Launch Guide/FAQ

MindBody Transition

This page will provide some information/guidance on what the launch day will look like and answer some questions. First, lets outline the technical steps being taken: 

• DekaLash Tech Team to pull the required data for your studios migration (Monday/Wednesday) 

• Migrations will happen Tuesdays/Thursdays, however studios will start using MindBody Wednesday/Friday, allowing owners time to QA the site. 

• You will get an email from MindBody on Tuesday or Thursday letting you know your site is live and you can get in to do that QA. Be aware that on those Tuesdays/Thursdays, there may still be some behind the scenes data ingesting happening so, for example, Membership icons may not show immediately. This is expected behavior and will resolve as the site is completing the migration. Also note the exception reports for any missing members. Please see this owner FAQ on trouble shooting/gap data: https://scribehow.com/page/Mindbody_Troubleshooting_and_FAQ__B1i3_ECTThyKBPv07wp7Nw?referrer=page&slug=/page/Deka_Lash__Mindbody_Launch_Hub_Pioneer_1A__bSqilRk9Rx2zTv_GHdbMBQ  

• In that email you'll see exception reports:

  • If you're unable to find a client profile, or if the information on their profile looks incorrect (membership, benefits, etc.), it's likely that that client is on one of the exceptions reports. Please consult those reports to determine if missing information is within the exceptions.

  • If you need to add a client or add details for them, please consult other guides on how to add a client and how to make sales. You may make Sales and zero out the price for any current credits or for Memberships first payment if it has already been collected.

• Wednesday/Friday mornings, the DekaLash Tech Team will turn off online booking in MyTime. The Marketing team will switch out the booking links from MyTime to the new MindBody links on the corporate site.

• On the morning you go live in your studio, there may be gap data between MyTime and MindBody. Gap Data Guide is below.

• CSC will be working independently to push out membership charge dates in MyTime in a rolling method to ensure clients aren't double charged. 

General FAQ

Q: What will happen to member credits?

A: MindBody will introduce a new membership structure - there are no more credits in MindBody - you will hear “benefits” or “services” per membership now. Instead of giving a “credit” amount to members, their membership payment will cover the services of the membership. The credits members have will be converted to an “Account Balance” in MindBody which can be used for Services only. These Account Balances can be depleted as needed and then completely removed manually once the appropriate amount of time has passed to expire them. This is covered in the gap data guide.

Q: What will be transferred from MyTime to MindBody?

A: Clients/Membership Date/Appointments (1/1/24 - 12/31/25)/Credits/Packages

Q: What won’t be transferred over?

A: Photos from notes/membership forms (we are actively working with MyTime on potentially getting this and storing externally) /credit card data (actively working with MyTime to get this exported and uploaded to MindBody)

Q:Why Mindbody? 

A: We believe the future MindBody provides is a bright one. Mindbody is one of the most widely used business management platforms in the health, wellness, and beauty industries. For instance, their Messenger AI (fast follow after launch) provides an AI-powered virtual receptionist and messaging assistant. It operates across multiple communication channels, providing 24/7 client engagement and serving as an always-on front desk person.

Q: Why are some MyTime features/functionality missing? 

A: MyTime and MindBody are off the shelf software solutions built for a broad audience and they try to cover as much ground as possible. In the 5 years with MyTime, a lot of the functionality wasn’t there when we began, much like MindBody. As soon as the rollout is complete, we go right to work on getting those features we are missing built and implemented. We plan on being agile and responsive to owner needs and leadership along with your FSMs will be in constant contact to prioritize these features along with you. 

The name of the game here is short term pain for long term gain. We can do this. Change is scary and we understand that. We will do everything we can to support you through this transition. There will be bumps. There will be challenges. We will overcome them.

Gap Data Guide

Below we will outline how to get the gap data from MyTime to Mindbody from the time the data pull occurred through when your site went live. 

Your studios data was pulled the morning before the migration - so if you go live on Wednesday, you will pull the data for Monday and Tuesday.

If you go live on Friday,  you will pull the data for Wednesday and Thursday.

