9 Steps to Get the Most Out of Mindbody

Mindbody connects your business to millions of fitness and wellness lovers. The Mindbody community is full of the potential clients you want to attract — they're more loyal to studios, gyms, salons, and spas like yours and tend to spend more money on fitness and wellness.  

To help you make the most of Mindbody, we've put together eight tips for getting the most out of the Mindbody platform. Learn how to handle everything from client inquiries to following up with prospects within the software. Here are some common problems your business may encounter and how Mindbody can help you solve them. 

1. Attract more clients

Your business should be discoverable in the places where people are searching to attract new clients — and even to be booked more frequently by existing ones. 

Craft an irresistible listing in the app. Introductory offers are a great way to give a hesitant potential customer the extra nudge to commit. Use your listing to maximize your earning potential by ensuring it’s appealing and easy to find through features like Promoted Intro Offers. Double-check what your listing looks like by doing a simple search in the app, on the Mindbody consumer website, or by reviewing business details directly from your software.  

How Mindbody can help: List your business on the Mindbody App to reach a broader audience and set up promoted intro offers to help you stand out in a competitive market. Using the Branded app feature, you can also increase your exposure and get booked more frequently by your existing clients with a personalized app. 

2. Manage appointments and class schedules

Managing class schedules and client appointments can be hectic and error-prone if you're doing it manually. 

Implement a scheduling platform to simplify and organize the process for your clients and staff. Clients should be able to seamlessly book classes and appointments online wherever they can find and book your service. As for employees, they should be able to view and update their work schedules themselves. 

How Mindbody can help: Mindbody's scheduling feature helps you organize and grow your business by easily setting up your schedule for classes, appointments, or a mix of both from a single screen. Clients can also choose their spots in class before they arrive, and staff can view classes and appointments so they can prepare accordingly.

Plus, with the Mindbody Business app, your staff can schedule and manage bookings, check clients in, handle cancellations, and collect payments—all from their mobile devices. The Business app provides your team with the tools they need to stay organized and deliver a seamless experience, no matter where they are.  

3. Follow up with prospects

How you handle and engage prospective clients will determine if they become lost opportunities or clients. 

Establish a follow-up process to communicate with leads after the initial contact. Follow-ups should include a strong sales strategy to nurture leads from interest to conversion. This includes establishing a sales cadence for contacting prospects via text, phone, and email and tracking your progress. 

How Mindbody can help: With the lead management feature, you can segment your prospects based on their interests, preferences, and behaviors and tailor your communications to suit their needs. You can then establish a series of steps and follow-up interactions. Our built-in lead management system coordinates your sales funnel to track the next steps, nurture clients, and turn leads into memberships. 

4. Manage client relationships

As your business grows, keeping track of individual client preferences, history, and interactions can become overwhelming. 

Use a client management platform to enhance client relationships. Record every interaction, preference, and purchase to offer personalized service, improve client loyalty, and identify opportunities to re-engage inactive clients. 

How Mindbody can help: The client management feature provides detailed profiles for each client, including visit history, billing information, preferences, and membership details, such as their birthday. With these capabilities, you can deliver personalized experiences, follow up expiring client intro offers, and ensure clients feel valued and connected to your business. The client management feature also automates check-in so clients can sign themselves into classes.

5. Engage your clients

Consistent and personalized communication is essential for fostering loyalty and making your clients feel valued.  

Marketing tactics, such as email and SMS marketing, can help you stay connected to your clients. For instance, marketing emails like newsletters, can clients updated on special offers, events, and new services. Additionally, SMS marketing enables you to provide real-time updates and reminders to clients about class schedule changes, special promotions, and appointment confirmations.  

How Mindbody can help: Mindbody’s Marketing Suite makes it simple to execute all these strategies. With tools for email and SMS marketing, you can easily create, schedule, and automate campaigns that speak directly to your audience’s needs. The suite also allows you to segment your client base, ensuring your messaging is relevant and targeted. 

6. Understand business performance

Without precise data, it isn't easy to understand how your business is performing or where improvements are needed. 

Staying current on data-driven insights helps optimize and maintain your operations. From sales and clients to payroll and staffing, these metrics enable you to make informed and timely decisions. 

How Mindbody can help: Your business can explore performance metrics and gain insights using the reporting feature. You can run reports daily to get a comprehensive look at revenue sources, track hours and payroll, and even monitor your inventory.  

7. Fill empty slots

Empty classes or appointment slots mean lost revenue and underutilized resources. 

Boost your bookings during slow times with dynamic pricing strategies and automated waitlists to fill last-minute cancellations.  

How Mindbody can help: The Late Cancellation Window Automation feature helps you manage cancellations and fill the vacant spots in your classes automatically. With the "Start First to Claim," waitlisted clients respond to a text to secure the spot, while the "Continue to Auto-add" option automatically fills spots in the order clients joined the waitlist.  

Additionally, you can boost your business further by listing on the ClassPass app for free, which helps attract new clients. To maximize your revenue by filling empty spots, use SmartTools to dynamically price your services based on live availability and demand.

8. Capture every client opportunity

When you're managing the day-to-day operations, it’s easy to miss opportunities to engage with clients and prospects, especially outside of business hours. 

Use an AI assistant to communicate with clients and prospects, capture every opportunity to handle inquiries, and encourage bookings day and night. AI-driven assistants can provide personalized recommendations, answer frequently asked questions, and offer relevant upsell opportunities when your staff isn't available. 

How Mindbody can help: With Messenger[ai], you can drive sales, answer questions, and embrace automation-first customer experience — all while your team is busy working with clients. You can train Messenger[ai] to respond to questions and booking requests in your brand voice with custom responses. You can also text members about scheduling changes, answer questions, and send important updates. 

9. Secure business financing

Whether you're expanding your business or investing in new equipment, not having immediate access to the funds you need can be a problem. 

Apply for flexible financing designed specifically for fitness, beauty, and wellness businesses. Quick funding can help you tackle your business goals sooner rather than later.  

How Mindbody can help: With Mindbody Capital, you can get the financing you need to grow without the lengthy application process of traditional loans. The funds are available quickly and can be used for anything your business needs. Payments are flexible and based on sales.