Can I export my Mindbody client list?
Yes. Log in with an owner or admin login, open the client reports in the Reports area, and export the result as a spreadsheet file (such as CSV or Excel, depending on your edition). Booker has its own Reports area and works on the same principle.
The export is a snapshot. It tells you who was in your system at the moment you ran it, and nothing after that.
What you can export today
A client-list export usually has one row per person: name, contact details, status and join date. That is useful, but it is not your full business history. Visits, class bookings, purchases, memberships or contracts, and notes live in separate reports. Running a complete manual backup means exporting several files and lining them up.
The key to lining them up is the Mindbody client ID. Do not match on name or email:
- Families often share one email address, so matching on email merges people who should be separate.
- People sign up twice with different emails, so email matching creates duplicates.
- Some clients have no email address on file.
- Names are frequently entered or spelled differently across front desk entries, imports and mobile sign-ups.
Before relying on any manual export, run four checks:
- Use an owner or admin login. A staff login with restricted permissions can silently export a partial list.
- Check the status filter. Inactive, archived and deactivated clients are often excluded by default filters. Those are the exact contacts you need for lapsed-member or win-back campaigns.
- Run it per location. If you operate more than one site, check whether a client appears once or per location before merging files.
- Compare the row count with your known active client count on your dashboard. If the numbers disagree, resolve the filter discrepancy before saving the file.
Where does a manual export break as a backup?
A manual export is worth doing once as a quick safety net, and it costs nothing. But as an ongoing backup strategy, it breaks down in predictable ways:
- It goes stale immediately. The day after you export, new sign-ups, cancellations and visits are missing. Few owners remember to re-run and re-merge multiple reports every month.
- History is split across files. Visits and purchases only make sense when linked to the client ID. Joining sheets by customer name creates orphaned rows and incorrect histories.
- Filter gaps are silent. A permission change or a default active-only filter gives you a smaller file without a warning. You will not notice until you look for a former member who was left off.
- Full-name columns split unpredictably in a CRM. If you load a spreadsheet with a single full-name column into HubSpot, its data sync treats the first word as First Name and everything after the first space as Last Name. Multi-part surnames break into the wrong properties. Keep first and last names in separate columns, as Mindbody stores them.
- Unsecured files spread. CSV files accumulate in email attachments, downloads folders and shared drives without access controls. That leaves sensitive client contact details unprotected.
What a continuous backup covers
A continuous backup is an always-current copy of your Mindbody data kept in an external tool you own. If you ever experience an outage, make an accidental deletion, or need custom reporting that native reports do not provide, your data remains accessible.
| Mindbody data | Copy in Google Sheets | Copy in HubSpot | Why keep it |
|---|---|---|---|
| Clients (name, contact details, status, join date) | One row per client, keyed on Mindbody client ID | Contact record | Reach your clients even if you lose access or change tools |
| Visits and class bookings | Visit rows linked to client ID | Visit activity on the contact | Attendance history, lapsed-client lists, win-back follow-up |
| Purchases, memberships and packages | Purchase rows by client ID | Purchase details on the contact | Revenue and renewal history outside Mindbody reports |
| Stored payment cards | Not copied | Not copied | Held as tokens by the payment processor; clients would re-enter cards |
A continuous backup copies your operational records, not stored payment cards. Credit card details are held by payment processors as secure tokens and are never exposed in readable exports. It is also not a method for replacing Mindbody; Pandaflow is a Mindbody partner, and the objective is to keep Mindbody while connecting the rest of your tools.
Google Sheets provides an inspectable, row-by-row table that can also back reporting in Looker Studio. HubSpot gives you an operational database to trigger email or text follow-ups. Many studios use both.
Setting it up with Pandaflow
Pandaflow connects Mindbody and Booker to external destinations like Google Sheets and HubSpot, keeping records updated automatically. Setting it up takes five steps:
- Start free. Create your account to begin.
- Connect your apps. Connect Mindbody, along with Google Sheets, HubSpot, or both.
- Describe what you want in plain English. For example: keep a current copy of all my clients, their visits and purchases in a Google Sheet, with the Mindbody client ID as the unique key.
- Review a few records. Check a client with a shared family email, an inactive client, and one with a multi-part surname to verify field alignment against Mindbody.
- Go live. Pandaflow’s AI sets up the sync and keeps it running, repairing field changes automatically. There are no workflows, templates or manual settings to configure.
Once live, new clients, purchases and class check-ins sync to your backup automatically without manual report downloads. You can verify total record counts against your Mindbody dashboard whenever you want to spot-check.
Pandaflow is free to start. Plans are Lite $79, Silver $299, and Gold $499 a month. You can deploy in our cloud or yours. Visit our pricing page to see pricing.
This is an illustrative setup, not a customer story. A two-location pilates studio keeps its clients and visits in one Google Sheet, keyed on client ID, and syncs contacts to HubSpot for win-back outreach.
Checklist and common pitfalls
To ensure your backup strategy remains dependable, follow this checklist:
- Export once manually as an immediate baseline using an owner or admin login.
- Compare exported row counts against total active clients on your dashboard.
- Match all client, visit and purchase records on the Mindbody client ID.
- Keep first and last name fields separated in distinct columns.
- Restrict access to your backup spreadsheet or CRM to authorized managers only.
- Delete temporary CSV downloads and email attachments from local machines.
- Spot-check five records monthly, including inactive accounts, to verify sync freshness.
- Plan client re-engagement without relying on stored card numbers, which are never exported.
Watch for three operational changes:
- Staff permission updates: Changes to staff permissions can alter what reports can view. Verify admin credentials if counts look off.
- New locations or custom fields: When opening a new site or adding custom fields in Mindbody, review your destination fields to ensure new parameters map properly.
- Multiple site logins: Multi-location studios operating distinct Mindbody site IDs must connect each site separately.
For additional step-by-step walk-throughs, read our how-to guides or browse our supported Mindbody integrations.