General Setup & Options

Location: Toolbox => Setup => Options => General Setup & Options

Summary

The General Setup & Options screen contains many options that fine tune how your MINDBODY System operates. This page of the User Guide lists and describes each option, in the order in which they appear on the screen.

System Settings

Auto Emails

Checked: (Enabled) The Auto Emails Feature is enabled, which means that the system will automatically send emails to your clients when certain events, such as reserving a spot in a class or booking an appointment, occur. To setup Auto Emails, follow this menu path: Toolbox => Setup => Auto Emails.
Unchecked: (Disabled) The Auto Emails Feature is disabled, and the system will not automatically send emails to your clients.

Auto Email Format

HTML: Sends the Auto Emails in HTML format, which means that formatting will be retained in the email.
Plain Text: Sends the Auto Emails in Plain Text format. Plain text is not as visually appealing as HTML format, but some virus checker programs block HTML formatted emails.

Automated Mobile Text Messages

Checked: (Enabled) Clients can receive Auto Emails in the form of text messages on their cell phones.
Unchecked: (Disabled) Auto Emails may not be sent as text messages.

Client Rewards Program

Checked: (Enabled) The Client Rewards Feature is enabled, to learn more click here. Client Rewards Program Settings may be altered at the bottom of this screen.
Unchecked: (Disabled) The Client Rewards Feature is disabled.

SMTP Mail Server Address

Enter the SMTP mail server address for the email account used in the "Business Reply To Email" Field in your Auto Emails.

Mail Server Username

Enter the username for the email account used in the "Business Reply To Email" Field in your Auto Emails.

Mail Server Password

Enter the password for the email account used in the "Business Reply To Email" Field in your Auto Emails.

Mail Server Port

Enter your outgoing SMTP port here. Most outgoing mail servers use port 25.

Mail Server Timeout

If you use your own outgoing email server (SMTP) to send MINDBODY emails, you can change the mail server timeout length. Meaning, you can control how long our server tries to send an auto email through your server before giving up. If you have an issue with double auto emails being received by your clients, then you may want to lengthen the timeout length. Adjust the time, in milliseconds, in the Mail Server Timeout dropdown box.

Martial Arts Belt Tracking

Checked: (Enabled) Activates the Martial Arts Belt Tracking System, which allows you to assign class types to belts, and belts to clients.
Unchecked: (Disabled) The Martial Arts Belt Tracking System is not enabled.

MINDBODY Finder Opt-In

Enabling this feature will advertise your services outside of MINDBODY to applications such as iPhone apps and internet search widgets.

Navigation Tabs - Default Upper Case

Checked: (Enabled) Displays the text on the Navigation Tabs in upper case.
Unchecked: (Disabled) Displays the text on the Navigation Tabs in the default case. You can change the text of the Navigation Tabs by using the Language Settings Screen. Choose Toolbox, Setup, Language Settings

News/Events

Checked: (Enabled) Display scrolling text in the banner area, to the right of your logo. To enter the text for News & Events, choose Toolbox => News & Events.
Unchecked: (Disabled) Do not display text in the banner area.

Payroll Integration

If you use ADP or Exact Payroll Services, both third-party companies that can be hired to process your payroll, you can export your Payroll Report into a CSV file (Microsoft Excel compatible file) that is formatted to ADP or Exact Payroll's preferences. Select ADP, Exact Payroll, or None from the dropdown menu.

Ignore Discounts when Calculating Payroll

Checked: (Enabled) The price for services, before discounts are applied, is used to calculate percentage-based payroll.
Unchecked: (Disabled) The discounted price for services is used to calculate percentage-based payroll.

Online Store

Checked: (Enabled) Activates the Online Store Feature, which is part of the setup to sell products and services online
Unchecked: (Disabled) Disables the Online Store Feature. You will not be able to sell products and services online.

Resource Scheduling

Checked: (Enabled) Enables the Resources Feature. Resources are rooms or pieces of equipment that you can use to determine where classes or appointments are to be held.
Unchecked: (Disabled) Disables the Resources Feature.

Note: The following four options are only displayed if the Resource Scheduling option is enabled.

Resources for Classes & Events

Checked: (Enabled) Assign Resources to Classes and Events.

Unchecked: (Disabled) Do not assign Resources to Classes and Events.

Resources for Appointments

Checked: (Enabled) Assign Resources to Appointments.

Unchecked: (Disabled) Do not assign Resources to Appointments.

Room Schedule Block Length

The blocks, or time increments, that are displayed on the Resources Tab.

Room Reservations - Show Client Name

Checked: (Enabled) In Business Mode, display the name of the client who reserved the Resource.

Unchecked: (Disabled) List the name of the Supervisor (Instructor or Teacher) who reserved the Resource.

Retail Products & Inventory

Checked: (Enabled) Sell Retail Products, and activate the Inventory Feature.
Unchecked: (Disabled) Do not sell Retail Products.

Sales Team Management

Checked: (Enabled) Enables the Contact Log Feature and additional reports for managing your clients.
Unchecked: (Disabled) The Contact Log Feature is not available.

Contract Log Forecasting

Checked: (Enabled) A box titled "Forecast Amount" is positioned inside each contact log to forecast sales revenue. Once the relevant service revenue category is assigned, the forecasted sales amounts will be saved in the contact log and may be viewed per revenue category on the Contact Log Report.

Unchecked: (Disabled) Contact logs function without sales forecasting.

