Mindbody multi location reporting across every site

Can Mindbody report across multiple locations?

Yes, if your studios are linked in a multi-location or enterprise setup. Mindbody describes cross-location reports on sales, clients and visits, and drill-down by location. If each studio runs on its own separate account, there is no combined view, and you will be adding numbers up by hand or bringing them together somewhere else.

The first step is working out which setup you have. There are three common cases:

• Single site. One studio, one account. Nothing to combine.
• Linked multi-location. You log in once and can see or switch between locations. Mindbody’s support library separates “cross-regional setup” from “multi-location (aka datashare)”, so check with Mindbody which one applies to you.
• Separate accounts. Each studio has its own login and its own client records. This is the case where the roll-up is hardest.

What each plan includes can change, so confirm multi-location reporting with Mindbody support or your account rep before you plan around it (at the time of writing).

What does the manual way look like in Mindbody?

In a linked setup, reports sit under Insights, the left-navigation section Mindbody introduced in its navigation updates. Look for the report and dashboard families covering sales, attendance and clients. Check whether each one has a location filter and a date range you can set. Menu names and report names can change between releases, so find them in your own account rather than relying on older tutorials.

The manual routine looks like this:

1. Pick one date range, for example the same Monday to Sunday week for every site.
2. Run the sales, visits and client reports with all locations selected.
3. Run them again for each location and confirm the locations add up to the all-locations total. If they don’t, stop and find out why before going further.
4. For separate accounts, log into each studio, export the same reports to CSV or Excel for the same dates, and paste them into one sheet with a column for location.

Booker works on the same pattern. Each business or account runs and exports its own reports, so the roll-up is built outside the software either way.

Where does the manual roll-up break?

The manual method usually fails in ways that are easy to miss, because each site’s totals look reasonable on their own.

• Duplicate clients. A person who attends two studios on separate accounts has two client IDs. Adding up “total clients” across sites overstates your real base. De-duplicate on email.
• Revenue timing. Packs and memberships can be counted on the sale date or the date of service. Refunds and voids can land in a later week. Two sites measured differently will never tie out.
• Tax and tips. One report may include them and another may not. Your total will then disagree with the bank by an amount that looks random.
• Time zones and week starts. A Sunday-evening sale can fall into different weeks if a site is in another time zone or its week starts on a different day.
• Cross-location visits. If a member buys at Site A and attends at Site B, one report may credit Site A and another may credit Site B. Pick one rule and state it.
• Pricing names. “Unlimited Monthly” at one site and “30-Day Unlimited” at another will not roll up by name. You need your own category column to line them up.
• Size bias. Raw totals reward the largest room. A bigger studio nearly always wins on revenue and visits.
• Stale snapshots. A manual export is a single moment. Someone has to repeat it every week, and one missed site makes the whole roll-up wrong without anyone noticing.

One sheet with every location: how should it be built?

The sheet works best with one row per location per week, and the same columns every week. Before you fill it in, write the definitions at the top of the sheet:

• Week: Monday to Sunday, for every site.
• Revenue: by sale date, excluding tax and tips (or whichever you choose, as long as it is the same everywhere).
• Category: a mapping column such as Memberships, Packs, Drop-ins and Retail, applied to each site’s own pricing names.
• Clients: unique clients, de-duplicated by email.
• Cross-location visits: revenue where sold, visits where attended (or the reverse, stated).

How do you compare locations fairly?

Raw totals tell you where the money is. Fair comparisons tell you where a studio is working well for its size.

Metric	Why raw numbers mislead	Fairer version
Revenue	Sale date vs service date, tax and tips, and refunds in later weeks make sites disagree	Revenue by sale date, excluding tax and tips, per available class slot or per active member
Visits	Larger rooms and more classes produce more visits	Fill rate (visits ÷ capacity) and visits per active member
Clients	The same person has separate IDs at separate-account sites	Unique clients de-duplicated by email
New clients	Counts the first purchase, not whether the client came back	Share of new clients who book a second visit within a set window
Memberships	Pricing option names differ per site	Your own category column (membership, pack, drop-in) mapped per site
Cross-location visits	Revenue and attendance reports may credit different sites	One stated rule: revenue where sold, visits where attended

Compare each site with its own recent weeks, and with a studio of similar size, rather than with the group average. A small studio that is improving may be doing better than a large one that is flat.

How do you get every location into one Google Sheet with Pandaflow?

Pandaflow does not replace Mindbody. It fills the gap around it, so your studios keep running on the software they already use.

Here is the setup:

1. Start free.
2. Connect your apps: each Mindbody site (and Booker, if you use it) and Google Sheets.
3. Describe what you want in plain English. For example: “One row per location per week, with revenue by sale date excluding tax and tips, visits, fill rate, unique clients de-duplicated by email, and new clients with a second visit. Weeks run Monday to Sunday.”
4. Review a few records against the Mindbody reports for one location and one week. Differences usually trace back to the definitions above.
5. Go live.

There are no workflows or templates to configure. Pandaflow’s AI sets up the sync and keeps it running, and repairs it if something changes in your apps.

After it runs, the owner sees a Google Sheet that updates on its own, with one row per location per week. Looker Studio can sit on top of the sheet if you want a dashboard. A Slack alert can tell you if a site stops reporting, so a missed export can’t quietly skew the totals.

For how the connection works with Mindbody, see the Mindbody integrations page. For plans, see pricing: free to start, with paid plans at Lite $79, Silver $299 and Gold $499 a month, deployed in Pandaflow’s cloud or your own.

What can go wrong, and what should the weekly roll-up include?

Before you trust the sheet, check one location for one week against the Mindbody report. If the numbers differ, look first at the definitions: revenue timing, tax and tips, week start, and cross-location attribution. Those account for most gaps.

Keep the owner’s weekly view to one screen. A useful set is:

• Revenue, visits and fill rate by location, against last week
• New clients and second-visit conversion
• Active members, plus cancellations and freezes
• Unique clients, de-duplicated by email

For more reporting guides, see the guides index.