Sync Timing and Reliability

Different kinds of data move on different clocks. This page tells you what to expect, so you can design flows with confidence.

What updates instantly

These sync within seconds to about a minute of the change in Mindbody, via webhooks:

• Client creates and updates (profile fields, status, preferences)
• Appointment bookings, cancellations, and status changes, including the recompute of the profile's upcoming-appointment fields
• Sales (Placed Order and Ordered Product events)
• Membership activations and cancellations
• Contract creations, status changes, and cancellations

What updates on a schedule

• Appointment sweep, every 15 minutes: a safety net that reconciles recent appointment changes in case a webhook was missed.
• Visits, nightly: yesterday's check-ins update each visitor's last-visit date, last visited studio, and visited-locations trail.
• Sales sweep, daily: a reconciliation pass over the previous day's sales that catches anything a webhook missed. Because every event carries a unique identifier, a sale that arrived both ways still appears exactly once.

Ordering and consistency

• Profile properties always reflect the latest state, even if two changes happen close together; the most recent write wins.
• Events are immutable history: they keep the values (including the studio name) that were true when they happened.
• If Mindbody or Klaviyo is briefly unreachable, syncs retry automatically. The scheduled sweeps are the second line of defense, so brief outages self-heal without data loss.

Duplicate prevention

Every event is written with a stable unique identifier derived from the Mindbody record (for example, the sale id). Klaviyo treats a second arrival of the same identifier as the same event, so retries, sweeps, and re-imports can never double your revenue numbers or double-trigger a flow.

Designing flows around timing

• Flows triggered by events (like Post-Purchase) fire within about a minute of the real-world action.
• Flows triggered by segments that depend on nightly data (like visit-based win-backs) advance once per day, which matches how those audiences actually change.
• Use Klaviyo's Smart Sending as your guard rail against a client receiving several emails in quick succession when multiple triggers fire together.