Switching studio software feels risky. You have years of client data, booking history, active memberships, and outstanding packs in Mindbody. The fear of losing data or confusing members keeps studios paying $500+/month more than they need to.
Here is exactly how the migration works — step by step — so you can make an informed decision.
What gets migrated
The KOLLABO team handles the full migration. Here is what transfers:
- Customer database — names, emails, phone numbers, emergency contacts, notes, and tags
- Active memberships and packs — remaining credits, expiry dates, and billing status
- Booking history — attendance records and class history
- Schedule and class templates — your recurring timetable, instructor assignments, and room/equipment allocation
- Staff profiles — roles, permissions, and pay rates
- Outstanding balances — if a member owes money, that carries over
What does not transfer: Mindbody marketplace reviews (those stay on Mindbody), custom report templates (KOLLABO OS has its own reporting), and Mindbody-specific integrations.
Timeline
- Day 1 — Export and setup
You export your data from Mindbody (the KOLLABO team walks you through this — it takes 15 minutes). Meanwhile, the team sets up your KOLLABO OS account: branding, timezone, services, schedule, Stripe connection. - Day 1–2 — Data import and verification
The KOLLABO team imports your customer database, active memberships, packs, and schedule. You review everything in a staging environment before it goes live. - Day 2 — Go live
Once you confirm the data looks right, you flip the switch. Your booking link updates, your customers get an email introducing the new app, and you are live on KOLLABO OS.
Total elapsed time: 48 hours or less. Most studios experience zero downtime — the old system stays active until the new one is confirmed.
What your members experience
Your members get a simple email: "We have upgraded our booking system. Download [Your Studio] from the App Store to book classes and manage your account." Their existing packs and memberships are already loaded. They sign in with their email and set a password. From their perspective, things just got easier.
What you save
The math is straightforward. Mindbody Essential starts at $139/month and adds transaction fees of 2.49% + 15¢ per transaction. KOLLABO OS Growth is $199/month with zero transaction markup.
For a studio processing $15,000/month in payments:
- Mindbody transaction markup: ~$375/month ($4,500/year)
- KOLLABO OS transaction markup: $0
- Net saving even after the higher base price: ~$3,780/year
For studios processing $30,000+/month, the savings exceed $8,000/year.
Start the switch
If you want to see KOLLABO OS with your data before committing, the team can do a no-obligation test migration. Sign up at os.kollabo.online or email support@kollabo.online.