FAQ and Troubleshooting
Common questions and what to check first.
Is this a two-way sync?
The booking side is one way: bookings made in Calendly become appointments in Mindbody, and appointments created directly in Mindbody are not pushed out as new Calendly bookings. It is not fully bidirectional. It does, however, read your Mindbody availability and use it to keep your Calendly booking pages accurate, so the times offered always reflect what is open in Mindbody.
A slot shows in Calendly that is already booked in Mindbody
This should not happen, because availability is read from Mindbody each time the page opens. The usual cause is a page that was opened earlier and left sitting: the times shown are from when it was opened. Refresh the page for a current read. If a visitor books such a stale slot, Mindbody declines it and your team is alerted, rather than a double-booking being created.
I changed a staff member's availability in Mindbody but the booking page looks the same
Reopen or refresh the booking page. Availability is read fresh on each open, so a new page view reflects the change. If a page still looks wrong after refreshing, check that the change was to the same staff member and service the page is mapped to.
A booking page shows no times at all
That means Mindbody currently has no open slots for that staff member and service in the next 30 days. Check the staff member's Mindbody schedule and confirm the appointment type is offered at that location. If availability exists in Mindbody but not on the page, contact support.
How are staff matched between Mindbody and Calendly?
By a pairing set at onboarding: each Calendly host, identified by the email on their Calendly account, is linked to a Mindbody staff member by Mindbody Staff ID. If a host's availability is not updating, confirm that pairing is in place for that host and service. The staff member's Mindbody email does not need to match their Calendly email.
Does a booking made in Calendly show up in Mindbody?
Yes. A completed booking is written into Mindbody as an appointment on the matched staff member's calendar, with the client created or matched by email, within about a minute.
Are new client profiles created in Mindbody automatically?
Yes. When a new client books through Calendly, CalendarConnect automatically creates their profile in Mindbody. If the client already exists, their record is updated with the latest information.
Can I map Calendly custom questions to Mindbody fields?
Yes. Custom question answers from Calendly intake forms can be mapped to Mindbody custom fields and client indexes during configuration.
How does multi-location mapping work?
Each Calendly event type can be mapped to a specific Mindbody location, appointment type, and staff member, so different booking pages route to different locations automatically. See Locations and multi-site.
We are opening a new location or adding staff. What do we need to do?
Coordinate it with APIANT support. Once the site, location, or staff member exists in Mindbody, email support@apiant.com the site, location, staff, and time zone details. APIANT reconfigures your CalendarConnect account settings to include the new site, locations, and staff, and verifies the booking pages with you. New sites, locations, and staff are not picked up automatically; they are set up by APIANT. See Locations and multi-site.
Does the integration change anything in Mindbody or Calendly?
In Mindbody it writes appointments for bookings made through Calendly, and nothing else; your staff manage their calendars as usual. In Calendly it updates the availability on the event types it manages. It does not change your buffers, minimum notice, or daily caps, which stay as you set them.
Is a free trial available?
Yes. A free trial option is offered. Contact APIANT for details.
Who do I contact?
support@apiant.com. Include your business name and, for a specific page, which studio and service it books. Do not send passwords or API keys by email.