mindbody-guide
Mindbody Integration
Velaro connects to Mindbody to let your AI bot handle class bookings, cancellations, schedule questions, and membership inquiries through chat, SMS, or IVR — without your front desk staff involved.
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Connect Mindbody
1. Go to Settings → Integrations → Mindbody
2. Enter your Staff API Key from your Mindbody account
3. Enter your Site ID (the numeric ID for your Mindbody location)
4. Click Save
To find your Staff API Key: in Mindbody, go to Settings → API and copy the Staff API Key. Your Site ID is the number shown in your Mindbody URL or under Settings → Site.
If you have multiple locations (multiple Site IDs), contact Velaro support to configure multi-location access.
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What AI Can Do
| Action | Details |
|---|---|
| Look up client | Find a client by name, email address, or phone number |
| Check class schedule | Return upcoming classes by date, class type, or instructor |
| Check class availability | Return open spots for a specific class |
| Book a class | Enroll a client in an available class using their Mindbody account |
| Book an appointment | Schedule a session with a specific staff member or service type |
| Cancel a class | Remove a client from a class enrollment |
| Check membership status | Return the client's active membership type and renewal date |
| Check account balance | Return the client's current account balance or series remaining |
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Use Cases
Member texts to book a class — Member sends an SMS asking to book Saturday's 9 AM yoga. Bot checks availability, confirms the member's identity by phone number, and books the class.
Schedule question via chat — Prospective member asks what classes are offered on Tuesday evenings. Bot returns the full Tuesday evening schedule with times and instructor names.
Cancellation request — Member can't make their class and contacts you via chat to cancel. Bot looks up their upcoming enrollments, confirms which one to cancel, and removes them.
Membership status question — Member asks when their membership renews and what it includes. Bot retrieves their membership record and answers without involving staff.
Account balance question — Client asks how many sessions remain on their package. Bot returns the current balance from their Mindbody account.
After-hours booking — A prospective client calls your IVR after hours asking to book a trial session. The Velaro bot checks availability, collects their information, and books the appointment in Mindbody.
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Permissions and Data Access
Velaro accesses your Mindbody site using the Staff API Key you provide. The key grants access to:
- Client records (search, profile, membership, balance)
- Class and appointment schedules
- Enrollment and cancellation actions
- Appointment booking
The Staff API Key gives broad access to your Mindbody site. Treat it as a credential — do not share it externally. You can regenerate it in Mindbody at any time and update it in Velaro under Settings → Integrations → Mindbody.
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Troubleshooting
| Symptom | What to check |
|---|---|
| Bot cannot find client | Confirm the client is searching by the name, email, or phone number on their Mindbody account. New clients must be registered in Mindbody before the bot can look them up. |
| Class booking fails | Confirm the class has open spots and the client's account is in good standing (no holds or expired membership that blocks enrollment). Check Settings → Integrations → Mindbody → Activity for error details. |
| Integration shows Disconnected | Your Staff API Key may have been regenerated. Go to Settings → Integrations → Mindbody and paste the new key. |
| Wrong Site ID | If you see data from the wrong location, confirm the Site ID entered in Velaro matches your intended Mindbody location. |
| Schedule shows no classes | Confirm classes are published in Mindbody for the dates the bot is querying. Unpublished or draft classes do not appear via the API. |
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