Switching from Mindbody: a step-by-step checklist

Step 1: Read your contract and set a timeline

Mindbody's own contracts and cancellation page (mindbodyonline.com) says you must give 30 days' notice before cancelling. Your own agreement may differ by plan, country and signing date, so read it first.

Look for auto-renewal dates, minimum terms, and any clause about price changes. Put the notice deadline in your calendar, and plan to run both systems for a short time so you are not forced to cancel before you are ready.

Step 2: Ask in writing about data export

Mindbody says additional fees may apply to data export but does not publish an amount. Owners commonly cite $499; that figure is reported by users and is unverified.

Reports also mention a limited window of around 30 days after cancellation to retrieve data, and export files that need manual cleaning. Treat these as questions, and get answers in writing:

• What exactly is included: clients, memberships, packages, visit history, notes, waivers, payments?
• What formats do you receive, and what does it cost?
• How long do you have access after cancelling?
• Can you export before you give notice?

Step 3: Export and back up your data

• Run every export you can: client list, membership and package balances, class schedule, visit history, staff, waivers.
• Save copies outside any single tool. Keep the raw files untouched.
• Check a sample of 20 clients against what you see in Mindbody to make sure balances and dates are correct.

Step 4: Handle payments and stored cards

Owners report that clients' stored cards often cannot simply be moved between systems. Ask Mindbody and your payment processor what is possible and what is not. Plan to ask clients to re-enter their details through a payment link.

Decide on the date when recurring charges stop in the old system and start in the new one so nobody is billed twice or missed.

Step 5: Import into your new system

Workout OS has a free import from Mindbody exports as well as Glofox, Trainerize and Excel. Map the columns, review warnings, and import a test batch first. Rebuild your schedule, reformer capacity and packages, then set up your reminders.

Whichever tool you pick, run a test week where a few staff and regular clients use it for real bookings.

Step 6: Cut over and communicate

• Announce the change to clients two weeks before, with the new booking link and what changes for them.
• Move bookings for the first week manually if needed.
• Keep Mindbody read-only until your notice period ends, so you can check history.
• Confirm the final cancellation in writing and keep the confirmation.

What Workout OS can and cannot do for you

We offer free import, flat pricing, monthly terms, one-click cancel effective at period end, and a free ZIP export of your data at any time. We do not have a client marketplace like Mindbody's app, there is no native member app for Studio, and online card payment is only an optional paid add-on through your own payment provider account. If marketplace discovery brings you many clients today, factor that in before leaving.