The process outlined in this article ensures a smooth transition from MINDBODY Online (*MBO) to zingfit for your studio(s) and your customers. The process will involve working with a zingfit Project Coach (*PC) to process two migrations of data through MBO’s Data Export Service - one for initial review, and one for final launch - in addition to migration of credit card data directly to Stripe’s servers. Please keep your MBO access open for 1 full month after migration, in the event of needing access to reporting or customer information.
Process Overview
1. Kickoff Call to confirm migration dates and answer any unique business needs
2. Client Sends Data Requests to MBO
What’s included in the request? A request for both studio data and customer credit card data (credit card data will be uploaded directly to Stripe.) The request will include 2 dates- 1st for the initial migration, 2nd for Launch Day.
Why two data requests? The initial migration allows the client and zingfit PM to review the data together. The client will then have an opportunity to make any changes in MBO before final migration occurs on Launch Day.
Is there a cost involved? MBO does charge a total fee of $600 for both data exports.
4. Client will be asked by MBO to authorize the studio data request
5. MBO exports data to zingfit and Stripe
7. Client completes all other onboarding tasks such as training
8. Client and PC schedule 30 min review of the Initial Migration data imported to client’s zingfit tenant
9. Client prepares for Launch Day
Remove/merge duplicate customers
Book into any otherwise-empty classes in your schedule
Any series/contracts that should come in Offline, are deactivated in MBO
Let customers know about the upcoming change to your scheduling platform
Cancel or postpone any other Launch Day commitments
9. Launch Day (Tues, Wed, or Thurs)
The client shuts down the ability for customers to buy from the MBO system.
Client and PC conduct a final data review after the migration is complete
zingfit pushes all data live
We recommend keeping your MBO account open for 1 month post-Launch Day so that you can still have access to any data and reporting you may need
What data comes over from MBO?
Customer information, including:
First name, last name
Email, phone, & physical address
Birthdate, first class, emergency contact, gender
Pricing options and contracts (except for any class credits that activate in the future, after migration day)
Payment history (Visa and MasterCard are not distinguished in MBO data, so payments are all lumped under Visa on import)
Attendance - all under Migration Credit series (ie: without revenue recognition as MBO does not provide the pricing options used to book a class)
Store credit (from MBO account balances) Inactive customer accounts are brought over as deleted - but sales data is still available
Class schedule, including:
Instructors
Class types
Class times (Only classes that have at least one person booked into them come over in migration.)
Products, including:
Pricing Options/Contracts
Product names and prices (including size, color, and supplier)
Product categories
Frozen memberships/contracts
Payment Types (any that can not be mapped to existing zingfit payment types are brought over for historical reporting reasons, but made unavailable for use)
Positive gift card balances (for any gift cards sold via MindBody)
Transaction and payment history
This will not match MBO historical reports 100%. Several factors are at work here:
We do not bring over returns
There can be sales of products/series for which we do not have the product or series in the export file. It seems that these are all for very old products that have been discontinued or deleted from the MBO system.
Other anomalies, such as 0 quantity sales for which we just have no way of determining how to handle.
What data does not come over from MBO?
Not migrated, very important to note:
Series and contracts on a customer’s account that activate in the future (after the final migration day)
Customer relationships (eg: husband, wife)
Negative customer account balances. (The client will want to track those balances separately, or settle the debt prior to migration day.)
Customer passwords
Product inventory counts
Tax rates (make sure these are set up in zingfit prior to migration day) Instructor pay rates and payroll info
Unassigned gift cards. Please export a list of these and we can import them on your behalf
Not migrated, other:
Customer referrals
Groups and customer group membership
Promotion codes and promotion-related data
Customer’s actual spot in the room
Site content header and footers
System-sent emails
Back-end staff users and roles (The user comes over if previously set-up in MindBody, but needs to be set up as a back-end user again with system access.)
Waitlist class status and list of waitlisted customers per class
Customers' marketing email subscriptions opt-outs. This guide has details on how to remove from your Mailchimp those who have opted out of your Constant Contact subscriber lists
Please note: It’s a good idea to download and keep as many MBO reports as needed for accessible records of transaction, payment, and attendance history. Many studios then use these reports to create a spreadsheet document so they can continue to search through that data as needed.
These items can be created in your zingfit tenant prior to migration and will not be wiped upon Final Migration:
Customer referrals
Configuration of System Emails
Groups and customer group membership
Staff notes written about customers
Promotion codes and promotion-related data
Back-end staff users and roles (The user comes over if previously set-up in MindBody, but needs to be set up as a back-end user again with system access.)