This APIANT Collection MINDBODY Appointments & HubSpot Deals will sync all your appointments from MINDBODY with HubSpot deals. The complete integration can be installed in under two minutes:

 


Note: You will need to have your MINDBODY Site ID connected to APIANT to use this template. Here's how to get that done.

Here's a list of automations included in the integration collection and how they work:

1. RUN ONCE: Create Appointments pipeline and visit status stages in HubSpot

This automation should be turned on just once. It creates a new pipeline in HubSpot called "Appointments" with all the stages a deal may be in.

Appointments Pipeline in HubSpot

The following pipeline stages will automatically be created and shouldn't be modified since they match MINDBODY's appointment visit statuses:

  1. REQUESTED
  2. BOOKED
  3. CONFIRMED
  4. ARRIVED
  5. COMPLETED
  6. NOSHOW
  7. CANCELLED
  8. LATECANCELLED

2. RUN ONCE: Create custom deal properties in HubSpot

This automation should also be turned on just once. It automatically creates the following custom deal properties to receive appointment information from MINDBODY:

  1. Appointment date & time
    The date and time of the appointment in MINDBODY
  2. Program
    The name of the program in MINDBODY
  3. Session
    The name of the session in MINDBODY
  4. Staff name
    The name of the staff the appointment is with
  5. Visit status
    The status of the appointment (None, Requested, Booked, Completed, Confirmed, Arrived, NoShow, Cancelled, LateCancelled)
  6. Notes
    Appointment notes.
  7. Formula Notes
    Formula notes.
  8. Appointment ID
    Appointment ID in MINDBODY

3. When New appointment booking (instant) in MINDBODY Then Create deal in HubSpot

This automation will push newly booked appointments instantly to HubSpot as a deal. 

If you would like to keep track of revenue per appointment as a deal amount in HubSpot, you should enter the cost of each session name by editing action #8 "Match Session to Price" (double click to edit) and using the 'Plus' icon by 'Lookup Table'.

List of Sessions and price in action #8

Note: If you prefer to keep track of revenue in HubSpot when a sale is made as opposed to when an appointment is completed, simply remove these entries in the Lookup table.

When an appointment is booked in MINDBODY, the automation will create an associated deal with the client in HubSpot as such:

Deal details in HubSpot

4. When New or updated appointment in MINDBODY Then Create or update deal in HubSpot

Whenever anything changes with the appointment, this automation will update the deal in HubSpot including the date and time, staff name, session and program, visit status and more. It uses the Appointment ID custom deal property which was populated when the deal was created to find it in HubSpot.

If the appointment status changes (Booked, Confirmed, Arrived, Completed, etc) - the deal will be moved to the appropriate stage.

Note: This automation also requires manual entries for your Session prices in action #12 'Match Session to Price'. Follow the same steps described above (3. When New appointment booking (instant) in MINDBODY Then Create deal in HubSpot) to do so. 

Edit the action to enter MINDBODY Session prices


HubSpot automations can now be configured to automate communication, marketing, etc. by using any of the custom deal properties or deal stage as triggers. Here's more on HubSpot automations.

5. When Cancelled appointment booking (instant) in MINDBODY Then Update deal in HubSpot

When an appointment is cancelled in MINDBODY, this automation will move the deal to the Cancelled stage in HubSpot.

When an appointment is set to 'Early Cancel' in MINDBODY

The deal is moved to the 'CANCELLED' stage in HubSpot

6. When Late Cancel appointment in MINDBODY Then Update deal in HubSpot

When the Late Cancel option is chosen in MINDBODY in order to charge the client for the missed appointment, this automation will move the deal to the LateCancelled stage in HubSpot.

Note: There may be some delay of up to 15 min for this deal to move to the LateCancelled stage as it will first be moved to the Completed stage, then the Cancelled stage, then finally the LateCancelled stage.

When an appointment is set to 'Late Cancel' in MINDBODY

The deal is moved to the 'LATECANCELLED' stage in HubSpot

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