Third Party Payers

Checked: (Enabled) A dropdown box to the far right of your Payment Methods screen allows you to assign full or partial payment to a third party (any client marked as "Company") who will eventually pick up the bill.
Unchecked: (Disabled) Third party payers may not be assigned.

Default Tab on Page Load (Consumer Mode)

Select from the dropdown menu the page that will load by default when clients log in to the MINDBODY System. Note: this feature will be overridden by the links you create using the Links & Shortcuts Generator.

Default Home Tab to Client Profile

Checked: (Enabled) Default is set to the Client Profile.
Unchecked: (Disabled) Default is set to the Home Page.

Use Arrival Programs

Checked: (Enabled) This creates a new type of program called "Arrival," which can be used to create series that aren't related to a service. Instead, client is deducted a visit every time they sign-in (ideal for gyms and health clubs). Please note you must log out for this change to take effect.
Unchecked: (Disabled) Arrival programs are not enabled.

Generate Random Promotion Codes

Checked: (Enabled) Random promotion codes may be generated by clicking the [Generate Random] Link on the Promotions Screen.
Unchecked: (Disabled) The [Generate Random] Link on the Promotions Screen is removed.

Require Contact Log Type

Checked: (Enabled) This feature will force staff members to tick at least one of the Contact Log Type checkboxes above a new Contact Log.
Unchecked: (Disabled) Staff do not need to designate a Contact Log Type in order to add new Contact Logs.

Enable Contact Log Subtypes

Checked: (Enabled) This feature will allow you to add and activate Contact Log Subtypes from the Contact Log Subtypes Screen.
Unchecked: (Disabled) Contact Log Subtypes are not enabled.

Client Management

Account Purchases - Allow All Clients

Checked: (Enabled) Allows either all of your clients - or none of your clients - to run up a tab with your business (i.e., make a purchase on account).
Unchecked: (Disabled) A "Charge House Account" option appears on all of your clients' Profile screens. This checkbox is unchecked by default, meaning that clients cannot make purchases using "Account" as a payment method.

Allow Client Negative Balances

Checked: (Enabled) Allows your clients to make purchases on accounts.
Unchecked: (Disabled) The system will not allow for clients to make purchases without credit on their account.

Allow Client Negative Balances in AutoPays

Checked: (Enabled) Clients will be able to incur account debt from AutoPays.
Unchecked: (Disabled) Clients will not be able to incur account debt form AutoPays.

Automatically Reconcile Unpaids

Checked: (Enabled) After a visit is canceled, the system checks for current Series and Package that can reconcile unpaid visits for the client, and automatically reconciles them.
Unchecked: (Disabled) Unpaid visits are not automatically reconciled.

Auto Select Client

Checked: (Enabled) When only one client is matched from the Client Lookup screen, the system automatically selects the matching client, and displays the Contact Info screen.
Unchecked: (Disabled) Even if only one client is matched from the Client Lookup screen, the system displays a list of clients from which you can select.

Children's Program Features

Checked: (Enabled) Use Emergency Contact and additional Age features.
Unchecked: (Disabled) Do not use Emergency Contact and additional Age features.

Client Alerting

Checked: (Enabled) The Client Alerts item will appear in the Clients menu.
Unchecked: (Disabled) The Client Alerts item in the Clients menu does not appear. No alerts will fire.

Client Doc Uploads

Checked: (Enabled) The Documents screen will appear to the right of the Account Details screen when you lookup a client's profile. Staff have the ability to upload documents to a client's Documents Page.
Unchecked: (Disabled) The Documents screen does not appear.

Client History Windows - Default

Enter the default date range (in months) from the current date for purchases as it will affect your client's Account Details, All Purchases, and Visits screens.

Constant Contact Integration

Checked: (Enabled) Allows MINDBODY to update Constant Contact mailing lists with client information (opt-in for mailers and email account information) as it's entered or updated in the system.
Unchecked: (Disabled) Your MINDBODY system is not integrated with Constant Contact.

Contract Suspension Fees

Checked: (Enabled) A field for Term Suspension Fee appears on the Suspend Contract Page in which a fee may be applied for the suspension of a client's contract.
Unchecked: (Disabled) The Term Suspension Fee field does not appear.
- Revenue Category - Assign Contract Suspension Fees to a revenue category from the dropdown menu.

Namaste Interactive Integration

Checked: (Enabled) Allows MINDBODY to update your company's Namaste account with client information (opt-in for mailers and email account information) as it's entered or updated in the system.
Unchecked: (Disabled) Your MINDBODY system is not integrated with Namaste Interactive.

ID Cards

Checked: (Enabled) Client ID cards may be issued.
Unchecked: (Disabled) Client ID cards may not be issued.

Insurance Fields

Checked: (Enabled) Insurance fields will be added to invoices and client info.
Unchecked: (Disabled) Insurance fields do not appear.

Ignore/Hide Close Dates

Checked: (Enabled) The Close Date field will not appear on an individual's Profile screen. Regardless of the setting, the Close Date field will appear in the client info for companies.
Unchecked: (Disabled) The Close Date field will appear in the client info and function the same for both individual clients and company clients.

Invoices - Show Credit Card Option

Checked: (Enabled) Instructions will be printed on a client's invoice to fill out their credit card information to be processed once it is returned to you in the mail.
Unchecked: (Disabled) Invoices do not print instructions to make payment using a credit card through the mail.

