If you're reading this, you've probably already decided to leave, or you're close. Mindbody's paid data export service is real (Mindbody doesn't publish the price; migration vendors report around $499), and it catches most businesses off guard because you only meet it when you're already trying to go. This guide covers what you'll receive, what won't transfer cleanly, and how the import works on the receiving end.
Mindbody charges an added fee for its data export service (it doesn't publish the amount; migration vendors report around $499). Start with the free self-serve CSV exports: client contact info, purchase history, memberships, visit records, sales reports and staff data. If you need the paid service, request it while your account is active; it's available up to 30 days after your cancellation notice. Get the price in writing first.
Mindbody doesn't publish the price of its paid data export service. Its contracts page says the service costs an added fee, and migration vendors such as Walla report $499 (Spark Membership cites $500). Self-serve CSV exports of client contact info, purchase history, memberships, visit records, sales reports and staff data are free, so pull those before you cancel.
Divide the quoted fee by what you'll save each month on the new platform. At $499 and $100 a month saved, you recover it in five months; at $250 a month saved, in two. Mindbody's plans above $79/month are quote-based, so use your own invoice for the comparison. The fee is worth knowing, not worth staying over. See the fuller medspa vs Boulevard breakdown if you want the rest of the math.
Mindbody's export covers the scheduling side: client records, appointment history, gift card balances, service packages, class attendance, and product sales history, delivered as CSV files. It leaves out before/after photos, treatment notes kept in a separate EMR, marketing history, marketplace reviews, and client app logins. Those clinical gaps are what medspas need to plan for separately. If HIPAA charting is part of your setup, our HIPAA compliance guide covers it directly.
You receive a zip file containing multiple CSV spreadsheets organized by data type: clients, appointments, gift cards, packages, and so on. The formatting is consistent enough to import into most platforms, but each receiving platform handles the import differently, and some require more cleanup than others.
Mindbody import quality depends on the receiving platform. Boulevard and Vagaro are the cleanest: Boulevard has a dedicated Mindbody import process run with its implementation team, and Vagaro handles client records and appointment history well. GlossGenius takes client CSVs but needs manual setup for complex packages. Square needs more manual work on appointment history. Zenoti switches usually run through a certified implementation partner.
Boulevard has a dedicated Mindbody import process. Client records, appointment history, gift card balances, and active packages all import directly from the Mindbody CSV export. Some field mapping requires attention, particularly service names and staff assignments, but the core data transfers cleanly. Boulevard's implementation team handles the import with you.
Vagaro imports Mindbody client records and appointment history well. Gift card and package data may require manual review, especially for complex package structures. Their support team can guide the process.
GlossGenius accepts Mindbody client CSV imports. The platform is simpler by design, which is a feature, not a limitation, but some of Mindbody's more complex data structures (multiple service types per appointment, tiered packages) need manual setup after the client import.
Square imports client contacts from CSV. Appointment history and package data require more manual work. Square's import is more limited on the appointment history side. Plan for extra time if you're bringing over a large client history.
Zenoti has an implementation process for businesses switching from Mindbody. At the enterprise scale where Zenoti is typically evaluated, the switch is usually managed by a Zenoti-certified implementation partner. Build the partner cost into your switching budget.
Service names that don't match exactly between platforms, staff assignments where team members aren't yet set up in the new system, and custom membership structures that the new platform handles differently: these require manual cleanup in almost every switch. Budget time for it.
Request the Mindbody data export 2–3 weeks before go-live on the new platform, while your Mindbody account is still active, and cancel Mindbody only after go-live. The most common mistake in a Mindbody switch is waiting until after canceling: the paid export service is available only up to 30 days after your cancellation notice.
Mindbody doesn't publish a turnaround time for its export service, so leave room. If you've already canceled your account, you're in a more complicated position. The account may be in a locked or deactivated state that complicates the export process.
2–3 weeks before go-live: Submit the data export request to Mindbody while your account is still active.
1–2 weeks before go-live: Receive and verify the CSV files. Confirm client records are complete, gift card balances match, active packages are accurate.
Go-live week: Import into the new platform, do a final QA pass, train your team on the new system.
After go-live: Cancel Mindbody. Not before.
The businesses that hit the roughest transitions are the ones who canceled Mindbody before the new platform was fully configured and the data was loaded. One week of overlap, paying for both platforms simultaneously, is cheaper than going dark on bookings.
If your Mindbody billing renews on the 1st and your go-live is the 15th, you're paying for two platforms that month. That's the right call. The wrong call is canceling on the 1st to save one billing cycle and going live before your data is fully loaded.
Often, yes. Mindbody's self-serve CSV exports are free and cover client contact info, purchase history, memberships, visit records, sales reports and staff data. The paid export service is for large data volumes, and Mindbody doesn't publish its price (migration vendors report around $499). Ask Mindbody for a written quote before you assume you need it, and pull the free files first.
Mindbody's contracts page lists free CSV exports of client contact info, purchase history, memberships, visit records, sales reports and staff data. Pull them while your login still works, then check with your new platform whether those files cover its import.
Mindbody doesn't publish the export service price, and its terms require an agreed statement of work. Ask what the export includes and what it costs before you commit, rather than assuming the vendor-reported $499 applies to you.
Build it into your switching cost calculation. Divide the quoted fee by your monthly savings on the new platform: at $499 and $100 a month saved, you recover it in five months; at $250 a month, in two. The fee is real. It's not a reason to stay.
Before your Mindbody account closes, pull five sets of records into files you control: your top 50–100 clients by revenue, active gift card holders and balances, active package holders and remaining sessions, team schedules and pay rates, and the last 12 months of monthly reports. The CSV export covers what Mindbody tracks; your own copies cover you if the import goes wrong.
The export contains this data. What the export doesn't guarantee is that the import goes perfectly. Having your most important records in your own file means a partial import error doesn't put you in a position where you're asking clients to trust you about their gift card balance from memory.
Data export is one piece of the exit. For the fuller picture on notice windows and timing, see how to cancel Mindbody. And since the clinical/scheduling details differ by business type, see how this plays out for salons, medspas, and wellness studios.
Getting the data out of Mindbody is one part of the switch. Getting it into the new platform correctly is the receiving platform's job, not Grove's, but knowing what to expect before you start is what the free assessment is for. We've seen enough of these to know where it usually gets complicated.
Grove only gets paid when a business switches through us to Boulevard. If you're already mid-switch and just need a second opinion, we're still happy to talk.
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