Mindbody
Mindbody Overview
Our API integration with Mindbody allows users to become fitness center members and sign up for free classes and personal training sessions. It does not support all functionality offered by Mindbody. Please continue reading for set-up instructions, limitations, FAQs, and other important details of our Mindbody integration.
Mindbody and HqO
End User Functionality
Users can become a Fitness Center member from their HqO-powered app
Users can sign up for classes/personal training sessions via the app if these offerings are part of their membership contract
HqO Admin Functionality
We only pull in information from Mindbody into the app; we don't store Mindbody data in HqO. Mindbody memberships, registration, and class bookings will still remain in Mindbody’s admin portal.
Limitations
You must have Mindbody tier Accelerate 2.0 or higher
We do not support PAID appointments or classes - all purchases will need to be via contracts. We cannot collect payments for individual classes. If the team wants to collect payment for classes they can sell a monthly membership with class access or class packs.
Mindbody’s API requires that contracts assigned to members match the pricing contracts assigned to classes/appointments. Please refer here for troubleshooting steps.
We only support charging for contracts on the sale date and do not support scheduling payments on other autopay schedules.
Configuring Mindbody
Kickoff and activation
Complete this form with the details of your Mindbody account and what you are using Mindbody for
Once we receive this form, HqO will begin the activation process in Mindbody
We will send you an activation code and link with instructions to follow to connect your gym to our account for the integration
We recommend you add servicebooking@hqo.co as a staff (employee) member and gym member
Adding servicebooking@hqo.co as a staff (employee) member will allow us to verify all settings are correct in your Mindbody account. We will not make any changes without your approval.
Adding servicebooking@hqo.co as a gym member will allow us to verify that class booking is enabled, if applicable.
Once kickoff and activation steps are complete
Create a utility button
Please reach out to your Customer Success Representative and ask them to set up a utility button for Service Booking on your behalf.
Configure service booking
Add basic information
Step One: Go to “Modules”, select “Service Booking”
Step Two: Click “Create New”
Step Three: Upload a service provider image
Step Four: Select “Integration”. Choose MBO (Mindbody) from the dropdown.
Step Five: Enter the Service Provider Name, Subtitle, and Long Description
Step Six: Add your Studio ID to the “Site ID” field
Step Seven: Complete the additional fields
If you have a booking window (i.e. you can book only 7 days in advance), add “7” to the field titled “Booking Window Start”.
Fill in additional fields
Linkout Label - What will the linkout be called in the app?
Linkout Icon - What will the linkout icon look like?
Linkout URL - Where will the linkout go? (This can be a provider’s website or any other URL.)
Management email - If the user clicks “contact us” in the mini-app, who should get the email with the questions?
Add membership and registration logic
Enable Membership Sign-up checkbox: If this box is enabled, registration must also be enabled.
If you want users to be able to register for the Mindbody gym from within their HqO app, check this button. It will enable the registration and membership purchase flows for that location.
Enable Registration checkbox: If the membership sign-up checkbox is enabled this must also be enabled.
Users can register in the app (by filling out the 'Contact Information' form) as part of the booking or contract purchase process
Notes: Registration is a required pre-requisite step in Mindbody for any user to book a service or purchase a membership contracts
Or they can register in person at the gym
Or they can register directly with that provider in their Mindbody consumer mode UI
If enabled:
Unregistered users can register in the app when booking a service or purchasing a membership contract (if Enable Memberships is also true)
Registered users can book/purchase as normal
If disabled
Unregistered users can not register in the app therefore cannot book a service or purchase a membership
Already registered users can book and purchase a membership contract (if Enable Memberships is also true)
Enable Promotion Code: Check this box if you would like members to be able to use a promo code at checkout.
Attaching to a Utility Button
If your Customer Success Representative has created a Service Booking utility button already: Select the desired utility button from the drop-down.
If you haven’t created a Utility Button yet, you can proceed with saving the page while this is left blank. Ask your Customer Success Representative to create the utility button and this will update accordingly.
Group/class services and Appointment services checkboxes
Select which services your fitness center offers
Add Liability Waiver attachment (optional)
Upload a file here, users will have to check a box in the registration flow to acknowledge that they’ve seen it.
This is not currently sent anywhere and no list of users who have completed this step is available (except via HqO’s internal backend tracking tools); it’s assumed that if a user has been able to complete the flow to sign up, they have checked the box/agreed to the waiver.
Your fitness center team has the ability to add their waiver to a contract, and users must type their name at the end of the purchasing flow to “sign” the waiver. This would be configured within Mindbody and not HqO Admin.
Click the “Create” button, and you’re all set!
Now, when you click on the utility button in the app, you should see the gym and schedule!
Regional Availability
Mindbody is primarily available in the US but can be set up outside of the US as well.
If you would like to use Mindbody outside of the US, please contact your Customer Success representative.