Pull the following reports:

Appointments: 

Navigate to Appointments, and select the following parameters : “Booked (YOUR GAP DATA DATES)” and “Scheduled All Time” - this will pull back all appointments made the 2 days outlined above for all time. Export this report.

Memberships Sold:

Pull the Membership Roster report and change the “Purchased” date range to the same 2 days outlined above. Export this report.

Membership Credits:

Pull the Membership Value Credits report and export that so you have an up to date view of available credits - you can use this to verify credit balances brought over in the data migration and adjust accordingly.

From here, you can navigate to Mindbody and create the gap appointments as needed. There may be some appointments that are in the system - this is ok - we are just adding the ones that need to be added. We are casting a wide net to ensure nothing is missed.

For Memberships, navigate to the client profile and add the membership purchased. You may need to wholesale recreate the client profile which will require you to go back to MyTime and gather the client data from the client profile that wasnt already in the system when the membership was purchased.

For credits - you can find how to adjust here - instructions are on how to expire or deplete: Https://scribehow.com/viewer/How_to_Deplete_or_Expire_Positive_Account_Balances_in_Client_Profiles__phu912dbRMq6pQKUvDs9vA?scrollToActionId=f474bca6

If for whatever reason we need to add to that balance, we can use the same steps in the Scribe above to run a retail transaction for the Account Adjustment option under Payments. This is noted in the scribe above.

How To Add Your Site And Log Into The MindBody Business App

Please follow the below instructions to log into the MindBody Business App

iOS link: https://apps.apple.com/us/app/mindbody-business/id599125654

Google Play Store Link: https://play.google.com/store/apps/details?id=com.mindbodyonline.express&hl=en_US

Identify your studio number from the MindBody website - you can find this by clicking the arrow next to your name and that will show you the site ID or if you have multiple studios, you can hit the drop down next to the site name and get them all at once (NOTE - for the training site, the - in front of the name is necessary when adding it - regular sites do not have the dash): 

Next, in the MindBody, app, tap "Select Your Business" and enter in your site id. Once added, it will show up as a site to select. Tap next to log in. If you need to add another site, tap on the site again from the main screen and add another. A video of this process is below.

Commissions Guide

Scroll in the box below to read the entire guide

Spa-Finder Steps

If you use SpaFinder and your merchant account is set up, you'll need to complete the following steps:

You need to complete your setup with Spafinder using their account set-up e-card. For instructions and to have a set-up e-card emailed to you, visit Spafinder.com.

Once you have a set-up e-card, Spafinder needs to have the most up-to-date POS terminal/MID for your business added to your Spafinder account. To add your new POS terminal, follow these steps:

1. Log in to your Spafinder account through the Spafinder Partner Portal.

2. Click the +Add POS Terminal button.

3. To redeem the set-up e-card through your POS hardware, choose Credit Card as the payment type and manually process through your point of sale in the same way as a regular credit card.

4. (Optional) Repeat this process for each of your Mindbody POS terminal(s) before your scheduled go-live date so that Spafinder can enable your newly assigned MID.

Once you've processed the digital set-up e-card through your credit card POS, it takes 24 hours for your new Terminal POS to be activated and associated with your Spafinder account. After this time, you are ready to redeem Spafinder multi-use cards.

Note: If you have multiple locations (datashare), you need to process a new set-up e-card through all POS terminals where you accept payment for each location.

Learn more about these processes with the following resources:

Spafinder Partner Portal Tutorial Videos has two short videos that go over the steps to Process a Digital Set-Up Card to add your POS terminal and how to Redeem Spafinder Gift Cards.

MyTime to MindBody Report Matrix

Late Cancel/No Show Flow

This quick video will show the flow of a late cancel/no show - what you'll see is that you have to process/complete the ticket *must use the correct promo codes* but complete the ticket, then you can go back to the appointment and select late cancel or no show, which will free up the appointment from the lash artists schedule.

Messenger Access - Owner

Messenger Access - Staff

Payroll Preparation