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    Integration Workflow: MindBody Online (MBO)

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    What is MBO?

    MBO is a member management, scheduling and billing system primarily built for small gyms, yoga studios, bootcamps, spas, and salons. Orangetheory Fitness has the majority of locations using Club OS integrated with MBO. Club OS locations use MBO as their member sales and booking system.

    Goal of the Integration

    Customers using MBO as their billing and scheduling provider can use Club OS for lead management, member marketing, and email and text communication. They intend to continue using MBO for selling memberships, booking classes, and running reports related to that data.

    Integration Workflow

    Charts and tables contained within this article will aid in both visualizing and comprehending the MBO/Club OS integration process.



    Explanation:

    Club OS syncs the following features to MBO (Club OS > MBO):

    • Members
    • Profile Photos
    • Agreements
    • Packs
    • Employees
    • Prospects
    • Calendar Events/Visits
    • Notes
      • Note: Includes, both, Follow-Up and Direct Notes

    MBO syncs the following features to Club OS (MBO > Club OS):

    • Prospects
    • Notes
    • Follow-Ups/Contact Logs

     

    Features That Do Not Sync:

    1. From MBO to Club OS
      1. Product Information
      2. PT Orientations
      3. PT Services
      4. Marketing Source
    2. From Club OS to MBO
      1. Marketing Source

    MBO Integration Details

    A. Members (Including Profile Photo)

    • Club OS pulls from MBO at each sync time

    Members are called 'Clients' in MBO. Members come with a single notes field that is added to Club OS lead notes.

    Club OS does not convert clients with a "Non-Member" status unless they have an agreement with a future start date. However, note that when we do convert a Non-Member with a future agreement, we will not be able to reflect in Club OS if the agreement is canceled before it begins. The member will be Active in Club OS until a manual change is made in our system to make their membership inactive.

    B. Agreements

    • Club OS pulls from MBO at each sync time

    Agreements represent the membership for the client.

    C. Packs

    • Club OS pulls from MBO at each sync time

    Packs represent a one-time purchase of sessions. For example, a "starter pack" would be 10 sessions for $99. Packs are treated the same as Agreements in Club OS, and represent a membership purchase.

    MBO does string matching for packs only to determine which packs to include. Club OS only has access to products that have " pack" in the name for Orangetheory Fitness.

    D. Member Services:

    • At the location-level integration page, IF the Sales Details endpoint has been checked, you can then press a button to retrieve the Service Categories for that location and select the one(s) you want to count as converting a prospect to a member.
      * Please note that these items are beneficial for conversion on membership-type services, but are not currently taking into account the data points that would make this functionality ideal for PT-type services.

    E. Employees

    • Club OS pulls from MBO at each sync time

    To learn more about adding employees, click here.

    F. Prospects

    • Club OS pulls from MBO at each sync time. Note that we will only add accounts from MBO that have the "Prospect" checkbox checked.
    • Club OS pushes to MBO when a prospect is added or updated

    Club OS DOES NOT pull in prospect notes.

    G. Calendar Events

    • Club OS pulls from MBO at each sync time

    MBO calls them Visits, and they are only pulled for prospects. Data will only include visits within 30 days of the sync date, i.e. 30 days in the past, or 30 days in the future. Club OS will create a sales appointment on the calendar for each visit, and update the status when the visit status changes in MBO.

    H. Notes

    • Club OS pushes to MBO when a lead note is saved

    The note will be added to the MBO profile as a contact log.

    I. Follow-Ups

    • Club OS pushes to MBO when a follow-up is completed (call, email or text)

    Follow-Ups are called 'Contact Logs' in MBO, and each follow-up creates a contact log.

     

    To discover when your club’s sync times occur, contact Club OS’ customer success team at support@club-os.com or by calling (888) 619-0609.

    Translation

    Lastly, presented below is a raw representation of the data that gets passed from Club OS to ABC and vice versa. If any assistance is needed in translating this data, feel free to reach out to Club OS’ support for clarification. Click each link to jump ahead to its corresponding table.

     

    From MBO:

    Member Member Service Agreement Mindbody Pack Employee Appointment

     

    To MBO:

    ProspectNotes

     

    A. Translation from Mindbody Member

    Club OS Field

    MindBody Field

    Notes

    externalSystemId

    recipPrimaryKey OR primaryKey

    If member's most recent agreement is a traditional agreement, recipPrimaryKey is used

