How to export your clients from Mindbody
Mindbody's client export takes a couple of extra steps: there are three versions of the report, and only one of them splits first and last names. Start here, and do it before you cancel.
- How it works
- Export via reports
- File you’ll get
- Excel (.xls)
- Last checked
- September 17, 2026
Before you start
What you’ll need
- A Mindbody login with access to Reports
- A spreadsheet app — Excel, Numbers or Google Sheets
- An active account — see the timing note below
- About fifteen minutes
Step by step
Exporting from Mindbody
- 1
Open the Mailing Lists report
Click Insights > Reports in the left-side navigation. Type Mailing Lists in the Search reports bar and press Enter, or follow the path Clients > Mailing Lists.
Insights → Reports → Clients → Mailing Lists
- 2
Choose the Sales List version
The report has three versions — Email, Mailing and Sales. Pick Sales. It's the only one that gives you first and last names in separate columns, and it still includes email and phone.
The Email and Mailing versions put the full name in a single column, which means extra work later.
- 3
Generate and export
Set your client filters, click Generate to preview the list, then click Export to Excel to save it.
Generate → Export to Excel
- 4
Convert the file so it opens properly
Mindbody's export is saved as a .xls file, but it's really a web page inside. Rename the file from .xls to .html, open it in your browser or spreadsheet app, then copy the table into a new sheet and save that as a CSV.
This is Mindbody's own documented workaround, not a trick — the file won't behave like a normal spreadsheet until you do it.
What comes with your export
- First name and last name (Sales List version only)
- Client name as one column (Email and Mailing versions)
- Client ID
- Email address
- Phone number
- Postal address (Mailing version)
What may not come across
- Visit and attendance history — separate reports.
- Memberships, contracts and payment history — separate reports.
- Clinical or SOAP notes and client documents — these need Mindbody's paid export service.
- Saved payment cards (see below).
Saved payment cards
Saved payment cards never transfer through a client export — at any platform. Card details are held by payment processors under PCI rules, not in your client list. Clients add a card again on their first visit.
Who can run this export
Owners and admins have access by default. Staff permissions for reports and client data are set per role, so a staff login may not see the report or the export icon.
Do this before you cancel
Export everything while your account is still active. Mindbody gives you access to your data through your final billing date — once the site is deactivated you can't reach it. A paid export service exists for up to 30 days after cancellation, but that's an assisted service with a fee, not something you can run yourself.
Before you upload
- Convert the .xls file to CSV as described above.
- If you used the Email or Mailing version, split the name column into First Name and Last Name.
- Check that each client has either an email or a phone number — rows with neither can't be imported.
Last step
Importing into SpaSphere
- 1
Open the importer
In SpaSphere, go to Settings → Import & Export and choose to import clients.
- 2
Upload your file
Select the file you exported. SpaSphere reads the column headers and matches them to the right fields automatically.
- 3
Check the column matching
You'll see how each column was matched before anything is saved. Adjust any that look wrong, then confirm.
You don't need to rename columns before uploading. SpaSphere recognises the common variations — "Mobile Phone", "Cell", "Phone Number" all map to the same field — and shows you the matches before importing.
Where these steps come from
We checked Mindbody's own documentation on September 17, 2026. Platforms change their menus, so if something looks different, trust what's on your screen.
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