How to Navigate in Mindbody
Adding Availability & Clients
Before you add clients to your schedule, it's essential to first ensure that you've set your availability. Follow these steps to add your availability before scheduling clients. Once that's done, proceed to add the client.
1- Click on the (+) button on the upper right corner
2- Click on "Add Availability" button
3- Select your name under the staff list
4- Choose between a single or ongoing date
5- Choose the preferred time
6- Make sure that "shows to public" is on
7- Click on "Book Appointment"
8- Search for the client name
9- Select the type of appointment (remember that free friends and family is only booked by the instructors)
10- Select the staff and the time you will teach the client
11- Turn on the "send confirmation email" button
12- Click on "Book"
Early Canceling Clients
1- In the schedule page, choose the client that you want to cancel
2- Click on the client's name (in this case we are canceling "TestTest")
3- Click on the garbage can button (lower right corner)
4- Click on early cancel
5- Make sure that the auto email button is on
6- All done! Your client will be notified and their package will remain the same.
Early cancel appointments occur when clients notify that they won't be attending at least 24 hours prior to the appointment time. This type of cancellation doesn't deduct any sessions from the client's package.
Late Canceling Clients
Clients who cancel their appointments with less than 24 hours' notice are considered as "late-canceling clients." For these clients, one lesson will be deducted from their package. Alternatively, for clients who pay as they go, their credit card on file will be charged. As an instructor, you should not worry about clients contesting this. We do have a policy and all of our clients get emailed in every appointment reminding them about the policy.
To "late cancel" an appointment, you first have to check out the client's service for the day.
1- Click on the client's name, in this case "Test Test"
2- Click on "Checkout" button, and you will see a message saying that the payment was applied
3- Click on the garbage bin button
4- Select the "Late Cancel" button
5- The email confirmation for late cancel is optional
6- The client is out of the schedule and with one deducted lesson from their package.
Changing Class Instructor
1- Choose the class that will be unable to attend
2- Click on the (...) button on the upper right corner, just below the (+) button
3- Click on "Substitute Teacher" button
4- Choose the instructor that will replace you
5- Click on "Substitute Teacher" button again
* Obs: if you did not find anyone to substitute you, follow the same steps but click on "Cancel Class" button.
If you're unable to attend your class and have arranged for a substitute teacher to take your place, follow these steps to add the new teacher.
Adding Payment Method to Client's Account
If your client will be paying for the lesson and you don't have access to the credit card swiper, you can follow these steps to add the card information to the client's account.
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The first part of the video explains how to add the client to the schedule.
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Click on "Check Out."
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Select the pricing option.
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Click on "Check Out" again.
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Click on "Next."
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Show the client.
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Select the "Credit/Debit Card" button.
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Add the client's information.
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Click on "Next."
Clients Check In
Instructors,
Sometimes, you may need to handle check-ins on your own. What does it mean? You will see a list of participants to ensure they are all registered for your class. Additionally, you must verify that their client intake form is on file.
We highly encourage having these documents as they ensure clients are aware of studio policies, which can help if any issues arise. Please note that the liability waiver and the intake form are two separate forms. If a client gives you a hard time, make sure to inform them about this.
Clients can fill out the intake form on the iPad, or you can find printed copies in the folder labeled "Client Intake Form" in the drawer.
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Steps to Check Client Information:
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Click on the class/private appointment.
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Click on the name of the client.
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If the client has all the forms on file, it will be indicated in the notes section.
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Please note that if the client does not have the liability waiver filled out, it is fine because the new online intake form is a bundle of both.
What to Do When Issues with Clients Arise
Sometimes issues might arise, and if one of these scenarios happens to you, here are some tips on how to proceed:
Unregistered Clients:
-Mindbody has a time frame for registration, so if the class starts at 12:00 PM, clients can register themselves until 10:59 AM.
- Pilates Glow cannot add or modify ClassPass clients. They must handle this themselves.
- If the client is a Pilates Glow member or client, only the instructor has the ability to register last-minute clients (within the 1 hour time frame), so make sure to add them to the schedule. Everyone must be registered to attend class.
Late Arrivals:
We have a 5-minute grace period. Clients who arrive later than that are allowed to join the class at the teacher's discretion due to safety procedures involving the warm-up.