What does the Mindbody Ultimate plan include?
Ultimate is one of Mindbody’s higher subscription tiers. Its feature list, text allowances and prices change over time, and this page does not list them, so check Mindbody’s current plan page or ask your rep before you decide. Mindbody also documents what happens when you switch a subscription to a different tier. Read that article before you change anything, because switching back may not undo everything.
Use this checklist on the plan page or with the rep:
- Which automated emails and texts are included, and whether they need setup
- Whether texts are charged per message or come with an allowance, and what happens past it
- Any contact or send limits
- What changes in reporting, branding and staff permissions
- Your current monthly cost, the cost of the tier you are considering, and what you would still pay for anyway (email tool, texting, other apps)
Put those numbers side by side. An upgrade can look expensive until you add up the email tool and texting you would otherwise pay for. The reverse is also true.
Which automations are owners actually upgrading for?
Four come up most: a welcome series after the first visit or intro purchase, win-back messages for lapsed clients, birthday or anniversary notes, and a review request after a visit. Pack or membership expiry reminders are a common fifth.
Every one has three parts: a trigger (a Mindbody event), a message, and consent rules. Only the trigger depends on Mindbody data, and that data is the same on every plan. The real question is where the message gets sent from.
| Automation | Mindbody data needed | Where it can run outside Mindbody | Watch out for |
|---|---|---|---|
| Welcome after first visit | First visit date, pricing option purchased, opt-in status | HubSpot, Mailchimp, Klaviyo or ActiveCampaign for email; Twilio for text | Intro offer names that don’t match; shared emails |
| Win-back for lapsed clients | Last visit date, active membership or pack | Email tool, with Twilio for a text follow-up | Cancelled and no-show bookings counted as visits |
| Birthday message | Birthday, opt-in status | Email tool or Twilio | Missing birthdays; clients opted out of marketing |
| Review request after a visit | Visit completed, location, staff | Email or Twilio | Sending the wrong location’s link |
| Pack or membership running out | Remaining visits, expiry date | Email tool or Twilio, plus a Slack alert to the front desk | Unlimited memberships have no “remaining” count |
How do you build the same automations outside Mindbody?
The manual way
Start with what Mindbody already gives you:
- Service Sales Report. It shows service sales, so you can see which pricing options and Packages were actually sold and under what names. Use it to build the list of new clients who bought an intro offer.
- Client and visit data. Export the client list and visit history you need. Mindbody also offers a public API that other software uses to read client, visit and sales data, which is how a sync works without a file.
- Staff permission groups. These control who can run reports and export client data. Check them before a front-desk person or contractor starts pulling lists.
Then import the export into HubSpot, Mailchimp or another email tool, build the sequence there, and add Twilio if you want texts.
Where the manual way breaks
- Snapshots go stale. A client who came in this morning still gets the “we miss you” email built from last week’s file.
- Shared emails merge people. Parents and partners often book under one address. Two Mindbody clients become one contact, so “first visit” fires once, or for the wrong person.
- Pricing option names drift. “Intro 3 Classes” in one place and “New Client Special” in another means a rule looking for new-client purchases misses some.
- Cancellations look like visits. A rule for “no visit in 30 days” cannot tell a client who booked and cancelled from one who never booked. A late cancel and a no-show are different events from an attended visit, so decide which one you mean.
- Opt-outs do not travel. If a client unsubscribes in the email tool but Mindbody still shows them as opted in, a later import or front-desk email can re-subscribe them.
- Duplicates while both systems run. If Mindbody’s welcome email and a new one both fire, clients get two. Turn one off on the day the other goes live.
- Multi-location studios. A text that names the wrong studio, or comes from the wrong sender, hurts trust more than no text at all.
The automated way with Pandaflow
Pandaflow connects your apps and keeps the sync running. Setup has four steps:
- Start free, then connect your apps. Connect Mindbody, your email platform (see HubSpot integrations, Mailchimp, Klaviyo or ActiveCampaign) and Twilio. For the combined setup, see HubSpot and Mindbody.
- Describe the outcome in plain English. For example: “When a new client attends their first class, wait a day, send a thank-you text, and add them to the welcome email list. If they opt out anywhere, mark them opted out in both places.”
- Review a few records. Check a new client, a lapsed client, a family sharing an email, and an opted-out client.
- Go live. Pandaflow keeps the sync running and repairs it when something changes. There are no workflows, templates or settings to configure. You can deploy in our cloud or yours.
Once it runs, the check is simple. The client’s record in Mindbody, the contact in your email tool and the message log in Twilio should agree. If they don’t, that is the first place to look.
This is an illustrative setup, not a customer story. A two-location pilates studio keeps its current Mindbody plan, sends visit and purchase data to HubSpot for email and to Twilio for texts, and turns off Mindbody’s own welcome email on the day the new one goes live.
For more on connecting Mindbody, see Mindbody integrations.
What does it cost compared with upgrading?
Build your own comparison with these four parts:
| Cost part | What to put in |
|---|---|
| Mindbody tier difference | The monthly gap between your tier and the one you are considering, from the current plan page |
| Email tool | What you already pay, or the plan you would need |
| Twilio texts | Per-message charges, based on how many texts you would send |
| Pandaflow | Free to start. Lite is $79, Silver $299 and Gold $499 a month. See pricing |
Be fair in the comparison. If you don’t already pay for an email tool, the saving from staying shrinks. If you already pay for HubSpot or Mailchimp, the added cost is mostly Pandaflow plus texts. Whether Mailchimp or HubSpot is cheaper depends on contact count and features at the time of writing, so check each vendor’s current pricing rather than relying on a figure quoted here.
What can go wrong?
- Duplicate sends while both systems are on. Switch one off on the day the other goes live.
- Consent. Carry Mindbody’s opt-in status into the new tool and send opt-outs back. In the US, business texts need the recipient’s prior consent, and a number sending application-to-person texts generally needs carrier registration (A2P 10DLC). Register the Twilio number before you text anyone.
- Shared emails, multi-location sender names, and cancel versus no-show. Check each one against real records.
- Review a handful of real client records before going live: a new client, a lapsed client, a family sharing an email, and an opted-out client.
When is upgrading the right call?
Upgrading fits if you want one vendor and one bill, you have no email tool and no time to run one, or you need a feature that only the higher tier includes and you have confirmed it on the plan page.
Staying and connecting fits if you already pay for HubSpot, Mailchimp or Klaviyo, want sequences beyond simple triggers, or want sales, reviews and ad tracking in the same place.
Pandaflow can evaluate your Mindbody data, make sense of it and map what any change would involve. We don’t advise leaving Mindbody. For more on Mindbody setups, explore our guides.