> For the complete documentation index, see [llms.txt](https://btwb.gitbook.io/btwb/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://btwb.gitbook.io/btwb/admin/tools-and-integrations/mindbody.md). # How to Sync Mindbody with BTWB Keep your BTWB gym's members in sync with Mindbody. Members who buy a program you choose are added to BTWB, and members whose program ends are removed. ### Overview If you run your gym in Mindbody, the **Mindbody Sync** keeps your gym's member list in BTWB matched to Mindbody. When someone buys a Mindbody program that you've chosen to include BTWB, they're added to your gym in BTWB, or invited to create an account. When they no longer have an active program, they're removed from your gym in BTWB. You set it up once, and it keeps itself up to date. The sync goes one way, from Mindbody to BTWB, and it only manages who's in your gym. It doesn't copy classes, schedules, check-ins, staff, or payments, and it never changes anything in Mindbody. *** ### Before You Start * You need to be an **admin** of your gym in BTWB. * You need your Mindbody **Site ID** (the Coaching Console calls it your Studio ID) and the owner login for your Mindbody account. The Site ID is the number after `studioid=` in your Mindbody web address. If you can't find it, Mindbody support can tell you. * Each Mindbody client needs their own email address. The sync matches people by email, so clients with no email, or an email shared with another client, can't be linked automatically. * New to BTWB? Mindbody gyms can sign up at **mbo.btwb.com**. When you finish, click **Start MindBody Sync** to go straight to setup. *** ### Setting Up the Sync Open the **Coaching Console** at **coach.btwb.com** and go to **Integrations → MINDBODY → Setup**. The page walks you through three steps. #### 1. **Authorize BTWB in Mindbody** 1. Under **Step 1: Authorize Integration**, click **Authorize MBO Integration**. 2. Enter your Site ID and click **Authorize**. Mindbody opens in a new tab. 3. Sign in to Mindbody with your owner login and approve BTWB. 4. Back in the BTWB tab, check your Site ID and click **Save** to confirm. The step then shows **Integration Status: Authorized**. BTWB never sees your Mindbody password. #### 2. **Choose your programs** 1. Under **Step 2: Configure MBO Programs**, click **Import/Update MBO Program List**. 2. Turn on each Mindbody program whose members should get BTWB. New programs start off. When you add a program in Mindbody, click **Import/Update MBO Program List** again to see it here. After you change which programs are on, run step 3 again to apply it. #### 3. **Sync your members** Under **Step 3: Sync/Resync MBO Members**, click **Import/Update MBO Members**. BTWB imports your Mindbody clients, then links or invites everyone with an active program. It can take up to 90 minutes, depending on how many clients you have. Click **Refresh** on **Sync Activity** to see how it's going. At least one program needs to be on before you can run this step. > 💡 **Tip:** Each step has a short video. Watch the [overview](https://www.youtube.com/watch?v=9PXl30QA5hI), [step 1](https://www.youtube.com/watch?v=Nmghn4A1mKM), [step 2](https://www.youtube.com/watch?v=cPOMAu2I8Uo), and [step 3](https://www.youtube.com/watch?v=25KUpnF-0qI). *** ### Who Counts as Active A client is active when they have a Mindbody service in one of the programs you turned on, and that service: * has started, * hasn't expired, or expired no more than 3 days ago, and * still has sessions left, if it's a pack. *** ### What Your Members Experience | Situation | What happens | | ------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Has a BTWB account and isn't in a gym | Added to your gym in BTWB. No email. | | Has no BTWB account, during step 3 | Emailed an invitation to join your gym on BTWB, with your gym's member code. | | Has no BTWB account, after setup | BTWB creates their account, adds them to your gym, and emails them a link to set their password. If their Mindbody profile is missing a birthdate or gender, they're invited instead. | | Is in another BTWB gym, or pays for their own BTWB plan | Invited, rather than moved into your gym. | | No longer has an active program | Removed from your gym in BTWB. No email. Their BTWB account and workout history stay theirs. | * An invitation isn't sent to the same person again within 8 days. * When someone joins your gym in