Setup guide

1. What the app does

Each HubSpot portal connects to one Mindbody site. The Mindbody sandbox (site ID -99) can be used by more than one portal.

• Sync contacts between Mindbody clients and HubSpot contacts
• Sync deals from Mindbody sales, contracts, appointments, and visits
• Optionally sync line items onto HubSpot deals
• Map fields and deal pipeline stages per portal
• Run small test syncs or larger full syncs from Settings
• Review runs and errors in Reports

The primary supported path today is Mindbody → HubSpot. Ongoing updates can also arrive via webhooks when Mindbody Push is active for your site. Some Mindbody sandbox sites do not emit webhooks reliably — use the small sync in Settings to validate mappings first.

2. Before you start

• A HubSpot account where you can install marketplace apps (Super admin or a user with app install permissions)
• A Mindbody site with API access — Site ID, site API key, and a staff login allowed to use the API
• A payment method to start a 14-day trial. After the trial, Stripe charges $150 per month per HubSpot portal unless you cancel on Billing

During install, HubSpot will show the OAuth scopes the app requests. You can review them on the approval screen before connecting.

3. Install the app

1. Open the app listing in the HubSpot Marketplace and click Install app, or go directly to Install with HubSpot.
2. Sign in to HubSpot if prompted and choose the portal you want to connect.
3. Review the requested permissions on HubSpot's scope approval screen, then click Connect app.
4. After authorization, you are redirected to the app's Setup page (/setup).

4. Connect Mindbody

1. From the Setup page, open Settings (/settings).
2. In the Mindbody connection section, enter:
   • Site ID — your Mindbody site number
   • API key — from your Mindbody developer / business settings
   • Staff email and staff password — a staff account with API access
3. Click Save connection. The app tests the connection and registers Mindbody webhooks automatically when possible.
4. When connected, the page shows your site ID and staff email. Use Update connection later if credentials change.

You do not need to manually create webhook subscriptions in Mindbody's admin UI — the app handles that after you save valid credentials.

5. Configure sync

What to sync

1. Enable Contacts and/or Deals (memberships & purchases).
2. Choose sync direction. For most studios, start with Mindbody → HubSpot.
3. Pick the HubSpot deal pipeline and map Mindbody deal types to pipeline stages when syncing deals.
4. Click Save what to sync.

Filters (optional)

• Skip purchases below — ignore small purchases
• Only sync from this date — limit historical Mindbody records (recommended to control API usage)
• Move the cutoff forward after each sync — after a successful sync, advance the cutoff to today
• Extra record types: appointments, visits, line items, and record link options

Click Save filters when done.

Field mappings (optional)

Open Mappings (/settings/mappings) to map Mindbody fields to HubSpot contact and deal properties. Save each entity section after editing.

6. Use the app

Manual sync (recommended first)

In Settings, use Try a small sync:

• Sync 20 contacts — copies up to 20 Mindbody clients into HubSpot
• Sync 20 deals — copies up to 20 deals (run contacts and deals separately, not at the same time)

Open Reports to watch progress and confirm results before relying on live traffic.

Full sync (advanced)

Expand Advanced: sync everything in Settings to run Sync all contacts or Sync all deals. This can take longer and uses more Mindbody API quota. Start with the small sync and a cutoff date.

Automatic sync (webhooks)

After HubSpot install and Mindbody connection, the app registers webhooks on both sides when supported. New or updated Mindbody clients, sales, and contracts can sync into HubSpot without manual action. Webhook delivery depends on your Mindbody site type and activation status.

7. Review sync results

1. Open Reports (/reports) from the app navigation.
2. Select a run to see status (success, partial, failed), event counts, and individual record outcomes.
3. Fix mapping or credential issues in Settings, then run another small sync to verify.

8. Disconnect Mindbody

To stop syncing from Mindbody without uninstalling the HubSpot app:

1. Open Settings.
2. Turn off Contacts and Deals in What to sync, then save.
3. Optionally click Update connection and remove or replace stored Mindbody credentials.

Note: Disconnecting stops new syncs. Records already created or updated in HubSpot remain in your portal. The app may retain connection metadata and sync logs for troubleshooting until you request deletion — see our Privacy Policy.

9. Uninstall from HubSpot

To fully remove the integration from your HubSpot account, uninstall the app from HubSpot. This revokes OAuth access to your portal and stops sync. Stripe keeps the current trial or paid period and does not charge again after it ends. Reinstall the same portal before that date to keep the same plan.

If you only want to stop paying and keep the app installed, cancel from the Billing page instead. Access then continues until the end of the current trial or paid period.

1. In HubSpot, go to Settings → Integrations → Connected apps.
2. Find Mindbody Sync and choose Uninstall.

HubSpot's help article: Connect apps to HubSpot — uninstall an app.

What happens when you uninstall: HubSpot access and sync stop. Stripe does not charge again after the current trial or paid period. Existing HubSpot contacts and deals are not automatically deleted. To request deletion of data stored by the app (tokens, Mindbody credentials, sync logs), contact support after uninstalling.

10. Get help

Email [email protected]. See also Setup guide, Privacy, and Terms in the footer.