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Rewarding Milestones with MindBody
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Sarah Lang
Director

Rewarding Milestones with MindBody

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How to Use Last Visit Reports, Smart Lists, and Automations to Keep Clients Engaged.

If you’re using MindBody to run your studio, you know how important it is to keep clients coming back for more—whether they’re attending a Pilates class, a yoga session, or training at the gym. But it’s not just about having people show up; it’s about celebrating their milestones and keeping them engaged. After all, everyone loves a little recognition for their hard work, right?

One of the easiest ways to do this is by tracking your clients’ visits and rewarding their loyalty. MindBody has some incredible features, like Last Visit Reports, Smart Lists, and Automations, that help you take client retention to the next level. In this blog, I’ll walk you through how to use these tools to reward your clients for hitting those important milestones.


Step 1: Use the Last Visit Report to Stay on Top of Attendance

The Last Visit Report is a hidden gem in MindBody that helps you identify when a client last attended your studio. It’s perfect for spotting when someone might be drifting away or, on the flip side, for celebrating those loyal clients who’ve stuck with you for the long haul.

Here’s how you can use it:

  1. Navigate to Reports in MindBody.
  2. Under Clients & Accounts, select Last Visit Report.
  3. Filter by the date range you want. I recommend running this from the date you started your business. You can run this report once a week.
  4. Once the report generates, you’ll get a list of clients and their last visit.

With this data in hand, you can reach out to clients who are coming up to 100, 200, 300 classes.

Step 2: Get Smart with Smart Lists

If you love the Last Visit Report, wait till you dive into Smart Lists. Smart Lists allow you to segment your clients based on behavior and demographics. You can create lists for just about anything—clients who have purchased a certain package, those who haven’t visited in a while, or people who’ve attended a specific number of sessions.

Here’s how to set up a milestone-based Smart List:

  1. Go to Marketing > Smart Lists in your MindBody dashboard.
  2. Select Create New List.
  3. Choose your criteria. For milestones, you might want to select clients who have attended a specific number of classes, like 10, 50, or 100.
  4. Name your list something fun, like “50-Session Milestone Champs” and save it.

Now, you have a dynamic list that updates automatically as clients reach that milestone! You can set this up for various milestones and personalise how you celebrate each one, whether it’s sending a personalised message, offering a piece of branded merch or giving them a shout-out on social media.

Step 3: Let Automations Do the Heavy Lifting

Running a studio is no small task, and as much as we’d love to, we can’t manually track every client’s progress and send them a message the moment they hit a milestone. That’s where automations come in. They’re your secret weapon for staying connected with clients without lifting a finger.

Here’s how to set up an automation in MindBody to reward milestones:

  • Go to Marketing Suite > Automations.
  • Create a new automation that triggers when clients hit a specific milestone. For example, after 10, 50, or 100 visits.
  • Craft a celebratory email that automatically gets sent when a client hits their milestone. Keep it fun and engaging—something like, “Woohoo! You’ve hit 50 sessions with us! Here’s 15% off your next private session to say thank you!”
  • Set up similar automations for each milestone, so clients are continuously rewarded and recognised throughout their journey with your studio.

The best part? Once this is set up, you don’t have to think about it again! Your clients will feel appreciated, and you can focus on other aspects of your business while still driving retention.

Step 4: Turn On the Visit Count in Your Branded App

If you have a branded app with MindBody, you’ve got another awesome tool at your fingertips: the Visit Count. This feature lets clients see how many times they’ve visited your studio, right within their app. It’s an easy, visual reminder of their progress and helps motivate them to keep coming back.

Here’s how to turn it on:

  1. Navigate to Your Branded App Settings in the MindBody dashboard.
  2. Under Global Settings, look for the option labeled Visit Count (sometimes it might be in the App Customisation section).
  3. Toggle it on to enable this feature.
  4. Once you’ve saved the settings, your clients will see their visit count every time they open your app.

By turning this feature on, your clients get a little boost of encouragement every time they check their progress. It’s a great way to keep them engaged between sessions and remind them of how far they’ve come.

Pro Tip: Pair this with an email automation or an in-app message that celebrates their achievements when they hit certain visit milestones. That little nudge—“You’re just 5 classes away from hitting 50 visits!”—can make all the difference in pushing them to their next goal.

Using the Visit Count adds an extra layer of motivation and visibility for your clients. Combined with your Last Visit Reports, Smart Lists, and Automations, you’re building a full-circle experience that rewards them every step of the way.

Signed, Sarah
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