Switching from MindBody: a 4-week playbook

Most switches from MindBody are blocked by the worry, not the work. The actual technical switch takes between one and four weeks depending on scale. The worry — of member disruption, of payment-processing migration, of 'what if something breaks' — takes as long as you let it.

This guide is the concrete plan. Four weeks, week by week, with the actual steps. If you're a single-studio operator, compress it to a weekend. If you're multi-site, stretch it as needed.

Week 1 — Data export and mapping

• Export member list from MindBody (Settings → Data Export → Members)
• Export active memberships (Settings → Data Export → Active contracts)
• Export 12 months of booking history (Reports → Class attendance → CSV)
• Export 12 months of payment history (Reports → Sales → CSV)
• Map MindBody class categories to Prism class taxonomy (Prism provides a starter mapping)

Week 2 — Parallel run on Prism staging

• Import data into a Prism staging environment
• Reconcile member count, active memberships, and MRR to within 0.1%
• Walk your staff through the Prism admin — 90 minutes is usually enough
• Pilot check-ins at one location while MindBody remains primary

Week 3 — Payment-processing switch

The longest single step. GoCardless migration is a mandate re-authorisation — members give explicit consent to Prism as the new creditor, either by email link (typical) or by ticking a box in the app. Prism handles the mandate creation and the DD schedule.

• Kick off GoCardless mandate migration (members get a one-click re-auth email)
• Stripe: card details re-authorise silently via account linking
• Expect 90%+ completion by day 7; the tail takes another 7 days

Week 4 — Cut-over and monitor

• Pick a weekend with low class volume
• Cut bookings to Prism; MindBody becomes read-only
• Monitor the first Monday owner briefing — that's your first validation the numbers reconcile
• Close MindBody at end of month