduling notice, or daily booking caps. Those stay exactly as you set them and apply on top of the synced availability.
- It does not write marketing or profile data beyond what is needed to hold the appointment. It creates or matches the client, nothing more.
- It does not alter staff working hours or calendars in Mindbody. Mindbody remains where your team manages their time.
Resources
- Data dictionary spreadsheet (Google Sheets): every mapped field and rule at a glance.
- Availability freshness and reliability: the full story of what updates when.
- Time zones and daylight saving: how times stay correct.