BTWB on their own, BTWB looks for a Mindbody client with the same email and links them. * The sync never removes your gym's **owner**, **admins**, **moderators**, **whitelisted** members, or members who aren't linked to a Mindbody client. *** ### When Changes Happen * BTWB re-imports your whole Mindbody client list once a week, which picks up new members. * Each linked member is re-checked about once a week. A member whose program ends can take up to a week, after the 3-day grace period, to be removed. * To update one member right away, click the refresh button next to them on **Synced Members**. *** ### Managing Members The **MINDBODY** menu has three more pages. #### Synced Members Everyone the sync has linked, with their Mindbody and BTWB status. Filter by **All**, **Active**, **Inactive**, **Whitelisted**, **Blacklisted**, **In gym**, or **Out of gym**, or search by name or email. For each member, you can: * **Add to Whitelist** — keep them in your gym whatever their Mindbody status, for example staff or members you've comped. * **Add to Blacklist** — remove them from your gym and keep them out. It can take up to seven days. * **Unlink Member** — remove the link between their BTWB account and their Mindbody client. * **Refresh member's MINDBODY status** — check their Mindbody status now. #### Unlinked MBO Active Mindbody clients the sync couldn't link, usually because their email is blank or shared with another client. Click **Blank Emails** or **Duplicate Emails** to see each group, then **Send invitation Email** to invite a client at an email address you enter. #### Unlinked BTWB Members of your gym in BTWB who aren't linked to a Mindbody client. The sync never removes them on its own. Click **Link member to MBO account** to link one to their Mindbody client, or **Remove Member from your gym**. *** ### Sync Settings Once BTWB is authorized, step 1 shows two **Sync Settings**: * **Auto-add Members** — adds and invites new members automatically. Turning it off pauses the whole automatic sync, removals included. * **Auto-remove Members** — removes members whose program has ended. Turn it off if you only want members added. It can only be on while Auto-add Members is on. There's no disconnect button. To stop the sync, turn off **Auto-add Members**. Members already in your gym stay where they are. Each BTWB gym can link one Mindbody site; to link a different one, [contact support](/btwb/general/how-do-i-get-in-touch-with-support.md). *** ### Troubleshooting When something goes wrong, the Coaching Console shows a general message: *"Failed to get necessary information off our URL, please try again later."* These are the most common causes: | When | Likely cause | | --------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------- | | Clicking **Save** in step 1 | BTWB hasn't been approved in Mindbody yet. Click **Authorize MBO Integration** again and finish the approval in Mindbody with your owner login. | | Clicking **Save** in step 1 | That Mindbody site is already linked to another BTWB gym. Contact support. | | Running step 3 | No programs are turned on in step 2. | If a member wasn't added, check that: * their service is in a program you turned on, and it's still active, * they aren't on **Unlinked MBO** because of a blank or shared email, and * they aren't in another BTWB gym or paying for their own BTWB plan. If they are, they were sent an invitation instead. *** ### FAQ **Does the sync copy my class schedule or check-ins?**\ No. It only manages who's in your gym in BTWB. Classes, check-ins, and payments stay in Mindbody. **Will a removed member lose their workouts?**\ No. Leaving your gym doesn't delete their BTWB account or their history. See [Will I lose my data if I change gyms?](/btwb/general/will-i-lose-my-data-if-i-change-gyms.md) **Can I see what the sync has done?**\ Yes. The **Sync Activity** panel on the Setup page lists each run. Click **Detailed** for more, and **Refresh** for the latest. *** ### Related Articles * [Tools & Integrations](/btwb/admin/tools-and-integrations.md) * [Adding members to my gym](/btwb/subscriptions/gym-owners-and-coaches/adding-members-to-my-gym.md) * [Will I lose my data if I change gyms?](/btwb/general/will-i-lose-my-data-if-i-change-gyms.md) *** ### Video Walkthrough {% embed url="" %} --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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