If you're searching this, you've already made the decision — you're just trying to figure out how to do it without losing anything you've spent years building. The process has a few pieces that catch most owners off guard. We've walked enough businesses through this to know exactly where it gets hard.
Mindbody charges $499 to export your client records, appointment history, gift cards, and packages. It's called a "data export service fee" in their terms. It catches most businesses off guard because it's not something you encounter until you're already trying to leave — and it applies whether you've been on the platform two years or ten.
Most Mindbody plans require written cancellation notice — email or letter, not a phone call — at least 30 days before your renewal date. Some contracts require 60. A call where a rep says "got it" doesn't count. Get everything in writing, and keep the thread.
Cancellation stops future billing. It doesn't refund the current contract period. If your agreement runs through September 30 and you cancel August 15, you owe all of September. Plan the switch to start before that final billing date — not after it.
Most owners who get surprised by an unexpected renewal missed the window in step two. Read that one twice before you do anything else.
Log into your Mindbody account and navigate to Billing — your subscription dates are listed there. If you signed a paper contract, the renewal date is in the original agreement. If you upgraded plans at any point, your contract end date may have reset. When in doubt, contact Mindbody support and ask them to confirm it in writing.
Count backward from your contract end date and identify the last day you can send cancellation notice. Then send it at least two weeks before that deadline. Auto-renewals trigger faster than most operators expect, and contracts don't have a grace period after the fact.
Email Mindbody's business support with a clear subject line — something like "Cancellation Notice — [Business Name] — Account #[Number]." State your intent to cancel and your requested final billing date. Ask for written confirmation that the notice has been received and recorded.
Follow up until you have a written reply confirming your cancellation and final billing date. If you receive a "we'll process this within 5–7 business days" response, follow up on day 8. The confirmation email is your insurance policy. Don't move to the next step without it.
Once your account closes, access is gone — client records, appointment history, gift card balances, package details. The $499 export fee applies here. You can pay it and receive CSV files, or coordinate with your new platform to handle the transfer directly before account closure, which sometimes avoids the fee entirely depending on the receiving platform's own process. See our full breakdown of what transfers cleanly and what doesn't.
The day you switch platforms, your Mindbody booking link stops working. Clients who click it see an error. If you haven't pushed your new booking URL through email, text, and your Instagram bio at least a week before go-live, you'll see it in no-shows the first week. Brief your team on the new system before you open to clients on it — not simultaneously.
The $499 fee produces a CSV file. Whether that file imports cleanly into your new platform depends on how the receiving system handles Mindbody's export format — and not all of them do.
Every account's export looks a little different depending on plan history and how long you've been on Mindbody. The free assessment tells you specifically what to expect for your data — before you start, not after.
Businesses that miss the 30-day window by two weeks get locked into another full contract term. It happens regularly — the renewal date shifts after a plan change, or the business assumes a call to support counts as written notice. It doesn't. Send the email with buffer time and confirm receipt.
Mindbody exports CSV files. Not every platform imports them cleanly — column mapping, date formats, and duplicate records all need to be resolved before import. Businesses that wait until their last day and try to import immediately discover this problem when it's most expensive to fix.
The day you go live on a new platform, your old Mindbody booking link stops working. Clients who click it see a dead page. A week of advance notice — email, text, bio update — is the difference between a smooth switch and a confused first week. Brief your team before you brief your clients.
The exit mechanics above apply across the board — but the deeper questions differ by business type. See how this plays out specifically for salons, medspas, and wellness studios.
Every exit is a little different — your contract terms, how long you've been on Mindbody, what's coming through in the data and what needs extra attention. Answer 8 questions and the free assessment tells you exactly what the process looks like before you send anything.
We only get paid when a business switches through us. So if the right answer is "wait one more cycle and negotiate," that's what we'll tell you.
No email required. Results appear on the page in about 30 seconds.
Want to talk it through instead? Start with the assessment and you'll see the option to book a 20-min call after.