How to migrate from Mindbody to Chronix Hub
The 9-step migration playbook
We've helped studios migrate from Mindbody, Glofox, WellnessLiving, Vagaro, and Zen Planner. The order below is what works in practice.
- 1
Check your contract and renewal date
Open your Mindbody contract and find the renewal date and notice period (usually 30–60 days). You can run both platforms in parallel during the notice window; your new platform isn't tied to your old contract.
- 2
Export your member list
In Mindbody, go to Manager Tools → Reports → Clients → Client Export. Export the full client list as CSV. You'll get name, email, phone, birthday, joined date, and tags. Save it locally.
- 3
Export your class schedule
Go to Manager Tools → Reports → Classes → Schedule Detail. Export the full recurring schedule as CSV. Save the class type, day-of-week, time, capacity, and assigned instructor. Recurring rules will need a one-time rebuild; Mindbody's recurrence model doesn't export cleanly.
- 4
Export passes, packages, and memberships
Go to Reports → Sales → Active Passes. Export everything currently active: pass type, remaining credits, expiry date, member assignment. This is the single most error-prone migration step, so verify totals match Mindbody's count before you import.
- 5
Export attendance history
Optional but worth doing. Reports → Visits → Visit History. Export the last 12 months. You don't need every booking ever, just enough to seed your CRM with each member's last visit date and total visit count.
- 6
Sign up for Chronix Hub and import
Create your Chronix Hub account (free 14-day trial, no credit card). Use the built-in CSV importer for members, class types, rooms, packages, and discount codes. Preview every row before commit. Most studios finish the import in under an hour.
- 7
Set up payroll, payment methods, and policies
Configure your per-class instructor rates, your tenant-defined payment method labels (Cash, Card, Bank Transfer, OMT, WhatsApp Pay, or whatever you actually accept), your late-cancel window, and your no-show rules. Snapshot rates protect past payroll from future rate changes.
- 8
Run both platforms in parallel for one week
Don't cut over cold. Keep Mindbody live for one full week while staff learns the new flow. New bookings go in Chronix Hub; existing recurring members keep visiting on the same schedule. End of week, cancel Mindbody auto-renew and switch off booking acceptance.
- 9
Send the announcement to your members
Email and SMS your members with the new booking portal URL (yourstudio.chronixhub.com). Add a one-time "book your first class on the new system, get one bonus class" incentive; typical re-engagement uplift is 30–50% in the first 30 days.
Map columns automatically
Upload your CSV exports as they come — no renaming headers to match our templates. A state-of-the-art mapping step matches your old system's columns automatically, with AI suggesting the closest match for anything it doesn't recognize, so your data comes over cleaner and faster — and you confirm every match before anything is imported. Files that already use our template headers skip the step entirely. It's all included free.
- Mindbody export files are recognized out of the box: upload your Subscriber Data Export and the columns come pre-matched — you review and confirm.
- Light cleanup happens in the same step — combine first and last name into one field, convert date formats, or strip currency symbols — with a live sample of each column so you see the result before you continue.
- Nothing is imported until you confirm. After mapping, every import still runs the same row-by-row preview that flags errors before commit.
Mindbody migration gotchas
- →Auto-renew clause. Many Mindbody contracts auto-renew with a 60-day cancellation notice. Check the exact language. Set a calendar reminder for the cancellation window.
- →Stored payment methods don't transfer. For PCI compliance, no platform can hand over saved cards. Members will need to re-add payment info during their first booking on the new system. The announcement email should set this expectation up front.
- →Mindbody Marketplace traffic. If you get real new clients from Mindbody's marketplace, plan a separate marketing channel before you cut over. Most studios get less marketplace traffic than they think; check the actual numbers in your reports first.
- →Payroll snapshots vs live rates. Chronix Hub snapshots instructor pay rates at session creation, so a future rate change doesn't rewrite past payouts. Mindbody handles this differently; verify your March payroll is fully reconciled before you stop processing in Mindbody.
- →Active passes with weird expiry. If a member has a 12-month unlimited pass with 9 months remaining, import the pass with the exact expiry date, not as a fresh 9-month pass. This preserves the original contract terms and avoids member disputes.
What changes after the migration
| Topic | Mindbody | Chronix Hub |
|---|---|---|
| Headline price | $99–$699+/mo (per third-party aggregators) | $49–$159/mo (founder pricing) |
| Payroll | Add-on or higher tier | Included on every plan |
| POS | Included, locked processor | Included, you bring your own processor |
| Client portal | Mindbody-branded app | Branded subdomain (yourstudio.chronixhub.com) |
| Calendar feed sync | Static export | Live iCal subscriptions (Apple/Google/Outlook) |
| Contract | Typically 12-month | Month-to-month, 30-day money back |
We'll do the migration for you.
Free white-glove migration. We'll handle the exports, the imports, and the reconciliation. Email us your Mindbody URL and we'll get you a working Chronix Hub workspace inside a week.