ZoomConnect Multi-Site: Shared Zoom Meetings

Prefer a visual version? See the Multi-Site Walkthrough (Slides) for a slide-by-slide tour of everything on this page.

What Multi-Site does

ZoomConnect Multi-Site lets two or more Mindbody sites share the same Zoom meetings. When a class is offered on more than one site, clients who book it on either site receive their own unique join link to one single Zoom meeting. Each site keeps its own Mindbody database, its own rosters, its own client emails, and its own reporting. Nothing about your client data is merged or shared between the businesses.

This is the right setup for studios that partner or merge while staying independent, for franchises with a corporate schedule, and for any group of sites that wants to stream one class to clients from multiple locations.

A note on Mindbody's side: Mindbody's cross-regional features share client records between linked sites, not class schedules. There is no Mindbody-level combined schedule, so ZoomConnect Multi-Site is the way shared classes work.

The two types of classes

Shared classes exist on two or more sites and point to one Zoom meeting. One site is the Master: it creates the Zoom meeting. Every other site is a Linked site: it finds the Master's meeting and registers its own clients into it.

Single-site classes exist on one site only and work exactly the way ZoomConnect always has: a class assigned to a designated Mindbody Zoom room gets its own meeting on that room's Zoom account. Moving to multi-site does not change anything about your single-site classes.

How shared classes match

The integration matches a class across sites using two things:

1. A class code in the Class Notes, written in square brackets, for example [101].
2. The exact same start time on every site.

The rules that make this work:

• One code per class type, not per time slot. "Vinyasa Flow" gets one code; every scheduled instance of it carries that same code. The code plus the start time identifies each class instance.
• Codes must match on every site. A shared class carries the same code on the Master and on every Linked site. Do not give each business its own code range for shared classes; a shared class with two different codes will not sync.
• Every class in the sync needs a code. Give non-shared classes their own codes in a reserved range (for example [200] and up, or [300] and up) that does not exist on the other site. This keeps them processing normally as single-site classes without accidentally syncing. A class with no code at all is skipped.
• Match the class name exactly in your Mindbody class library. Duplicate class entries that differ only by an extra space are a common trap: you add the code to one entry while the schedule uses the other, and those classes silently miss the sync.

Staff profiles

Instructors who teach shared classes need a staff profile on each site, because Mindbody requires an instructor to schedule the class. The automation does not match classes by instructor; matching is done entirely by class code and start time. That said, we recommend making the Linked site's profile mirror the Master's (same name, same email) for two practical reasons:

• The instructor's name appears in the client emails each site sends, so matching names keeps the experience consistent.
• Instructor start-link emails go to the email address on the staff profile of each site. A profile with a missing or wrong email means that instructor does not receive their start link from that site.

A missing or abbreviated last name does not cause an error; it only affects how the name displays in emails.

Timing windows

Two practical consequences:

• Enter schedules at least 48 hours ahead. A shared class added later than that misses the Master's meeting-creation window and needs a BOT to process (see Troubleshooting).
• The Master must always run ahead of the Linked sites. This is configured by APIANT during setup; you do not need to manage it.

What we need to set you up

• The Mindbody Site ID for every location, and the Mindbody API activated on each site using the site's owner account (only the owner login can activate the API; we send an activation link).
• An admin user for APIANT on each site: support+mbo@apiant.com with administrator-level permissions.
• A contact person at each business for scheduling and testing.
• Your completed tracking sheet: the list of shared classes with their codes, the instructor list, your Zoom room and account mappings, and your email preferences. We prefill as much of this as we can from your existing account and then confirm it with you on a call.

Each additional Mindbody site is added as a linked account under your existing APIANT account (see Linked Accounts for how to switch between them). Billing is a one-time multi-site onboarding fee of $500 (which covers connecting up to three sites) plus a monthly charge per additional location; your booking tier is shared across all connected sites, so plan for the combined volume (see Billing by Bookings and Determining your locations).

