· Reviewed by Issabela Masters
Why do Mindbody users need a virtual assistant?
Most studios on Mindbody are run by people who teach. The owner is on the mat or behind the chair when the phone rings, so the front desk is empty for most of the day and the app messages pile up. Mindbody does a great deal, but somebody still has to work it: the declined autopay list grows, intro offers expire without a follow-up call, a substitute needs adding to Thursday's 6pm, the waitlist fills but nobody confirms the spot, a member wants a freeze and the contract terms are three clicks deep. An assistant becomes the front desk that is always there. They answer calls and messages in the studio's name, book and move clients, sell the right pricing option, keep the schedule honest, chase payments politely and hand you a weekly report on attendance, retention and revenue.
What can a virtual assistant do inside Mindbody?
- Class schedule and appointments
- Maintains the class schedule from your schedule templates, adds substitutes and cancellations, books and moves appointments for practitioners and keeps rooms and resources from double booking.
- Clients and pricing options
- Creates and updates client profiles, sells the right pricing option, class pack or contract, applies intro offers and gift cards, and records notes and waivers on the client account.
- Memberships and autopays
- Sets up contracts and autopays, processes freezes, upgrades and cancellations under your policy, and tracks expiring contracts for renewal outreach.
- Declined payments and balances
- Works the declined autopay list daily, contacts members to update card details with lawful consent and do-not-call scrubbing, retries payments and reports balances still outstanding.
- Waitlists and check-in
- Manages class waitlists, confirms filled spots, applies late cancel and no-show fees per your policy and reviews check-in exceptions such as missing waivers or expired packs.
- Phones and messages
- Answers calls in your studio's name, replies to Mindbody app messages and email, books from the call, and warm-transfers anything about injuries, disputes or refunds to you.
- Intro offer follow-up
- Calls and texts intro offer clients before their offer expires with lawful consent and do-not-call scrubbing, books their next class and logs the outcome on the profile.
- Reports
- Pulls attendance, sales, membership and client retention reports weekly, checks staff hours for your payroll run and sends a short note on what moved.
Integrations we handle
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Mindbody and ClassPass
Checks ClassPass reservations against your schedule, adjusts released spots and handles ClassPass client questions at the desk.
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Mindbody and Reserve with Google
Keeps bookable classes accurate so bookings from Google Search and Maps land on the right schedule.
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Mindbody and Zapier
Routes new clients and intro offer purchases to your CRM or email tool and reviews failed Zaps weekly.
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Mindbody and QuickBooks Online
Exports daily sales, refunds and payouts for your bookkeeper and notes any autopay reversals.
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Mindbody and Mailchimp
Keeps client lists and tags in sync for newsletters and win-back campaigns you approve.
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Mindbody and Google Workspace
Maintains substitute rosters, event sign-up sheets and the front desk log in Sheets and Drive.