Invoices - Show AutoPay Option

Checked: (Enabled) The following statement will be printed just below the credit card information on a client's invoice: "Please contact me to setup automatic billing to my credit card or bank account. Phone: _______________________"
Unchecked: (Disabled) The AutoPay option statement will not be printed on a client's invoice.

Lookup Clients by ID

Checked: (Enabled) In the Class Sign-In (CSI) and Make Appointment screens, make Client ID the default Lookup option.
Unchecked: (Disabled) In the Class Sign-In (CSI) and Make Appointment screens, make Last Name the default Lookup option.

Lookup Clients - Search All Clients

Checked: (Enabled) Search all clients, including those that have been marked as Inactive.
Unchecked: (Disabled) Search Active clients only.

Lookup Clients by Middle Name

Checked: (Enabled) Enables the Middle Name search option in the Client Lookup screen.
Unchecked: (Disabled) Does not enable the Middle Name search option in the Client Lookup screen.

Lookup Clients by Nick Name

Checked: (Enabled) Enables the Nick Name search option in the Client Lookup screen.
Unchecked: (Disabled) Does not enable the Nick Name search option in the Client Lookup screen.

Membership Sharing

Checked: (Enabled) Clients have the ability to share memberships and membership discounts between each other using the Shared Membership relationship feature.
Unchecked: (Disabled) Clients do not have the ability to share memberships.

Series Activation Dates - Enforce

Checked: (Enabled) The system uses Series and Packages that have valid Activation and Expiration Dates relative to the date of service.
Unchecked: (Disabled) The system ignores Activation dates, and uses Series and Packages that have valid Expiration Dates relative to the date of service.

Series Activation Dates - Update Automatically

Checked: (Enabled) When creating a new Series & Package, checks the Update Activation Date to First Visit Date checkbox by default.
Unchecked: (Disabled) When creating a new Series & Package, does not check the Update Activation Date to First Visit Date checkbox. You can check this option manually at any time.

Series Sharing

Checked: (Enabled) The Package Sharing feature is enabled. With a Package Sharing relationship, one Package can be shared between several clients.
Unchecked: (Disabled) The Package Sharing feature is not enabled.

Photos

Checked: (Enabled) Client Photos can be loaded into the Contact Info screen, and are displayed in the Class Sign-In screen and Appointment Details screens.
Unchecked: (Disabled) Client Photos cannot be loaded and displayed.

Allow Individuals to Be Prospects

Checked: (Enabled) Enables Prospect Tracking functions for individuals.
Unchecked: (Disabled) Prospect Tracking features are available only for clients identified as a Company.

Add New Client - Default to Prospect

Checked: (Enabled) When a new individual is added, his or her profile is set to Prospect by default. Note: To use Prospects, Sales Team Management must be enabled.
Unchecked: (Disabled) When a new individual is added, his or her profile is not set to Prospect by default.

Add New Client - Default City

If you want a certain city to appear in the city field on your clients' Profile screens as you add new individuals to the system, enter the name of the city here.

Add New Client - Default Gender Option

If your business caters more to one gender than the other (e.g., a women's only gym), this feature lets you set a default gender for every new client added to your system. You can always go back into a client's Profile screen and change his or her gender. Once you set the default gender for every new client added, you'll notice that gender's radio button always selected on the Add New Clients (Clients => Add New Clients) screen. And every time that you Quick Add a client, his or her gender will be set as well (even though the male and female buttons don't show for clients that were quick added).

Add New Client - Default Phone Number Type

When you add new clients, you can decide whether the radio button is marked for adding the client's mobile phone number or home phone number. If your clients typically give you one more than the other, you may select 'Home' or 'Mobile' from the dropdown menu to set either as the default phone number type radio button to be marked.

Purchase History - Default

Checked: Displays the Detail View by default. You can switch to Summary View.
Unchecked: Displays the Summary View by default. You can switch to Detail View.

Schedule Display

Weekly: Display the Client Schedule screen by Week.
Monthly: Display the Client Schedule screen by Month.

Schedule At a Glance - Show Client Account Balances

Checked: (Enabled) Client Account Balances are displayed on the Schedule At A Glance report.
Unchecked: (Disabled) Client Account Balances are not displayed on the Schedule At A Glance report.

Schedule At a Glance - Show Client Series Remaining

Checked: (Enabled) Remaining classes or sessions for each client are displayed on the Schedule At A Glance Report.
Unchecked: (Disabled) Remaining classes or sessions for each client are not displayed on the Schedule At A Glance Report.

Schedule At a Glance - Show Client Phone Numbers

Checked: (Enabled) Client Phone Numbers are displayed on the Schedule At A Glance report.
Unchecked: (Disabled) Client Phone Numbers are not displayed on the Schedule At A Glance report.

Scheduling Suspensions

Checked: (Enabled) This feature enables you to prevent specific clients from reserving classes or booking appointments by using Consumer Mode. Clients can be suspended until specific dates when you or a staff member reserve a spot for a suspended client, a warning dialog box is displayed.
Unchecked: (Disabled) Scheduling suspensions is not enabled.

Show Contract Name in Sign In Instead of Membership Series Name

Checked: (Enabled) The name of the contract the which the client's membership series was sold is displayed on the Sign-In screen.
Unchecked: (Disabled) The name of the applicable membership series is displayed on the Sign-In screen.

