HubSpot → Mindbody Reverse Sync

**Applies to:** CRMConnect – Mindbody <-> HubSpot **Version:** v3.7 and later **Audience:** CRMConnect users and HubSpot administrators

Overview

CRMConnect syncs data automatically from Mindbody to HubSpot. For the reverse direction — pushing data from HubSpot back to Mindbody — CRMConnect provides trigger-based sync using custom HubSpot contact properties.

This means the reverse sync is not on a schedule. Instead, you control exactly when and which contacts get pushed to Mindbody by setting specific properties on the HubSpot contact record — either manually or through HubSpot workflows.

Reverse Sync Trigger Properties

CRMConnect creates three custom HubSpot contact properties that each trigger a different reverse sync behavior when their value is changed.

1. Push to Mindbody (push_to_mindbody)

The primary reverse sync trigger for creating or updating a client in Mindbody.

• How to use: Set the property value to the Mindbody location name where you want the contact to be synced.
• What happens: CRMConnect routes the request to the correct Mindbody site based on the location value, then creates or updates the client in Mindbody with the contact's current HubSpot data.
• Best for: New leads captured in HubSpot (e.g., from forms, ads, or manual entry) that need to be created in Mindbody.
• After sync: The property is automatically cleared so it can be triggered again in the future.

**Multi-location support:** If you have multiple Mindbody locations connected, the location name you enter determines which Mindbody site receives the contact. CRMConnect automatically manages location routing.

2. Update Mindbody (update_mindbody)

A convenience trigger that simplifies the push for contacts that already exist in Mindbody.

• How to use: Set the property to any value (e.g., "true" or "yes").
• What happens: CRMConnect automatically detects the contact's existing Mindbody location from the contact record and triggers the push — you don't need to specify the location manually.
• Best for: Updating existing Mindbody clients with changes made in HubSpot, without needing to know which Mindbody location they belong to.
• After sync: The property is automatically cleared.

**When to use this vs. Push to Mindbody:** Use **Update Mindbody** when the contact already has a Mindbody location assigned (i.e., they were previously synced from Mindbody). Use **Push to Mindbody** when you need to specify which location to create a new client in.

3. Fetch Mindbody Update (fetch_mindbody_update)

The reverse of push — this triggers a re-pull of the Mindbody client's current data back into HubSpot.

• How to use: Set the property to trigger a refresh (e.g., "true").
• What happens: CRMConnect reads the client's current data from Mindbody and updates the HubSpot contact with the latest information.
• Best for: Force-refreshing a contact's Mindbody data in HubSpot without waiting for the automatic sync cycle, or after making changes directly in Mindbody that you want reflected in HubSpot immediately.
• After sync: The property is automatically cleared.

What Data Gets Pushed to Mindbody

When using Push to Mindbody or Update Mindbody, the contact's core profile fields are sent from HubSpot to create or update the client in Mindbody:

How to Activate the Reverse Sync

Option 1: Manually on a Contact

1. Open the HubSpot contact record.
2. Find the Mindbody property group in the left sidebar.
3. Set the appropriate property:
   • Push to Mindbody — enter the Mindbody location name
   • Update Mindbody — set to any value
   • Fetch Mindbody Update — set to any value
4. Save the contact. CRMConnect processes the sync instantly.

Option 2: Via a HubSpot Workflow

Create a HubSpot workflow to automate the reverse sync based on your criteria. Common examples:

• New form submission → Push to Mindbody: When a lead fills out a form, automatically set "Push to Mindbody" to the appropriate location.
• Lifecycle stage change → Update Mindbody: When a contact's lifecycle stage changes, set "Update Mindbody" to push the updated contact to Mindbody.
• List membership → Push to Mindbody: When contacts are added to a specific list, push them to Mindbody.

**HubSpot plan requirement:** Workflows require HubSpot **Pro Hub** or higher.

Daily Rate Limiting

To protect against excessive Mindbody API usage, all reverse sync paths enforce a configurable daily limit on the number of Mindbody updates.

• How it works: CRMConnect tracks the total number of reverse sync operations per day. If the limit is exceeded, additional sync requests are paused until the next day.
• When the limit is reached: The contact's "Status of Mindbody Update" property is updated with a message indicating the daily limit was exceeded and the update will retry the next day.
• Default limit: Configured in your CRMConnect settings. Contact APIANT support to adjust the limit if needed.

Automatic Timezone Sync

When a contact's Mindbody Location property changes in HubSpot, CRMConnect automatically updates the contact's timezone based on the Mindbody location's timezone setting. This ensures that time-sensitive HubSpot features (e.g., workflow scheduling, email send times) use the correct timezone for each contact.

Troubleshooting

Contact was not pushed to Mindbody

1. Check the trigger property — Was it set correctly? It should be cleared automatically after processing. If it's still set, the sync may not have fired.
2. Check the "Status of Mindbody Update" property — If the daily limit was reached, this property will contain a message. Wait until the next day or contact APIANT support to increase the limit.
3. Verify the contact has required fields — The contact must have at least a first name, last name, or email for the push to proceed.
4. Check the Mindbody location name — For "Push to Mindbody", ensure the location name exactly matches a configured Mindbody location in CRMConnect.

Data appears outdated after a push

Use the Fetch Mindbody Update trigger to force a re-pull of the latest Mindbody data into HubSpot.

Need help?

Contact APIANT support with:

• The HubSpot contact URL
• The Mindbody client ID (if known)
• A screenshot of the contact's Mindbody property group in HubSpot