Switching to MindBody: What You Need to Know
We’re making an important change to improve your experience at Dragonfly Dance! We’re transitioning from Zen Planner to MindBody, a more reliable and user-friendly booking system. This page will keep you updated on the transition, key benefits, and what to expect.
Latest updates
We have now made the switch!
​
We have officially switched from Zen Planner to Mindbody. You are now able to book your classes and make purchases through our Mindbody site or through the Mindbody app (available through the App Store and Google Play). Classes can no longer be booked through Zen Planner.
​
All available data has now been imported into Mindbody, and we have added everyone's existing membeship agreements and payment options.
​​​
Getting started with Mindbody
1
Download the Mindbody app
​
-
Search the App Store or Google Play for Mindbody
-
There are 3 MindBody apps - choose the one with the dark “M” on a light green background with “Find Classes” underneath)
-
If for another studio or business, you can skip this step
2
Create your Mindbody profile
​
-
(if you don’t already have one) You’ll use this to connect to Dragonfly Dance and manage your bookings.
-
You can create your profile using the Mindbody app, or you can do it through the website
​
​
3
Enter your payment details
​
Use the Mindbody app or website to securely enter your credit card or bank account details.
If you can’t do this online, bring your payment details to the studio, complete a paper form (available at reception) and hand it to the receptionist when you checkin for class.
​
Note: payment details must be provided before you will be admitted to class
​​
Check your contact details
Check and update your contact details, in your profile, as some members information in Zen Planner was incomplete.
4
Get more info
Video guides​
We have created, and will continue to create video screenshots to help you get started and saved them to Google Drive, where you can watch them
Helpful guides from Mindbody Support
Use your account credit for payments
Frequently asked questions
Why aren't the class bookings I made in Zen Planner in my schedule in Mindbody? It took all weekend to get the memberships uploaded into Mindbody. On 20 May, we are working through the future bookings that everyone had in Zen Planner and adding them to Mind Body. We will start with just this week, and then go from there.
How do I check how many classes I have available? Go to www.dragonflydance.com.au - Click the purple 'Login To Mindbody' button (top right) - Click the button to login and enter your details - Click the My Info tab - Click Account in the horizontal menu that appears
Will my payment details from my Mindbody wallet be automatically uploaded to the Dragonfly Mindbody account? Unfortunately not if you want to make payments to your membership. You can use the details in your Mindbody wallet to purchase drop in classes or to pay amounts off your account, but they cannot be used for the auto pays for your membership. Go and add your payment details to our Mindbody account. You can access that through a mobile or desktop. Just click the 'Login to Mindbody' button at the top of any page on our site. Login to your account and you will be prompted for payment details. You can see instructions for how to do it through your browser on www.dragonflydance.com.au/mindbodyswitch and I am aiming to get a screenshot video of how to do it on the app as well.
Why we are making the switch
We’ve listened to your feedback about our current membership structure and the challenges with Zen Planner.
Our goal is to simplify memberships, improve flexibility, and enhance your overall experience.
Challenges with the current system
​​
-
Structural limitations require a complicated membership structure that can be hard to understand
-
Difficulties tracking membership cycles and class allocations
-
High failed payment fees ($14.80 per failed payment)
-
System glitches
-
Reliance on email support which slows down getting help​​​
Benefits of MindBody
Simpler membership structure
​
MindBody has functionaity that means we can simplify our membership structure, making it easier to understand and manage.
Class rollovers
Instead of all class credits expiring at the end of a 12-week cycle, classes will now be issued every 4 weeks and available for 8 weeks.
More time to make up for missed classes at the end of the 12 week cycle.
No need to track 12 weeks cycles.
Better communication & support
-
Two-way texting
-
A chatbot for quick answers
-
Reduced load on Customer Service team, therefore quicker response time for questions that can't be answered by the chat bot
No failed payment fees
MIndBody Payments has $0 charge for failed payments, it just tries again the next day, so less chance you'll fall behind on payments and end up with a late fee.
Improved user experience
-
A more reliable system with fewer glitches
-
Free, easy to use member app used by many other health and wellness businesses (so you may already have it)
How the membership will work with MindBody
We'll be able to return to a more simple 12 month membership, paid in 4 weekly instalments (instead of worrying about 12 week cycles).
You're not locked in though, as you can cancel any time (after the first 12 weeks for new members).
Payments are still every 4 weeks.
​
Here's what's changing:
​​
Class allocations: Classes will be issued every 4 weeks and can be used within 8 weeks.
No hard cutoff dates: Your oldest class credits will be used first, so you have more time to use them.
Auto-renewal: Memberships will auto-renew at the end of 12 months unless cancelled.
Recurring bookings: We can boko you in for your regular classes for as far into the future as you want (you can still cancel and reschedule or book extra classes)
Dicount on drop in classes for existing members wanting to do more classes for a short period (such as during leadup to Student Showcase)
Key dates &
transition timeline
We expect to go live in mid-May. Here’s what to expect:
Early to Mid-April
Setting up MindBody, preparing training materials, and initial communication
​
Late April to Early May
Data migration, staff training, and final client communications
Note: no changes can be made to memberships in the week 6 to 12 May (when data is exported from Zen Planner and uploaded to MindBody)
​
Mid-May
MindBody launches! Intensive support period begins
(currently scheduled to go live on 12 May)
​
Late May
Post-implementation support, troubleshooting, and success stories
How to stay updated
We’ll send regular email updates
join mailing list
​
Follow our Facebook group for announcements
​
Posters and flyers will be available in the studio
​
If you have any questions, speak to your teacher, reception, or contact our support team
We’re excited about this transition and confident it will make your experience at Dragonfly Dance even better.
Thank you for your patience and support as we make this change!