Show Membership Summary in Client Home

Checked: (Enabled) A summary of your client's account information will display between the large client buttons on his or her Home screen. This summary is where you can store your clients' Locker Numbers, which are a hot word.
Unchecked: (Disabled) The summary feature is not enabled.

User Defined Search Field for Clients

Checked: (Enabled) A user-defined field is available in the Client Information screen, and also available in the Client Lookup screen. By default this field is labeled "Company". This label can be changed by using the Language Settings screen (choose Toolbox, Setup, Language Settings).
Unchecked: (Disabled) The user-defined field is not available.

User Defined Field in Schedules

Checked: (Enabled) A user-defined field is displayed in the Appointment Schedule screen and Schedule At A Glance Report.
Unchecked: (Disabled) The user-defined field is not available.

Address Line 2 Field for Individuals

Checked: (Enabled) Clients can have a second address line on their Profile screens to designate suite, flat, or apartment numbers.
Unchecked: (Disabled) Clients get one address line and Companies get two. The Address Line 2 Field is only available if a client profile is configured as a Company profile.

Use Costume Management

Checked: (Enabled) Activates the Costume Tracking Feature, which allows you to enable products as costumes, assign costumes to classes or workshops, collect payment for costumes, and print costume lists.
Unchecked: (Disabled) The Costume Tracking Feature is not activated.

Use Client Measurements

Checked: (Enabled) In conjunction with the Costume Tracking Feature, Use Client Measurements will allow you to store your clients' height, waist, girth, head, tights, bust, hip, inseam, and shoe sizes to their Profile Screens for use in costume lists.
Unchecked: (Disabled) Client Measurements are not enabled.

Install Logo

The Webscheduler displays your logo in the upper-left corner, and, if you click on it, will open a new browser window that points to your studio website.

Delete Image: Click on this link to delete the current image.

If you click on Delete, then the Browse and Upload buttons are made visible and active.

Browse Button: Browse, or search, for the file that you want to use as a logo.
Upload Button: Upload the image that you have selected. This image is displayed in the upper-left corner of your Webscheduler.

Consumer Mode Settings

Allow New Clients to Create Accounts

Checked: (Enabled) Anyone viewing your Webscheduler can create a client account.
Unchecked: (Disabled) New accounts cannot be created by anyone.

Allow Existing Clients to Create Logins

Checked: (Enabled) Logins can be created by clients who are already listed in your database.
Unchecked: (Disabled) Logins cannot be created by clients. With this option disabled, if you want clients to use your Webscheduler, then you will have to create the login for them.

Billing Info - Store Automatically

Checked: (Enabled) Automatically store credit card information when making sales in Business Mode.
Unchecked: (Disabled) Do not automatically store credit card information. You can still store information when making the sale by checking the Store Billing Information checkbox, which is visible on the Retail Point of Sale screen when processing a sale with a payment method of CC(Swiped).

Forgot Password

Checked: (Enabled) Enables the Forgot Password feature, which enables clients to setup a secret question and answer to prompt them in the event that they forget their password. As the studio owner, you can also reset client passwords.
Unchecked: (Disabled) The Forgot Password feature is not enabled. If clients forget their password, the studio owner, or a staff member with the appropriate Access Privileges will have to reset the password.

Help Tab

Checked: (Enabled) Display the Help tab in Consumer Mode.
Unchecked: (Disabled) Do not display the Help tab in Consumer Mode.

Info Required for Existing Clients to Create Logins

First and Last Names: Only First and Last Names are required to create a login.
First and Last Names or ID: Clients can use First and Last Names or their ID number, which is their barcode ID number.
First and Last Names and ID: Clients are required to enter the First and Last Names and their ID (barcode number).

Location - Update on Login

This feature is only for multiple location MINDBODY system. If you enable it, then clients will be assigned the location they choose when they log in; but only if the client doesn't currently have a location assigned on his or her Profile screen.

Security Verification Required to Login

Please click here to learn about Security Verification

Scheduling Cutoff for Same-Day Services

Not Used: There is no cutoff time for clients to reserve classes or book appointments on the current day.
Select Time: You can select the time of day that clients can no longer reserve classes or make appointments on the current day.

Scheduling Hours

24 Hours per Day: The Webscheduler can be accessed by clients 24 hours per day.
Custom: The Webscheduler can only be accessed between the Start Time and End Time. If you select this option, then the following two fields are displayed:
- Scheduling Start Time: The time of day that the Webscheduler opens for clients.
- Scheduling End Time: The time of day that the Webscheduler closes for clients.

Scheduling Restriction - Day of Month Scheduling Opens for Next Month

You can set a start date every month that determines when clients can schedule services by changing the value in the dropdown menu to a day of the month from 'Unrestricted.' This restriction affects classes, workshops, and appointments. This restriction applies to non-members only, however Member Day of Month Scheduling Restrictions can be set up per the membership tier in Membership Options.

Service Notes in Online Store

Checked: (Enabled) Service Notes, that you add to Series & Packages, are displayed when clients make purchases online.
Unchecked: (Disabled) Service Notes are not displayed when clients make purchases online.

Show Home Studio in Sign Up Form

Checked: (Enabled) A dropdown box will appear on the Sign Up Form in which clients may specify the location that they visit the most frequently.
Unchecked: (Disabled) The dropdown box will not appear on the Sign Up Form.

Website Link Tab

Enter the address (URL) of your studio website, such as www.MINDBODYonline.com. This adds another Navigation tab, displayed only in Consumer Mode, which will direct clients to your studio website. If you do not want this Navigation tab to be used, then leave this field blank, and the tab will not be displayed.

