Mindbody → HELIX

Difficulty: moderate Time: 2-3 hours Portability: 5/10

Migration Summary

Switch from Mindbody to Helix in about 2-3 hours. Export your data as CSV, import into Helix, set up your services. Run both in parallel for a week, then cancel Mindbody. $219/month → $279 once.

What Transfers

Transfers Fully

✓ Client contact information

✓ Basic appointment/visit history

Transfers Partially

~ Purchase history (complex formatting)

~ Client notes

~ Membership details (manual capture needed)

Needs Rebuilding

✗ Waivers and contracts (re-sign required)

✗ Integrated scheduling widgets

✗ Class schedules and waitlists

✗ Branded app configurations

Step 1: Export from Mindbody

Export Client List

Manager Tools → Reports → Client Reports → Client Contact List. Select all clients, export to CSV.

5 minutes ⚠ Mindbody has multiple client report types — 'Client Contact List' is most comprehensive

Export Appointment History

Reports → Appointment Reports → Appointment Detail. Set date range and export.

5 minutes ⚠ May need to run separately for classes vs appointments

Document Active Memberships

Reports → Membership Reports → Active Memberships. Export or screenshot each active member's billing details.

15-30 minutes ⚠ Membership billing will need manual recreation — no clean export of recurring billing schedules

Download/Screenshot Waivers

Waivers in Mindbody may not export. Screenshot your waiver template text for recreation in Helix.

10 minutes ⚠ You'll need clients to re-sign waivers in your new system

Step 2: Import into Helix

Import Clients to Connect

Helix Connect → Import → Upload Mindbody client export. Map carefully — Mindbody has many fields.

15 minutes

Create Service Packages

Build your offerings in Helix Services. Reference Mindbody pricing but simplify package structure.

30 minutes

Rebuild Membership/Recurring

For recurring clients, create Bookings in Helix with appropriate frequency. Set up payment collection outside Helix (Stripe, etc.).

30+ minutes

First Week Checklist

Import all active clientsCreate core service packagesSet up recurring clients manuallyCreate new waiver process (Google Form or paper)Run 10 appointments through HelixCommunicate to clients about new booking process

All checked? Cancel your Mindbody subscription. Download a final backup first.

Mindbody is deeply integrated for fitness and wellness businesses. Leaving is harder than leaving simpler tools. But you're probably paying $200-400/month and using 30% of the features. Helix at $299 once makes sense if you're primarily doing 1-on-1 or small group work. If you're running a gym with 50-person classes, Mindbody (or ClassPass, Vagaro) is probably still your best bet.

Common Questions

What about class scheduling?

Helix is optimized for 1-on-1 and small group services, not large class scheduling. If you run fitness classes with 20+ participants, Helix may not be the right fit. For personal training, massage, and small group sessions, it works great.

Does Helix handle memberships?

Helix handles scheduling and invoicing. For true membership billing (auto-charge monthly), use Stripe subscriptions separately or invoice monthly via Helix Cascade.

What about the Mindbody app?

Clients using the Mindbody app to book won't be able to book with you anymore. You'll send them to your Helix booking link or website. This is a real transition — communicate early.

Get Helix — $279 Once

30-day money-back guarantee. Cancel Mindbody after your first week with Helix.