Migrating from Mindbody to Practice Better

💡 A note on our migration guides: We build these guides based on our own hands-on experience helping practitioners migrate from other platforms, along with research into each platform's own documentation. Since other software providers can update their features and processes at any time, if you run into any trouble retrieving your data, your best next step is reaching out directly to your current software provider's support team.

In this article:

• Before You Begin
• Data Ownership
• Step 1: Export Data from Mindbody
• Step 2: Review Your Exported Data
• Step 3: Prepare Your Files for Practice Better
• Step 4: Import Data into Practice Better
• Step 5: Verify Your Data
• Need Help?

Before You Begin

Make sure you have:

• An active Mindbody account with owner or admin access.
• An active Practice Better account (Professional plan or higher recommended for full import features).
• Time set aside to review and prepare your exported files.

📍 Note: This guide covers Mindbody's core software. If your business uses Mindbody's Booker product, some export screens and reports work differently. Contact Mindbody support for Booker-specific export steps.

Data Ownership

Your client data is always yours. When migrating from Mindbody to Practice Better:

• You retain full ownership of your client records, notes, and billing information.
• Practice Better never claims rights to your data. We simply provide a secure platform for storage and management.
• You are responsible for securely handling exported files during the migration process.
• Once imported, your data will be encrypted and protected according to industry standard security protocols.

🔒 Your clients' privacy and your practice's data security are our top priorities throughout the migration journey.

Step 1: Export Data from Mindbody

Mindbody gives you two paths for exporting your data. Work through the one that fits your practice before moving on to Step 2.

💡 Tip: Mindbody offers two ways to get your data out: a free set of reports you can run yourself, and a more complete Subscriber Data Export that Mindbody's team prepares for you. We recommend the Subscriber Data Export for most practices, since it brings together your client list, notes, appointments, and documents in one package. Step 1 below covers both options.

Requesting a Subscriber Data Export

A Subscriber Data Export is Mindbody's most complete export. It brings together your client list, contact information, client notes, progress and SOAP notes, appointment and attendance history, documents, and photos into one package, so you do not have to piece your data together from several reports.

1. Contact Mindbody support to request a Subscriber Data Export as part of transitioning off Mindbody.
    
2. Respond to Mindbody's export questionnaire and complete their identity verification process. Only the account owner can request and receive this export.
    
3. Wait for Mindbody to confirm your export is ready. Processing time depends on how quickly your identity verification is completed.
    
4. Once ready, you will receive two emails: one with a download link and one with a password. Use both to download and open your export file.

📍 Note: Mindbody's Subscriber Data Export does not include individual appointment notes (the free text notes on a specific appointment) or payroll history. If you need these, copy them manually or run Mindbody's Payroll report before your export.

Exporting a Free Client List

If you only need a basic client list and do not need notes, appointments, or documents, you can export one yourself at no cost.

1. Log in to your Mindbody account.
    
2. Go to Insights > Reports, then search for or navigate to Clients > Mailing Lists.
    
3. Select Mailing List in the filter to include client addresses, or Email List to include email addresses.
    
4. Choose the group of clients you want to include and set your opt-in and client status filters.
    
5. Click Generate to preview the results.
    
6. Click Export to Excel to save the list to your computer.

⚠️ Important: Financial and billing data exported from Mindbody cannot be imported into Practice Better's billing section. Export and retain this data for your own records before making the switch.

Step 2: Review Your Exported Data

Before importing into Practice Better, take a moment to review what you received. Catching issues now makes the import process smoother.

1. If you requested a Subscriber Data Export, extract the ZIP file to a secure location on your computer.
    
2. Open each CSV file and confirm client information appears complete and accurate.
    
3. Check for duplicate records or formatting inconsistencies, especially in email addresses.
    
4. Confirm client notes, progress and SOAP notes, documents, and photos each appear in their own folder or file.
    
5. Save your files securely before moving forward with preparation.

⚠️ Important: Your exported files contain sensitive client information. Store them in a secure location and handle them with care throughout the migration process.

Step 3: Prepare Your Files for Practice Better

Practice Better's import system works best with clean, well organized files. A few adjustments help ensure a smooth import.

1. Confirm your client list file includes clear column headers, such as First Name, Last Name, Email, and Phone.
    
2. Remove any Mindbody-specific fields that won't transfer to Practice Better, such as internal customer IDs.
    
3. If you exported appointment history, keep it as a separate spreadsheet with a consistent date format.
    
4. Keep client notes, progress, and SOAP notes, and documents organized in folders labeled by client name so they are easy to match during upload.

Step 4: Import Data into Practice Better

If you're ready to transition to Practice Better, we offer expert assistance for a seamless migration process.

Follow this link to get started: Switch your EHR to Practice Better

Migration Overview:

• Complete the form linked above to begin the migration process.
   
• Our friendly team of helpers will guide you through obtaining and importing your data into Practice Better.
   
• Client notes, progress and SOAP notes, and documents exported from Mindbody are uploaded to each client's Documents section in Practice Better.
   
• Get up and running quickly, seeing clients with minimal disruption and downtime.

Step 5: Verify Your Data

After your import is complete, take a few minutes to confirm everything transferred correctly.

1. Go to the My Clients section in Practice Better.
    
2. Review several client profiles to confirm names, emails, and contact information appear correctly.
    
3. Confirm client notes and documents appear in each client's Documents tab.
    
4. If you imported appointment history, spot-check a few client profiles to confirm past and upcoming sessions appear correctly.
    
5. Test a simple workflow, such as opening a client record or sending a client an invitation to activate their account.

✅ With your client data successfully migrated, take time to explore Practice Better's features, customize your account settings, and set up your services and programs. You're now ready to support your clients with all the tools Practice Better offers.

Need Help?

Migrating your practice is a significant step, and we're here to support you every step of the way. If you run into questions, encounter any challenges, or would prefer hands-on guidance:

• Use the in-app chat by clicking Contact Support from the Help menu in your Practice Better dashboard.
   
• Submit a support ticket through your account by asking our AI chat agent for assistance from our team.
   
• Request white-glove migration assistance by filling out this form if you'd like our team to handle the technical details for you.

Moving to a new platform is a big step, but with your data successfully migrated, you'll be ready to take full advantage of Practice Better's features and support your clients with confidence. Welcome to Practice Better. We're excited to be part of your practice's journey.