Online Store Settings

Sell Your Own Products Online

Checked: (Enabled) Enables Retail products to be sold online, in addition to services.
Unchecked: (Disabled) Retail products will not be sold online.

E-Commerce Order Fulfillment Location

Online Store: Select this option if online product orders are processed from a location that is different than one of your studio locations.
Studio Location: Select the Studio Location from which online orders are processed.

Media Handshake URL

We have a great way to secure your media (read Media Management) using what's called a handshake link. But to use this feature, you'll need to 1) host the media on your own server and 2) have access to someone with strong web development skills. The way the handshake link works is, you install a random character generator on your server - the same server where the media is hosted.

You save the random character generator's link here. Then, every time media is accessed by your clients, the MINDBODY system uses the link to generate a random character string from your website. We then send it back to your website. Your website says, "yes, that is the correct random character string I just sent you. Now here's a link with that random character for you to view your media." And the MINDBODY system uses the link with the random number to display your media.

This secure handshaking between your MINDBODY system and the server hosting the media does two things: One, it forces clients to view media inside your MINDBODY system. Two, it doesn't allow them to copy links and reuse them later. Because your server is constantly deactivating previously created handshake links, there is no way for clients to reuse a media link.

Ship-From City

Enter the City Name from which online orders will be shipped. This information is used to calculate shipping costs.

Ship-From State/Prov

Enter the State from which online orders will be shipped. This is information is used to calculate shipping costs.

Ship-From Postalcode

Enter the Postalcode from which online orders will be shipped. This information is use to calculate shipping costs.

Shipping Methods

FedEx: Select to use Federal Express.
UPS: Select to use UPS.
USPS: Select for US Postal Service
Note: Even if you do not use Federal Express or UPS to ship products for online orders, one of these Shipping Methods must be enabled for the Products tab to be available in the Online Store.

To read our full article about shipping, please click here

Allow In Store Pickup

Checked: (Enabled) All Online Store orders will give your clients the option to pick up their order at your business, thus negating the order's shipping charge. Your Online Orders Report will list the item's status as "In Store Pickup."
Unchecked: (Disabled) Your clients will not be given the option to select In Store Pickup instead of choosing a shipping method.

Free Shipping Threshold

Enter an amount to enable free shipping. Any purchase made in your Online Store over the amount you have entered in this field will qualify the client for free shipping. If you accidentally enter 0 or $0, then every Online Store purchase wil have free shipping. Leave this field blank to disable free shipping.

Allow Shoppers to Select Faster Shipping

Checked: (Enabled) Clients will have the option to choose a faster shipping service for their orders upon checkout.
Unchecked: (Disabled) Your MINDBODY system will automatically calculate the least expensive shipping method; clients will not have the option to select a faster method for shipping.

Shipping Weights Measured In

Kgs: Select to enter Shipping Weights in kilograms.
Lbs: Select to enter Shipping Weights in pounds.
Note: Accurate measurements are essential for calculating accurate shipping costs.

Show # In Stock to Public

Checked: (Enabled) The number of items in stock (in inventory) is displayed.
Unchecked: (Disabled) The number of items in stock is not displayed.

Hide Out of Stock Products

Checked: (Enabled) Items that are out of stock are not visible.
Unchecked: (Disabled) All items are visible, even if they are out of stock.

Allow Out of Stock Orders

Checked: (Enabled) Allow online orders to be placed if the item is out of stock.
Unchecked: (Disabled) Do not allow online orders to be placed if the item is out of stock.

Show Logo on Online Gift Certificate

Checked: (Enabled) Company logo is displayed on emailed PDF version of gift certificates purchased online.
Unchecked: (Disabled) Company logo is not displayed on emailed PDF version of gift certificates purchased online; instead the area is left blank.

Gift Certificate Contact Information (Leave Blank for Default)

Enter contact information for your company to be displayed on gift certificates purchased online to direct the recipient in redeeming the gift. If this field is left blank, default company information from the Business & Location Info screen will be displayed automatically.

Sizing Chart URL

Add a link to a page that shows sizing information for clothing. This sizing chart will be available in the Online Store as a popup link. Note: The link must begin with "http://"

Color Swatch URL

Add a link to a page that shows the available colors for your products. This color swatch link will be available in the Online Store as a popup link. Note: The link must begin with "http://"

Media Handshake URL

This is the URL of a page that MINDBODY can call to acquire authentication information when accessing media links. If left empty, MINDBODY will not attempt authenticating media links. Note: The link must begin with "http://"

Enabled Partner Stores

Partner Stores is a feature that allows you to resell third party products from your MINDBODY Online Store. Once you enabled this feature, you won't have to do any of the order fulfillment once someone buys a partner's product. It's a very easy way to earn a commissions on every third-party product sold from your website. Click here to learn more.

To learn more about our Partner Stores, click here.

At the bottom of the Partner Stores section on your General Setup & Options screen is the Selected Charity Dropdown Box. Use this box to select the charity which your clients may donate to through your Online Store. To learn more about the Charitable Contributions Feature, click here.

Policy Text/Custom Wording

Cancellation Policy

The text for the Cancellation Policy of the studio. The Cancellation policy is displayed in Consumer Mode in the My Schedule screen. Clients can cancel classes, events and appointments from this screen, in accordance with the Cancellation windows that you have setup in the Class/Event Options and Appointment Options screen.