Converting an existing single-site account

If you already run ZoomConnect on one site, the conversion has a specific order of operations. Follow it exactly; shortcuts create duplicate Zoom meetings.

1. Add codes to every class first, before the mode switch. Shared classes get their matching codes on both sites; everything else gets a placeholder code in your reserved single-site range. This is what lets your existing classes keep running through the transition.
2. APIANT switches the account to multi-site mode. This is done on our side and coordinated with you, usually on a call.
3. Existing classes inside the look-ahead window are reprocessed with a BOT. Reprocessing generates a new Zoom meeting for each class. The original meetings from before the switch remain in your Zoom account.
4. You delete the old duplicate meetings from Zoom. APIANT does not have access to your Zoom account, so this step is yours. We give you the list of which meeting IDs to keep and which to delete. No client is affected: at this point nothing has been emailed, and the new meetings are the ones clients receive links for.
5. Run a live test before announcing anything (next section).

Testing before go-live

• Schedule one or two real test classes on both sites with matching codes and start times, several days out. Register staff members as the students, and temporarily point the instructor profile's email at a work inbox so all test emails land with your team.
• Because test classes usually sit outside the normal look-ahead windows, APIANT forces them through with BOTs: meeting creation, then client emails. You confirm the join links arrive and that both sites' registrants land in the same meeting.
• Instructor start links cannot be fully tested early. The email sends 1 hour before class start, and the Zoom start link itself is only valid for 90 minutes under Zoom's smart start link rules, so that last confirmation happens on the day of the first real class.
• Pick a go-live day when staff at every location are on hand, and keep your first shared classes to a small set before rolling out the full schedule.

Day-to-day operations after go-live

• Add classes to Mindbody at least 48 hours ahead, with the code in the Class Notes, matching the Master's start time for shared classes.
• Adding a new shared class type means: pick an unused code, add it to the class on every site, update the tracking sheet.
• Classes that stop being shared should drop back to a code in your single-site range.
• You are in control of the schedule going forward; any classes sharing the same class codes sync automatically.

Troubleshooting and BOTs

Forgot the code? Add it to the Class Notes. If the class is inside the look-ahead window, also add the "Zoom Meeting" BOT client to the class roster (a Mindbody client named first name "Zoom", last name "Meeting") and the system reprocesses that class on the spot.

Need to resend emails? Add the "Send Emails" BOT client to the class roster, or contact support. See BOT - "Send Client Emails" and BOT - "Send Instructor Emails".

Not sure which classes have codes? Use the class audit form in your APIANT account: run the "MBO Class Audit Form" automation, pick a date, and it lists that day's classes across your sites with the Notes column, so you can spot missing or mismatched codes in one view instead of opening each class.

A client says they did not get the email: verify the address in Mindbody, then have them check Spam, Junk, Promotions, and Trash. Ask them to add no-reply@apiant.com and no-reply@zoom.us to their contacts, and to search all mail for the class title.

FAQ

Do shared classes need a Zoom room on the Linked site? No. The Master site's room assignment controls which Zoom account hosts the meeting. Linked sites can leave the room unassigned.

Can a Linked site host its own shared class? Yes, with an override setup where that class is treated as Master from the Linked site. This is configured with APIANT; ask support.

Does multi-site share our client lists between the businesses? No. Each site keeps its own database, rosters, and reporting. The only thing shared is the Zoom meeting itself.

What if the two businesses want different email text? Each site has its own email templates, contact email, and branding. They are configured independently during onboarding.

Do we need more Zoom accounts? Usually not. Shared classes use the Master site's Zoom accounts. A Linked site only needs its own Zoom account if it also runs its own single-site classes. The one rule that always applies: classes running at the same time each need their own Zoom licensed user, since one host can only run one meeting at a time. Three overlapping virtual classes means three licensed Zoom users. See Adding a Licensed User.

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Questions? Contact support@apiant.com. We are here to help.