Integration · Mindbody
Recupra + Mindbody: turn a late cancellation into a booked client.
Mindbody runs the front desk for a large share of med spas, wellness studios, and aesthetic practices. Recupra reads its bookable-items inventory, calls the right client when a slot opens, and books the appointment.
No call. No credit card. Plug-and-play setup in 5 minutes.
The integration
How Recupra works with Mindbody
Mindbody is a booking and business platform rather than a clinical record, and it is the system most med spas and wellness clinics actually schedule in. Its Public API v6 exposes real bookable items, which gives an outreach agent a genuine inventory to offer from.
Mindbody also draws a distinction most EHRs do not: a late cancellation is its own status, separate from a plain cancellation and from a no-show. That is a meaningful difference in a business where a late cancellation usually carries a fee and the client did in fact tell you.
What frees a slot in Mindbody
- Cancelled
- Late cancelled (optional)
- No-show (optional)
A status without a label triggers a recovery call by default. The ones marked optional stay off until you turn them on.
Mindbody at a glance
- Who runs it
- Med spas, aesthetics, and wellness businesses
- Open times
- Read from the vendor's open-slot API
- Cancellation reaches us
- Daily sweep, up to 24 hours
- Authentication
- API key plus a staff login
The arithmetic
What one empty injector hour costs
Aesthetic appointments are long, booked weeks ahead, and worth several times a medical copay. That combination makes a late cancellation expensive in a way a fifteen-minute medical slot never is.
- Typical appointment
- 45 to 90 minutes of a licensed provider
- Booked how far ahead
- Weeks, so plans have time to change
- Provider cost when the client does not arrive
- Usually paid either way
- What a client lost at visit two of six takes
- The remaining four
Sizing this on the single missed treatment understates it badly. The med spa numbers work through the deposit policy and the series together, because they are the same decision.
Side by side
Mindbody holds the waitlist. Somebody still has to work it.
What Mindbody does on its own
Mindbody has a real appointment waitlist, and a good one. Each entry carries the client's preferred date, preferred time, requested instructor, appointment type, duration, and price, so the screen already knows what a client wants and what the booking is worth.
Its First to Claim automation texts every waitlisted client when a slot opens and gives the appointment to whoever replies first. Everything else runs through a Book button that a staff member presses.
Mindbody's own documentation is explicit about who can close the loop: "Only staff members can confirm a waitlist reservation."
What Recupra adds
The gap is not the list. It is the labour, and the matching. A text to the whole waitlist gives the slot to whoever happens to be holding their phone, which is not the same as the client who wanted that injector on that afternoon.
Recupra calls the best-matched client instead, one at a time, and moves down the list when someone declines. It does that at ten in the morning on a Saturday, which is exactly when nobody at the front desk is free to press Book.
Vocabulary
Recupra speaks Mindbody
Your agent uses the words your staff already use, so nothing on a call sounds translated.
- Client → Patient
- Aesthetic businesses say client, and so does the agent on the call.
- Staff member → Provider
- The injector or therapist a client asks for by name.
- Service → Appointment type
- What Recupra reads to make sure an offer is bookable.
- Add-on → Part of the booking
- Mindbody notes an add-on does not extend the original appointment.
Setup
Connecting Mindbody takes one sitting
- 01
Collect four values
Your Mindbody API key, your numeric site ID, and a staff username and password. Mindbody authenticates a staff user rather than an application alone, which is why the login is required.
- 02
Recupra reads bookable items
Services, staff, and open times come from Mindbody's own inventory, so the agent offers slots the booking engine will accept.
- 03
Decide how late cancellations count
Mindbody separates a late cancellation from a plain one. Recupra treats it as a missed visit only if you say so, because in most studios the client did give notice.
On the phone
Working the waitlist by preference, not by speed
A 3pm treatment cancels. This client's waitlist entry says a specific injector, afternoons, any day this week.
- Agent
Hi, this is the clinic. You are on our list for an afternoon with the injector you saw last time, and a three o'clock opened up today. Does that work?
- Client
Today is short notice. What about later in the week?
- Agent
I have Thursday at two fifteen with the same injector, or Friday at four. Both afternoons, as you asked.
- Agent
Thursday at two fifteen, booked. Your deposit carries over, and I am sending the pre-treatment notes now.
The agents
Every agent runs on Mindbody
The roster does not change per EHR. Whichever system you run, you choose which of these to turn on.
Waitlist Agent
A slot frees up and the agent calls the best-matched patient from your list, then books them in.
No-Show Agent
A patient misses a visit and the agent calls inside your window, finds out why, and reschedules.
Reminder Agent
Upcoming visits are confirmed on the channel each patient answers, so the miss surfaces early.
Intake Agent
A new inquiry gets a call back in minutes, qualified and booked into a real opening.
Follow-Up Agent
A patient who leaves without the next visit in their plan booked is called while the plan is still open.
Reactivation Agent
Dormant patients get a warm check-in calibrated to their care history, not a sales pitch.
Admin Agent
Reschedules, hours, and routine questions are resolved on the inbound line without staff.
The platform
Outcome-based, HIPAA-compliant, no migration
Recupra runs a diagnostic on your real clinic data, shows where revenue is leaking in dollars, and lets you activate the agents you want, paying only when they recover real revenue. See the outcome-based pricing, read how it works, or compare every EHR integration.
Mindbody stays the system of record. Recupra never migrates your data.
Mindbody FAQ
Frequently asked questions
What do I need to connect Mindbody?
Four values: your API key, your numeric site ID, and a staff username and password. Mindbody authenticates a staff user rather than the application alone.
Can Recupra cancel a Mindbody appointment?
No. Mindbody's Public API v6 exposes no cancel route, so when a client reschedules, Recupra books the new time and leaves the original for your front desk to close. Recupra will not claim a write its API cannot make.
Does Recupra treat a late cancellation as a no-show?
Only if you configure it that way. Mindbody stores late cancellations separately, and in most studios the client gave notice, so it stays off by default.
See what Recupra recovers on Mindbody.
Connect your EHR and Recupra shows you exactly where revenue is leaking, on your real data. No call, no credit card.