Liability Release

Checked: (Enabled) Clients must agree to the Liability Release (from the Liability Release Text box, below) before they can create their account.
Unchecked: (Disabled) The Liability Release text is not displayed when clients create their accounts.

Liability Release Text

The text for the studio's Liability Release. If the Liability Release option (above) is enabled, this text is displayed when clients create their accounts.

Purchase Policy

The Purchase Policy for the studio. This text is displayed on the when clients make purchases online.

Welcome Paragraph Text

The text displayed on the first page of the WebScheduler, before the client or staff member logs in. This text can customized by using HTML tags. Leave this text box blank to display the default text.

Schedule Settings

Setup Holidays/Closed Days

Use this tool to setup the day on which your studio is closed.

Click on the link to display the Closed Days/Holidays screen.
Enter the date range and description.
If only specific programs are closed, then select them. If the entire studio is closed, then make sure All/Business Closed is selected.
Click on the Schedule New Closed Day/Holiday button. The day is added to the list of Closed Days.

Note: If you need to remove a scheduled Closed Day, find the day in the list, and, to the right of the day, click on Remove.

Retail Settings

Add Item - Default To

In the Retail Point of Sale screen, select which category of the Add Item pane should be active by default:

Products - Lookup: Lookup a Retail Product.
Products - Quick Adds: Select a Product from the Quick Adds list.
Services: Select a Service and then a package to pay for the service.
Credit/Gift Cards: Sell a gift card.

Add Services - Default To

All/Force Selection: The Program or Department must be selected first.
Specific Program/Department: Specify which Program or Department will be displayed first.

Add Gift Cards - Default To

Choose to issue gift cards by default to an Undesignated recipient, an Existing Client, or a New Client from the dropdown box.

Assignable Gift Cards - Allow Undesignated

Checked: (Enabled) Gift cards may be issued to Undesignated recipients.
Unchecked: (Disabled) Gift cards must be assigned to an individual in the system.

Generate Random Gift Card ID

Checked: (Enabled) By using the Generate Random link on the Retail screen, staff may generate random numbers for clients' gift cards.
Unchecked: (Disabled) The Generate Random link disappears from the Retail screen when selling gift cards (recommended if you buy gift cards with numbers already printed on them).

Auto Add Products to Ticket

Checked: (Enabled) When products are selected in the Add Item box, they are automatically added to the Ticket. This speeds up the checkout process.
Unchecked: (Disabled) Products are not automatically added to the Ticket. After you look them up, click on the Add Item button to add them to the Ticket.

Auto Load Selected Client

Checked: (Enabled) The most recent client that you were viewing is automatically inserted in front of the "CLIENT:" field when you click on the Retail Tab.
Unchecked: (Disabled) When you click on the Retail Tab, you must lookup the client you wish to checkout.

Auto Open Receipt Print Dialog

Checked: (Enabled) The Receipt Print box is opened automatically when you click on the Save Print Receipt button.
Unchecked: (Disabled) The Receipt Print dialog box is not opened automatically when you click on the Save Print Receipt button. The Preview window is displayed. To print the receipt, on the Preview window, choose File, Print.

Auto Complete Closed Date

Checked: (Enabled) If a client is a prospect or does not have a close date, when he or she completes a sale for a positive amount, the system will automatically populate the client's close date. This applies to purchases made from your Retail screen (Business Mode) and those made from your Online Store (Consumer Mode).
Unchecked: (Disabled) Upon completion of a sale for a positive amount, your prospect's close date is unaffected.

Cash Drawers (Multiple)

Checked: (Enabled) Enables the Multiple Cash Drawer feature. Users will be required to select a Cash Drawer when they login.
Unchecked: (Disabled) The Multiple Cash Drawer feature is not enabled.

Use Secondary Categories

Checked: (Enabled) You may assign a secondary revenue category to products and services. A column titled "Secondary?" will appear on the setup screen for revenue categories.
Unchecked: (Disabled) You are limited to a single revenue category for products and services.

Category & Supplier Filters

Checked: (Enabled) Use Product Category and Supplier filters when searching for Products in the Add Item box.
Unchecked: (Disabled) Do not use Product Category and Supplier filters when searching for Products.

Commissions

Checked: (Enabled) The Commissions feature is enabled. You can setup commission on Series & Packages, and Products.
Unchecked: (Disabled) The Commissions feature is not enabled.

Split Commissions

Checked: (Enabled) If your staff occasionally split the commission on products or services, then the system will split each employee's commission rate for one item and apply the split rates, respectively, to both employees splitting the commission.
Unchecked: (Disabled) The Split Commissions feature is not enabled.

Commissions - Auto Select Recipient

Checked: (Enabled) The performer of the service is selected by default to receive the commission. You can manually select another performer. Staff members who earn commissions must have the Commissions checkbox enabled in the Teachers And Staff screen.
Unchecked: (Disabled) You must select who receive the commission at the time of the sale.

Commissions - Force Selection

Checked: (Enabled) Your staff must indicate an employee or select "None" from the "Commission to:" dropdown box on the Retail screen before adding items to the ticket.
Unchecked: (Disabled) Your staff may add items to the ticket without specifying a commission recipient.