    If member's most recent agreement is a "pack", primaryKey is used

    This ID will never change

    Secondary externalSystemId

    ID

    This ID is used to make API calls for the member, and may change

    firstName

    firstName

     

    middleName

    middleName

     

    lastName

    lastName

     

    gender

    gender

    if MindBody gender is "female" then Club OS gender is "F"

    otherwise Club OS gender is "M"

    dateOfBirth

    birthDate

     

    marketingSource

    referredBy

     

    email

    email

     

    mobilePhone

    mobilePhone

     

    homePhone

    homePhone

     

    workPhone

    workPhone

     

    addressLine1

    addressLine1

     

    addressLine2

    addressLine2

     

    city

    city

     

    state

    state

     

    zip

    postalCode

     

    country

    country

     

    isOptOutEmail

    getEmailOptIn

    if getEmailOptIn is "true" isOptOutEmail is "false" and vice versa

    joinDate

    agreementDate

    saleDate of first agreement or pack

    createdDatetime

    agreementDate

    saleDate of first agreement or pack

    IntNotes.note

    notes

     

    IntNotes.msgType

     

    Always General message type

    IntNotes.createdDatetime

     

    Always current time

    IntNotes.createdBySystemId

     

    Salesperson for member

    IntMembershipAgreement

     

    This will be a traditional agreement or a "pack" based on which one has the most recent start date

    that's today or in the past. The fields for each can be found below.

     

    B. Translation from Mindbody Agreement

    Club OS Field

    Mindbody Field

    Notes

    systemId

    clientcontractid

     

    agreementName

    contractName

     

    agreementType

    contractType

     

    isPrimaryAgreement

     

    Always true

    recurringPayment

    firstAutopayAmount

     

    downPayment

    downPayment

     

    startDate

    startDate

     

    endDate

    endDate

     

    saleDate

    agreementDate

     

    isActive

    clientStatus

    If clientStatus is "Active" then true

    If clientStatus is anything else then false

    alert

    clientStatus

    If clientStatus is "Expired" then alert is Expired

    If clientStatus is "Terminated" then alert is Canceled

    If clientStatus is "Suspended" then alert if Freeze

     

    C. Translation from Mindbody Pack

    Club OS Field

    Mindbody Field

    Notes

    systemId

    saleID

     

    agreementName

    serviceDescription

     

    agreementType

    serviceDescription

     

    isPrimaryAgreement

     

    Always true

    downPayment

    price

     

    startDate

    activeDate

     

    endDate

    expDate

     

    isActive

     

    If end date is before or equal to current date, pack is active

    Otherwise pack is inactive

    saleDate

    saleDate

     

     

    D. Translation from Mindbody Employee

    Club OS Field

    Mindbody Field

    Notes

    firstName

    firstName

     

    lastName

    lastName

     

    email

    email

     

    mobilePhone

    mobilePhone

     

    homePhone

    homePhone

     

    workPhone

    workPhone

     

    addressLine1

    address

     

    addressLine2

    address2

     

    city

    city

     

    state

    state

     

    zip

    postalCode

     

    country

    country

     

     

    E. Translation to Mindbody Prospect

    Club OS Field

    Mindbody Field

    Notes

     

    isPropesct

    Always true

    externalSystemId

    ID

    This ID will be the Mindbody API ID

    firstName

    firstName

     

    middleName

    middleName

     

    lastName

    lastName

     

    gender

    gender

     

    dateOfBirth

    birthDate

     

    addressLine1

    addressLine1

     

    addressLine2

    addressLine2

     

    city

    city

     

    state

    state

     

    zip

    postalCode

     

    country

    country

     

    email

    email

     

    mobilePhone

    mobilePhone

     

    workPhone

    workPhone

     

    homePhone

    homePhone

    If homePhone is empty in Club OS it's set to "(111)1111111"

    as it is a required field in Mindbody

    marketingSource

    referredBy

    This is set to "Another client" and the referring member in Club OS

    is also passed to Mindbody if they are synced also.

    If marketingSource is empty it is set to "ClubOS" as it is a required field in Mindbody

     

    F. Translation from Mindbody Appointment

    Club OS Field

    Mindbody Field

    Notes

    Club OS Field

    Mindbody Field

    Notes

    eventType

     

    Always set to Lead

    startDatetime

    startDateTime

     

    endDatetime

    endDateTime

     

    createdBySystemId

    Staff.ID

     

    assignedToSystemid

    Staff.ID

     

    visitType

     

    Always set to Appointment

    eventStatus

    getSignedIn, getLateCancelled

    If getSignedIn is true eventStatus is Completed

    If getLateCancelled is true eventStatus is Canceled Charge

    Otherwise eventStatus is Active

    attendeeStatus

     

    Same as eventStatus

     

    G. Translation to Mindbody Note

    (Contact Log)

    Club OS FIeld

    Mindbody Field

    Notes

    userSystemId

    Client.ID

     

    createdBySystemId

    Staff.ID

     
     

    type

    Always set to 14

    createdDatetime

    createdDateTime

     

    note

    text

     

    msgType

    contactMethod

    If msgType is Email contact Method is "E-mail"

    If msgType is SMS contactMethod is "SMS"

    Otherwise contactMethod is "Phone"

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