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Required for: Coaches transferring from MindBody to CoachIQ
To migrate your clients, subscriptions, and scheduling data from MindBody to CoachIQ, our team needs temporary staff access to your MindBody account. This is a one-time setup that takes about 5 minutes.

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Before you begin

You’ll need:

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Add CoachIQ as a staff member

1

Open your MindBody staff page

Log in to your MindBody account and navigate to the Staff section from the main menu.Depending on your MindBody version, this may be under Settings → Staff or accessible directly from the side navigation.
MindBody help article showing how to navigate to the staff page
2

Click Add Staff Member

Click the Add Staff Member button to create a new staff profile.Enter the following details:
Using a shared transfer email means our team can pick up your migration immediately — no waiting on a specific person.
3

Set permissions

Assign the staff profile a permission level that allows read access to your account data. A Manager permission group works best.CoachIQ needs access to:
  • Client list and contact information
  • Memberships and contracts (subscriptions)
  • Payment and billing history
  • Class and appointment schedules
  • Reports (for data export)
MindBody staff permissions settings showing available access levels
If you don’t want to use the default Manager group, you can create a custom permission group with read-only access to the areas listed above. See MindBody’s guide on creating permission groups.
4

Save and notify CoachIQ

Click Save to create the staff profile.Then let your CoachIQ account manager know that access has been granted — either through your existing chat or by emailing info@coachiq.io.
Done! CoachIQ will log in and begin reviewing your data for migration, usually within 1 business day.

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What CoachIQ does with this access

Once we’re in your MindBody account, our team will:
  1. Review your client list — names, emails, phone numbers, and any custom fields
  2. Document memberships and contracts — active subscriptions, pricing, billing schedules
  3. Export class and appointment history — so we can recreate your schedulers in CoachIQ
  4. Map your data to CoachIQ — match MindBody products to CoachIQ equivalents
We only read your data — we will never modify, delete, or change anything in your MindBody account.

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Common questions

Manager is the easiest option — it gives broad read access without giving full owner control.If you’d prefer more restrictive access, create a custom permission group with access to:
  • Clients (view)
  • Reports (view)
  • Appointments/classes (view)
  • Memberships/contracts (view)
CoachIQ does not need access to modify settings, process payments, or manage your staff.
Yes — and you should. Once your migration to CoachIQ is complete, simply go back to Staff, find the CoachIQ Transfers profile, and deactivate or delete it.Your CoachIQ account manager will let you know when the transfer is complete and it’s safe to remove access.
No. Adding a staff member doesn’t change anything about how your MindBody account works. Your clients, schedules, and billing continue as normal. CoachIQ’s access is read-only — we’re just looking at your data to plan the migration.
Only owners and some manager-level accounts can add staff members. If you don’t have the right permissions:
  1. Ask the account owner to add CoachIQ using the steps above
  2. Or contact MindBody support to upgrade your access level
You can also book an Office Hours call and we’ll walk through it together.
No problem. Reach out to your CoachIQ account manager or email info@coachiq.io and we’ll provide specific instructions for your platform.

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What happens next

After you grant access, your CoachIQ team will:
  1. Log in and audit your data — usually within 1 business day
  2. Create a migration plan — map your MindBody setup to CoachIQ
  3. Import your clients — transfer contacts, tags, and relevant history
  4. Rebuild your schedule — recreate your services as CoachIQ schedulers
  5. Set up subscriptions — connect recurring billing through Stripe
  6. Go live — confirm everything looks right and you’re ready to switch
The smoother the access setup, the faster we can get your transfer done. Most migrations complete within a few days of receiving access.
Need help? Reach out to your CoachIQ account manager or email info@coachiq.io. You can also book an Office Hours call and we’ll walk through this together.