Conversions

Conversion FAQs

What is a data conversion?
A data conversion is the process of taking data that you have collected from your old system and converting it into your MINDBODY site. This allows for an easy transfer from your old client management system to your new MINDBODY system.
I need a conversion, where do I start?
You will first need to determine which type of conversion fits your needs. Visit our Overview Page and find your best match, then select "More Info" for learn more details about the conversion process. Please note that any prerequisites for a conversion must be completed before you send in your data.
What do you convert?
We try to convert as much data as necessary to get the daily operations of your MINDBODY system up and running as quickly as possible. In some cases, we do not recommend importing certain information to ensure optimal performance of your system. We will guide you through the process and decide what data is imperative and what can be left out.
How long will it take to get my conversion done?

This depends on what type of conversion is needed and how complicated it is. From start to finish, simpler conversions (typically involving a list of clients only), will take approximately 2-3 weeks to complete. More complex conversions (which typically involve billing information or information from another software), will take 3-4 weeks to complete.

To break this down a bit, the preparation for a conversion may take anywhere from 1 to 2 weeks, while we review your data and clarify any uncertainties with you. Once all questions are answered, we will schedule your data conversion. Depending on the complexity of your conversion, this is typically scheduled within one to three weeks. The data conversion itself will take anywhere from 4-6 hours and will be completed the same day for which it is scheduled.

How much does a data conversion cost?
Your first conversion is free! What a deal. If you need any further data work after you have already used your initial free import, then this will fall into billable data work at a rate of $92/hour.
What file types do you accept for a conversion?

We accept the following types:

  • Excel Spreadsheet (.xls)
  • Comma Delimited File (.csv)
  • Text File (.txt) (tab delimited)
  • Access Database (.mdb/accd)
  • SQL Server Backup (.bak)
  • V Card (.vcf OR .vcard)
How do I export my data?
Read our detailed export instructions.
Will exporting my data cause any harm to my current software?
A data export is like taking a snapshot of your database and printing it out in electronic format. It will not harm your current software. If you have questions about exporting data from your current system, you may want to contact your current software's support so that they can guide you through the process.
Can I use my site while a conversion is in progress?
Sure, you can. We encourage you to continue to work on your system set up and trainings. However, to avoid any data duplication, it is best to not enter any real client records. For example, if you send us a client list then begin adding the same clients while your conversion is in process, we run the risk of creating duplicate client records. This means more work for you, as you'll have to manually merge these client records later on (bummer, right?).
I've already had a free conversion, what do I do if I need data work?
Send us an email to conversions@mindbodyonline.com with the details of what you need.
Can I have a test conversion?
Manipulating data requires working with a wide number of tables at different levels of complexity and therefore, we do not do "test" or "practice" imports. Before the conversion process is complete, most of our clients typically add test clients (i.e. Mr. Test, Test) to practice and familiarize themselves with the system.
What if I notice something wrong with my conversion?
Data happens. If we experience a problem, it is possible for us to update, redo or fix certain parts of a conversion. During this time, it is best not to use your data until we have fixed the issue. Please contact us immediately if something appears incorrect, and we will work with you to resolve it as soon as possible.
What are some common things that you convert?
  • Client contact and profile information - Your clients' names, addresses, phone numbers, emails, birthdates, etc.
  • Billing information - Your client's credit card numbers, bank account numbers, and billing address information. We provide a secure FTP box for you to upload your sensitive information. It is important that you take the necessary steps to ensure that credit cards are not encrypted.
  • Teacher and staff information - Your staff members' names, addresses, phone numbers, emails, etc.
  • Retail products - We can import product details such as cost, selling price, barcode numbers, descriptions, suppliers, colors, inventory levels and sizes.
  • Arrival history - Most commonly used for gyms, the arrival history lists the dates and how many times a client visited your facility. It does not give details on classes attended or staff members who provided services.
  • Attendance history - Most commonly used for businesses that offer classes and appointments and wish to retain a history of these visits for their clients. This includes the date, time, type of service, and the staff member who provided the service.
  • Current balances on account - We recommend zeroing out all balances on your current system, but if you are unable to do so, we can bring the current balance or credit over to your MINDBODY software as a single line item.
  • Current remaining sessions on account - We can bring over the number of sessions or visits remaining for existing purchases in your clients' accounts. For example, John Smith has 5 classes remaining on his 10 class card.
  • Unredeemed gift cards - Any gift cards that have not been redeemed by the recipient can be imported into MINDBODY so that you can redeem them when the recipient shows up to use their gift. All gift cards will be imported as pre-paid gift cards.
  • Future booked appointments - Any future appointments that need to be booked in your new MINDBODY system.
Is there anything you don't convert or recommend not to convert?
There are a few types of information that we do not recommend transferring to your MINDBODY system. In some cases, data is not suitable for transfer and may end up causing more headaches in the long run. Old sales data is a good example. It is often impossible to match up old sales records into your MINDBODY system, so we recommend avoiding this type of conversion. If you have old sales data, it is best to simply keep it in its original format as a record of past sales.
Can you convert my data over the weekend?
The data conversions department is closed on weekends.
How do I keep track of my transactions during a conversion?
We recommend tracking your transactions manually. Many clients use pen and paper or a spreadsheet. Once your conversion is done, you can simply go back and enter it into your MINDBODY system. The maximum amount of time you'll need to keep track of your business on pen and paper is one day.
How do I know when to upload my data to the FTP site?
Most data can simply be emailed to us. However, for sensitive information such as credit card and ACH banking information, you can use our secure FTP site to transfer your data to us. We will provide you with a unique username and password during our review and clarification process.