Complete Migration Guide: Mindbody/Momence to NexiBook
Everything you need to know to move your studio to NexiBook. Step by step, zero risk, zero data loss.
Section 1: Switching from Mindbody
Mindbody is the most widely used studio software in the world -- and also the most expensive and restrictive. Here is how to make the transition.
How to Export Client Data from Mindbody
Mindbody allows you to export your client list and contact data. Follow these steps:
Log in to your Mindbody account
Go to Mindbody Business (business.mindbodyonline.com) with your admin credentials.
Navigate to Reports > Client Reports
From the main menu, select Reports, then Client Reports. Choose the "Client List" or "All Clients" report.
Select all relevant columns
Make sure to include: Name, Email, Phone, Address, Membership Type, Contract Start/End Date, Account Balance, Credits Remaining, Last Visit Date.
Export as CSV or Excel
Click Export and download the CSV or Excel file. This contains your complete client list.
How to Export Class Schedule
From Mindbody, go to Classes > Class Schedule. You can export the weekly or monthly schedule. Alternatively, send us a screenshot of your schedule and we'll recreate it in NexiBook.
Can't find the export option? Email us at support@nexibookapp.com with your Mindbody credentials (or viewer-level access) and we'll extract the data directly for you.
Your Mindbody Contract: Cancellation Costs and the Break-Even Math
Let's be direct: cancelling your Mindbody contract costs between $652 and $2,000. That sounds like a lot. But let's do the math:
Monthly Mindbody cost: ............. $487
Monthly NexiBook cost: .............. $107 (~€99)
Monthly savings: .................... $380
Mindbody cancellation fee: .......... $1,200
Break-even: $1,200 / $380 = 3.2 months
First-year savings (after break-even): $3,360
Even with the highest cancellation fee, you recoup the investment in 3-5 months. After that, you save $3,000-5,000 per year. Every year, forever.
Switching from Mindbody typically takes 3-5 business days. Slightly longer than Momence due to more complex export formats.
Section 2: Switching from Momence
Momence is more export-friendly than Mindbody, but still has contractual clauses. Here's the process:
Export Process from Momence
Log in to Momence Dashboard
Access the Momence dashboard with your admin credentials.
Go to People > All Clients > Export
Momence offers a direct export button in the clients section. Select "Export All" to download a CSV with all clients, including contact details, active memberships, and remaining credits.
Export schedule: Schedule > Export
From the Schedule section, export your class schedule. Momence generates a CSV with all classes, times, instructors, and service types.
Send files to the NexiBook team
Email to support@nexibookapp.com with the exported files. We handle the rest.
Dealing with Momence Contract Terms
Momence typically requires payment of remaining contract months as a cancellation fee. If you have 6 months remaining at $199/month, the cancellation fee would be ~$1,194. But with monthly savings of $92-400, the break-even is similar to Mindbody: 3-6 months.
Check if your Momence contract allows penalty-free cancellation at the end of an annual term. Many owners don't know they have a 30-day cancellation window before auto-renewal.
Switching from Momence typically takes 1-3 business days. Export formats are cleaner than Mindbody's.
Section 3: What NexiBook Handles For You
You don't have to do everything yourself. Our team handles the hardest parts of the migration.
Data Import
Send us your exported files (CSV/Excel) and we will:
- Clean and format the data
- Import all clients with complete contact information
- Recreate active memberships and credit packages
- Set up payment history
Studio Configuration
Our NexiBook setup includes:
- Creating all service types (group, semi-private, private, mat)
- Setting prices and durations per service
- Configuring resources (Reformer machines) with capacities
- Recreating your weekly class schedule
Payment Setup (Stripe)
We guide you through the Stripe connection process, which takes 10-15 minutes:
- Connect your existing Stripe account or create a new one
- Configure currency, taxes, and payment notifications
- Test a real payment to verify everything works
Instructor Accounts
- Create accounts for each instructor
- Set commission rates per instructor and per service
- Assign instructors to the correct classes
Client Notification Template
We provide a ready-to-send email template to notify your clients about the platform change:
Dear [First Name],
We've moved to a new booking platform called NexiBook, which allows us to provide you with a better scheduling and payment experience.
What you need to know:
- New booking link: [LINK]
- Your credits and membership have been transferred -- nothing is lost
- You can access your account with the same email address
- First login requires setting a new password (1 minute)
If you have any questions, reply directly to this email.
Best regards,
[Studio Name]
Section 4: Day 1 Checklist
Everything is configured. Data is imported. Here's what to do on your first day with NexiBook:
- Log in to the admin dashboard and verify your client list
- Review your class schedule -- times, instructors, capacities
- Test a booking as a client (open the booking link in incognito)
- Test a payment (you can do a $1 self-charge and then refund)
- Verify that email/WhatsApp notifications work
- Send the notification email to clients (use the template above)
- Update booking link on your website, Instagram bio, Google Business
- Set up instructor accounts and give them dashboard access
- Review instructor commissions and credit packages
- Cancel your old platform (after everything is working on NexiBook)
Do not cancel your old platform before verifying everything works correctly on NexiBook. Run both platforms in parallel for 1-2 days if needed. Your NexiBook trial is fully functional for 14 days -- you have plenty of time to verify everything.
Ready to Start Your Migration?
Start with a free 14-day trial. Our team guides you through every step.
✓ 14 days free • ✓ No credit card • ✓ Free migration • ✓ No contracts
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