Migrating from MindBody

Everything your academy runs on in MindBody can come across: your members, their billing, your sales history, and the cards they already pay with. This page is the order to do it in.

Start it from the owner's account. MindBody accepts a cancellation and a data export request only from the owner of the MindBody account, so you need to be signed in as the owner for every step below.

Tell MindBody you are cancelling

MindBody handles cancellations through a customer retention representative, so the first thing you get is a meeting request. Take the meeting, expect an offer to stay, and confirm that you are leaving.

Once you confirm, your final payment is the following month. Everything below happens inside that window.

Start the card export

After you confirm the cancellation, MindBody hands you to a different team: the one that runs the secure export of your members' card data into your Stripe account. MindBody charges a one-time $500 fee for that export.

Pay it once and it is the last hold anyone has on your data. Once those cards are in your own Stripe account, they belong to you for good and they go with you wherever you go next.

The transfer itself is a request you make to Stripe, and Stripe sends you the credentials MindBody uploads with. Transfer cards to Stripe has the full request, the form answers, and the email to send MindBody.

Send MindBody the SFTP credentials and Stripe's PGP key block exactly as Stripe formatted them — every line intact, nothing re-wrapped or retyped, or the file cannot be decrypted. The email template puts everything MindBody needs in one message.

From the day the export starts, new members sign up in TrainOS

A card added in MindBody after the export is initiated is not part of the export, and bringing it over later means paying for a second one. Your TrainOS signup page is ready today — see Adding a member for the link and the QR code to put at the front desk.

Clean up your data before you export

The export is yours to verify, and MindBody's exports have known bugs, so read them rather than trusting them. Two things are worth checking line by line:

Your active member list. Everyone who is training should be on it, and nobody who left should be.
Each member's next billing amount. This is the number your TrainOS plans and subscriptions are built from.

Before you export, make sure every single active member is attached to an active contract in MindBody.

You have 30 days after cancelling

MindBody's data export service is available for up to 30 days after your cancellation, and your site's data is only available while the site is still active. Pull every report you want in that window.

Export your records from MindBody

The Migration Center reads two CSV files from MindBody.

Exported Memberships — your member list

In MindBody, go to Reports → Client Reports → Exported Memberships and export it as CSV. This is the file that carries names, contact details, status, join date, membership tier and pricing option, and each member's next autopay date and amount. If MindBody offers you an older and a newer version of a report, take the newer one — that is the version carrying the join date, next autopay date, payment amount, and pricing option columns.

Exported Transactions — your sales history

Go to Reports → Sales Reports → Exported Transactions and export as CSV. This becomes your payment history in TrainOS, attached to the members it belongs to.

Both files upload in the Migration Center, and what each column means lists exactly what TrainOS does with every one of them.

Other records worth taking with you

Your MindBody reports are available while your site is, so pull anything else you want to keep in the same sitting:

Contact details — Reports → Mailing Lists, which carries name, address, phone, and email. Filter the list before exporting.
Attendance history — Reports → Attendance. It comes in two forms, with revenue and without; export whichever you want to keep, filtered by date range or class type.
Sales detail — Reports → Sales, filtered by date range, location, or payment method.
Prospects and leads — Reports → Prospects, filtered by timeframe or tag. You can also pull them from Mailing Lists filtered to prospects only.

Want any of these in your TrainOS academy? Book a migration call or email [email protected] with what you have and we will tell you how to get it in.

When the cards arrive in Stripe

Once the export completes, your members appear as customers in your Stripe account. Many of them will look bare — no name, no email, just a card. That is normal for a MindBody export, and it does not slow you down.

MindBody tags each customer it sends with its own client ID, which is the same BarcodeID that appears in your Exported Memberships file. The Migration Center matches on that ID first, so those thin-looking customers still land on the right member. Anything left over matches on email, then on name, and the last few you attach by hand in a couple of clicks.

See Match members to Stripe customers for the whole matching step.

Finish in the Migration Center

With both CSVs exported and your cards in Stripe, the rest happens in one place. Open The Migration Center and work through it: upload the two files, review and correct your member list, create your plans, match your Stripe customers, create the subscriptions, and complete the migration.

Cancel your members' MindBody subscriptions as part of that step. The Migration Center reminds you before it creates anything in Stripe, so nobody is billed by both systems.