CRMConnect v3.9 – Next Appointment Sync (Mindbody → HubSpot)
Every contact now carries their next upcoming appointment (name, date, time, staff, location) in HubSpot, recomputed from their live Mindbody schedule so reschedules and cancellations are always reflected. Next-class fields use the same recompute, and clients with no email and no phone can be excluded from syncing.
Applies to CRMConnect: Mindbody → HubSpot v3.9 or higher.
Overview
This release adds next appointment tracking to every HubSpot contact, and makes the existing next class fields reschedule-proof.
Before this version, HubSpot had no reliable answer to a simple question: when is this client coming in next? Appointments synced to the Mindbody Appointments deals pipeline, but nothing on the contact record tracked the client's next upcoming appointment. When a client rescheduled, there was no accurate "next appointment" to segment on, trigger workflows from, or reference in outreach.
What changed in one line: every contact now carries their next upcoming appointment and next booked class, recomputed from their live Mindbody schedule every time something on that schedule changes, so a reschedule, cancellation, or completed visit is always reflected.
How it works
Whenever a client's schedule changes in Mindbody, CRMConnect reads that client's full upcoming schedule (the next 365 days) and writes two things to the HubSpot contact:
- The soonest upcoming appointment with a status of Booked or Confirmed
- The soonest upcoming class they are booked into
Because the sync always recomputes from the complete schedule rather than reacting to a single event, the fields cannot drift. Even if one event were missed, the very next booking, cancellation, or visit (or the daily check) recomputes everything from the source of truth.
When the fields update
| Schedule change | Fields update |
|---|---|
| Appointment cancelled | Instantly |
| Class booked, changed, or cancelled | Instantly |
| Class completed | Within 15 minutes |
| Appointment booked, changed, or completed | Within 15 minutes |
| Daily safety check | Once a day, every client with upcoming appointments |
New contact properties
Nine new properties on the HubSpot contact describe the next appointment:
| HubSpot contact property | Internal name | What it contains |
|---|---|---|
| Next appointment | mindbody_next_appointment_name | The appointment's service name, e.g. Fitness Assessment |
| Next appointment date | mindbody_next_appointment_date | Date of the appointment |
| Next appointment date and time | mindbody_next_appointment_datetime | Full date and time |
| Time of next appointment | mindbody_next_appointment_time | Time of day |
| Next appointment day | mindbody_next_appointment_day | Day of the week, e.g. Monday |
| ID of next appointment | mindbody_next_appointment_id | The Mindbody appointment ID |
| Next appointment location | mindbody_next_appointment_location | Location name |
| Next appointment staff | mindbody_next_appointment_staff | Staff member's name |
| Next appointment updated date | mindbody_next_appointment_updated_date | When CRMConnect last recomputed these fields |
If a client has no upcoming appointments or classes, all of the fields are cleared and the updated date is stamped, so an empty field genuinely means "nothing scheduled" and you can tell when that was last confirmed.
Next class fields are now reschedule-proof
The existing next-class properties (Next class booked, its date, time, class ID, and location) keep their names and keep working exactly as before. What changed is how they are computed: they now come from the same full-schedule recompute described above, instead of being updated class-by-class as individual booking events arrive. The practical effect is that a client who cancels one class and books another always shows the correct next class.
Optional: skip clients with no contact information
Some businesses have Mindbody client records with no email address and no phone number (walk-ins, imported records, family members). Your integration settings include an option to exclude these clients from syncing.
This is a per-account choice, and syncing every client remains the standard behavior: unless the option is turned on for your account, all clients continue to sync to HubSpot exactly as before. What v3.9 changes is that when the option is turned on, it is now applied consistently: clients with no email and no phone are not created or updated in HubSpot.
For accounts using this option, there is one deliberate exception: a sale, membership, or contract always creates the contact, even with no contact info, so revenue and membership records are never dropped.
If you'd like this option turned on (or off) for your account, contact us.
Things to know
- These are contact properties, not deals. The Mindbody Appointments deals pipeline is unchanged; this release adds the client-level "next appointment" view that was missing.
- New properties are created automatically when your account is updated to v3.9. No manual setup in HubSpot is needed.
- Only Booked and Confirmed appointments count toward the next appointment. Cancelled, completed, and no-show appointments are skipped.
FAQ
A client rescheduled their appointment. What shows in HubSpot? The new appointment's date, time, staff, and location, within 15 minutes of the change. Cancellations update instantly.
A client cancelled their only upcoming appointment. What happens? All next-appointment fields are cleared and the updated date is stamped, so workflows can react to "no longer has anything scheduled."
Can I trigger HubSpot workflows from these fields? Yes. That is the main use case: segment or automate on the next appointment date, day, staff, or location, or on the fields becoming empty.
Do I need to change anything in my existing lists or workflows that use the next-class fields? No. The next-class property names are unchanged; they simply update more reliably now.