Contracts - Default Start Date Restriction

Use this feature to have all new contracts start on the 1st, 15th, last day of the month, 1st or 15th, or the 15th or last day of the month. It's a great way to ensure that your auto pays batch and settle on the same day. Each contract also has its own "Contract Start - Restrict Day of Month" dropdown box on the Contracts & Packages screen where you may set start dates for individual contracts different from the default start date.

To adjust this feature, choose a date restriction from the dropdown box.

Contracts Offset Activation Dates

Checked: (Enabled) Enables the Offset Activation feature on your Retail screen, which lets you offset the date between selling a contract and when the series inside the contract is actually activated.
Unchecked: (Disabled) Removes the Offset Activation feature from the Retail screen.

Discounts - Default To

Amount: Discounts are defaulted to a currency amount. You can manually select Percentage.
Percentage: Discounts are defaulted to a percentage of the total. You manually select Amount.

Default Inventory Location

You may select a location to serve as your Default Inventory Location from the dropdown box as it will appear automatically on new purchase orders or inventory tickets. If your business does not have a Default Inventory Location, you may select "No Default."

Easy Upgrades

Checked: (Enabled) Upgrades are made available on the Retail screen, given that the client has paid for unused series amounting to more value than that of the upgrade that the client wishes to purchase. On the Retail screen, once an item is added to the client's ticket, the Account payment method becomes "Account - UPGRADE AVAILABLE" when the ticket is eligible for an upgrade.
Unchecked: (Disabled) Eligibility for an upgrade on account is not indicated on the Retail screen.

Allow Trade / Upgrade to Equal or Lesser Value

Checked: (Enabled) Clients may trade their existing series for an equally or less expensive series, or upgrade to a more expensive series, from the Retail screen.
Unchecked: (Disabled) Clients may not trade series unless they are using the Easy Upgrades feature.

Invoices - Use Due Date

Checked: (Enabled) You have the ability to have a due date included on invoices printed from the MINDBODY system.
Unchecked: (Disabled) Due dates will not be included on invoices printed from the MINDBODY system.
- Default Due Date Length - Enter a value in this field representing the amount of time, in days, that the client has to remit payment for the invoice.

Lookup Retail Products By

Select the default lookup field when searching for Retail Products in the Add Item box

Barcode ID: Search by the Barcode ID. If you use this option, and you have a barcode scanner, you can scan the item. This is the fastest option.
Description Begins With: Enter the first few letters of the Product Description. This is called a leading-edge match.
Description Contains: Enter any part of the Product Description. This is the slowest option.

Open Tickets

Checked: (Enabled) Tickets can be saved without the sale being completed. Then you can return to the ticket later, and complete the sale.
Unchecked: (Disabled) Tickets cannot be saved without the sale being completed.

Pay For Services With Package

Checked: (Services Lookup) When you check out an appointment, packages that can pay for the appointment will automatically be looked up on the Retail screen, making them stand out more than the standalone series that can pay for the appointment. Why would you do this?
Unchecked: (Today's Services) The system will only display series or memberships that can pay for the appointment, not packages.

Pay For Another Client Default

Checked: (Services Lookup) When you press the [Pay For Another Client] Button on the Retail screen, your system will automatically revert to Services Lookup.
Unchecked: (Today's Services) When you press [Pay For Another Client] Button on the Retail screen, your system will automatically revert to Today's Services for the client you are viewing.

Prompt to Store Billing Info

Every time you use a client's credit card at the point of sale, you have the opportunity to save the client's credit card information. You simply check the box next to "Store Billing Information" located just below the Ticket window. If this box is checked, the system encrypts the client's card number and saves it inside his or her Profile screen. After that, you can charge the client's credit card for AutoPays or Retail screen sales without needing his or her physical card.
This feature makes a popup appear that prompts staff members to check the "Store Billing Information" box. This encourages staff to save as many credit cards as possible, helping out with returns, AutoPays, and collecting payment when a card isn't present.

Receipt Message Line 1

Text that is displayed on the sales receipt.

Receipt Message Line 2

Text that is displayed on the sales receipt.

Receipts - Include Receipt Messages on Invoice

Checked: Receipt messages will be displayed on printed invoices. The "Save Print Invoice" Button will appear at the bottom of the Retail screen for all sales types.
Unchecked: Receipt messages will not be displayed on printed invoices. The "Save Print Invoice" Button will only appear at the bottom of the Retail screen for sales on account.

Receipts - Show Client Address

Checked: (Enabled) Display the client address on the sales receipt.
Unchecked: (Disabled) Do not display the client address on the sales receipt.

Receipts - Show Individual Package/Contract Items

Checked: (Enabled) On your client's receipt, each item contained in the contract/package purchased, as well as the individual price for each item, are displayed.
Unchecked: (Disabled) On your client's receipt, only the name of the contract/package purchased and total price are displayed.

Receipts - Show Barcode

Checked: (Enabled) The barcode for the Sale ID is shown on the receipt.
Unchecked: (Disabled) The barcode for the Sale ID is not shown on the receipt.

Receipts - Show Sales Rep

Checked: (Enabled) When a sales rep is selected while making a purchase on the Retail screen, his or her name will be printed on the receipt.
Unchecked: (Disabled) Regardless of whether a sales rep is selected, sales reps names are not printed on purchase receipts.

Receipts - Show Manufacturer ID

Checked: (Enabled) Printed receipts will display product manufacturer IDs beneath their descriptions.
Unchecked: (Disabled) Manufacturer IDs will not be printed beneath product description on receipts.

