NOTE: We will be referring to Mindbody enrollments and workshops as "workshops" throughout this article.
Timing examples used in this article are based on our default values. Zoom meeting creation is 24 hours before the workshop's start time and email notification timing is 60 minutes before the workshop's start time.
Workshops work a little bit differently than classes because Mindbody doesn't send webhook notifications to APIANT for workshops.
Webhooks are instant notifications sent from Mindbody to APIANT when certain activity happens in the MBO system. Mindbody does not support sending all events to APIANT. For example, MBO Class changes are sent but Workshop changes are not.
Items that don't process for workshops:
- The "Zoom meeting" and "Send email" BOTS do not function with workshops due to missing webhooks from MBO.
- If a client signs up for a workshop after the Zoom link email has already been sent (60 minutes prior to the workshop) they will not receive an email until 10 minutes before the workshop starts.
- Clients are not instantly registered in the Zoom meeting after the zoom meeting has been created, but clients will be registered 60 minutes and 10 minutes prior to the workshop (Automation 05 and Automation 07).
How it Works - The Automations Involved
Automation 01: Create or update Zoom meeting
All clients that are signed up in MBO prior to the meeting being created in Zoom will be registered in the Zoom meeting. Any client that signs up in MBO after the meeting has been created will not be registered into the Zoom meeting at this time. The client will be registered at the time the initial email is sent or at 10 minutes before the workshops starts when Automation 07 runs.
Automation 05: Send emails to clients and instructor
Clients that were registered in the Zoom meeting at the time the meeting was created and any client who signed up prior the initial email being sent will be sent an email at 60 minutes prior to the workshop starting. Any client that signs up in MBO after the email has been sent will be registered in the Zoom meeting and sent the email 10 minutes before the workshop starts when Automation 07 runs.
Automation 07: Last email notification and registration check
This automation runs 10 minutes prior to the workshop start time for clients that have signed up in MBO after Automation 05 has run (after 60 minutes before the workshop starts). Those clients will be registered and sent the email at this time.
The timing for Automation 07 is set to 10 minutes prior to the workshop in order to ensure that all clients who are signed up for MBO workshops and/or MBO classes are registered and sent the email. With the exception that webhooks are not sent to APIANT for MBO workshops but are sent for MBO classes. Clients need to sign up for workshops at least 10 minutes before the workshop start time.
We recommend that you require a cut off time for your clients to sign up for your workshops. Any client that signs up after Automation 07 has run (10 minutes before the start time) WILL NOT get registered in the Zoom meeting nor be sent the join link email.