Require Sales Rep in POS

Checked: (Enabled) You may not complete a sale without first assigning a sales rep.
Unchecked: (Disabled) Sales rep is not necessary in completing a sale.

Shipping Charges in POS

Checked: (Enabled) Shipping charges may be calculated for items in POS.
Unchecked: (Disabled) Shipping charges may not be calculated for items in POS.

Tips

Checked: (Enabled) Enables the Tips Feature. Tips can be given to Teachers, Instructors and Staff.
Unchecked: (Disabled) Does not enable the Tips Feature.

Tips Included in Cash Drawer & Payroll

Checked: (Enabled) Tips are not paid out in cash, but are included in the Cash Drawer report and Payroll report.
Unchecked: (Disabled) Tips are paid out daily.

Use Professional Products

Checked: (Enabled) Whenever Professional Products are sold through the Retail Screen to a staff member, the staff member's payroll will always be deducted regardless of what payment method was used at the POS. When you enable this feature, a cash payment method called Staff Charge will be activated. It is recommended that you use this alternative payment method for the purchase of professional product.
Unchecked: (Disabled) Professional Products are not enabled; the Staff Charge Payment Method is inactive.

Generate Random Barcode IDs

Checked: (Enabled) Your MINDBODY System will generate a random 10-digit number to every new product barcode.
Unchecked: (Disabled) Your MINDBODY System will generate a barcode number that is sequentially one number greater than the last default MINDBODY barcode number generated.

Barcode Label Printer Hardware

Choose from the dropdown menu the make and model of barcode label printer hardware used to run your business. If you do not print barcode labels, select 'None.'

If you are setting up a Dymo Labelwriter 400 Turbo

Use Variable Barcodes

Checked: (Enabled) Use this option when prices are encoded into the product's barcode. Note, only the product identifying section of the barcode should be entered.
Unchecked: (Disabled) Variable barcodes are not enabled.

Click here to learn more about using variable barcodes.

Staff Display Options

Alternative Teacher Display Names

Checked: (Enabled) Teachers are listed by their nicknames, as entered in the Display Name Field on their profile screens. If checked, this option overrides the Show Teacher Last Names on Schedules Option.
Unchecked: (Disabled) Teachers are listed by their first names.

Show Teacher Last Names on Schedules

Checked: (Enabled) Displays the first and last names of teachers on the schedule, as entered on their profile screens.
Unchecked: (Disabled) Displays only the first name's of staff.

Merchant Account Processing Settings

Credit Card Swiper

Checked: (Enabled) The Credit Card Swiper can be used.
Unchecked: (Disabled) The Credit Card Swiper cannot be used.

Display No Authorization Credit Card Payment Methods

Checked: (Enabled) Display Credit Card sale types that do not require authorization. This can be used if Integrated Merchant Account Processing is not being used to make sales appear as credit card sales.
Unchecked: (Disabled) These payment methods are not available on the Retail Point of Sale screen.

Number of Days to Resubmit Declined AutoPays

Select from the dropdown menu a value, in days, from zero to thirty to serve as the maximum length of time in which a declined AutoPay may be resubmitted.

SmartBatching - Auto Batch & Settle

The automatic batch and settle feature functions so that all credit card transactions are collected ("batched") and settled at the end of the day to be sent to the merchant processor (Applied Merchant Systems). For accounting purposes, you can choose to batch transactions by card type and entry mode (keyed or swiped) or by location, card type, and entry mode. To learn more, click here.

MINDBODY recommends enabling SmartBatching for all locations so that your transactions are settled automatically every night. If SmartBatching is disabled, there is the possibility that you will forget to batch and settle your transactions before the fall out of the authorized state.

Client Rewards Program Settings

The Client Rewards Program offers your clients a point based system in which they can recieve rewards for 1) referring a client, 2) buying something, or 3) booking services online. You determine how many points each of the above actions earn. With this feature, you can set a minimum amount of points needed for a client to redeem points. And you peg the exchange rate for points-to-cash.

Once a client reaches the minimum amount of points needed, he or she can use the points as a payment method on your Retail Tab or Online Store. To learn more about client rewards, click here.

Value of One Point

This is where you provide the point-to-cash ratio. For example, if you enter .001 into this field, then every 10 points earned will be equal to $.01. Taking this example further, a client with 10,000 points could purchase $10 of services or products.

Points Per Dollar Spent

This is the number of points earned for every whole dollar your client spends on the Retail screen or Online Store. For example, if you typed "10," then your clients would earn 10 points for every dollar they spent.

Minimum Points to Redeem

This is the minimum amount of points that your clients must earn to start redeeming their points. For example, if you set this at "1000" then clients couldn't redeem any points for services or products until their collective points equaled 1,000.

Points Earned for Purchases

These are the points your clients will earn every time they make a purchase. You can make points earned by purchases less than a whole number, much like how the airlines industry will sometimes award frequent flyer miles by calculating in decimals and then rounding down to the nearest whole number.

Points Earned for Referring a Client

Every time you create a Referred By client relationship between two clients, this is the amount of points that the referrer will automatically receive.

Points Earned for Online Booking

These are the points your clients will earn every time they book a workshop, class, or appointment online.

Require Opt-In for Client Rewards

Checked: (Enabled) A checkbox titled 'Rewards Opt-In?' will appear on you clients' Profile screen. Check this box to enabled Client Rewards for this client only.
Unchecked: (Disabled) The Client Rewards feature will be enabled or disabled for all clients.