How to Integrate Retool with Mindbody

Mindbody API access requires registering an application in their developer portal to receive an API key. Go to developers.mindbodyonline.com and create an account or log in. Navigate to My Apps and click New Application. Provide your application name (e.g., 'Retool Integration'), description, and the intended use case (internal business operations dashboard). Submit the registration. Mindbody reviews API applications, and approval may take a few business days for new accounts. Once approved, you will receive an API key — a long string that you include in every API request. Copy this key and store it securely. Your Site ID is a numeric identifier for your specific Mindbody business location. Find it in your Mindbody account under Settings → Business Information, or by looking at the URL when logged into your Mindbody account (it typically appears as a numeric parameter). The Site ID is required in every API request and scopes all data to your business. For testing, Mindbody provides a sandbox environment with test data at a separate sandbox API URL. If sandbox access is available for your account, use it to test your Retool configuration before pointing at the production API. The sandbox URL is typically: https://api.mindbodyonline.com/sandbox/v6/ Note: Some Mindbody API endpoints require a UserToken in addition to the API key — specifically, any operation that needs to act on behalf of a specific staff member (like creating bookings or viewing restricted client data). You obtain a UserToken by calling the /usertoken/issue endpoint with the staff user's credentials. Plan which endpoints your dashboards will use and whether they require a UserToken.

Navigate to the Resources tab in Retool and click Add Resource. Select REST API from the resource type list. Configure the resource: - Name: 'Mindbody API' - Base URL: https://api.mindbodyonline.com/public/v6 For authentication, Mindbody does not use a standard Bearer Token or Basic Auth pattern — instead, it requires custom headers. Select No Authentication from the Auth dropdown and configure the credentials as Default Headers: Add the following headers that will be sent with every request: - Header 1 — Key: Api-Key, Value: YOUR_MINDBODY_API_KEY - Header 2 — Key: SiteId, Value: YOUR_SITE_ID (as a string, e.g., '-99' for sandbox or '12345' for production) - Header 3 — Key: Content-Type, Value: application/json For endpoints requiring a UserToken, you will add the Authorization header at the query level rather than the resource level (since not all endpoints require it). In the query editor, add a header: Authorization: [your UserToken value]. Click Save Changes. Verify the resource by creating a test query: - Method: GET - Path: /site/sites - No additional parameters needed for this endpoint Run the query. A successful response returns site information including your business name and contact details, confirming the API key and SiteId headers are being sent correctly.

The Mindbody /class/classes endpoint returns the schedule of group fitness classes for a date range. This is the primary endpoint for building schedule management and fill rate dashboards. Create a new query using the Mindbody API resource: - Method: GET - Path: /class/classes - URL Parameters: - StartDateTime: {{ dateRangePicker.startDate + 'T00:00:00' }} - EndDateTime: {{ dateRangePicker.endDate + 'T23:59:59' }} - HideCancelledClasses: true - Limit: 100 The response returns a Classes array where each class object contains: Id, ClassDescription (with Name, Id), StartDateTime, EndDateTime, Staff (with Name, Id), Location (with Name), MaxCapacity, TotalBooked, TotalBookedWaitlist, IsCancelled, and IsSubstitute fields. Write a JavaScript transformer that maps the Classes array into a flat format with computed fields. Calculate the fill rate as a percentage (TotalBooked / MaxCapacity * 100). Add a 'status' field based on fill rate thresholds (over-enrolled, healthy, under-enrolled). Format the StartDateTime into a readable date and time. Drag a Table component onto the canvas. Set its data to the transformer output. Configure columns for class name, instructor, date, time, enrolled/capacity (formatted as '15/20'), fill rate percentage, and waitlist count. Add a percentage bar column for visual fill rate representation if your Retool version supports it.

1// JavaScript transformer for Mindbody class schedule response
2const classes = data?.Classes || [];
3
4return classes.map(cls => {
5  const startDt = new Date(cls.StartDateTime);
6  const fillRate = cls.MaxCapacity > 0
7    ? Math.round((cls.TotalBooked / cls.MaxCapacity) * 100)
8    : 0;
9
10  return {
11    id: cls.Id,
12    class_name: cls.ClassDescription?.Name || 'Unknown Class',
13    instructor: cls.Staff?.Name || 'Staff TBD',
14    date: startDt.toLocaleDateString('en-US', { weekday: 'short', month: 'short', day: 'numeric' }),
15    time: startDt.toLocaleTimeString('en-US', { hour: '2-digit', minute: '2-digit' }),
16    enrolled: cls.TotalBooked || 0,
17    capacity: cls.MaxCapacity || 0,
18    enrolled_of_capacity: `${cls.TotalBooked || 0} / ${cls.MaxCapacity || 0}`,
19    fill_rate: fillRate,
20    fill_rate_label: fillRate + '%',
21    waitlist: cls.TotalBookedWaitlist || 0,
22    location: cls.Location?.Name || '',
23    status: fillRate >= 90 ? 'Full'
24      : fillRate >= 70 ? 'Healthy'
25      : fillRate >= 40 ? 'Moderate'
26      : 'Low'
27  };
28});

The Mindbody /client/clients endpoint returns a paginated list of clients with their profile and membership information. Use this to build client management panels for retention, re-engagement, and membership tracking. Create a new query using the Mindbody API resource: - Method: GET - Path: /client/clients - URL Parameters: - SearchText: {{ clientSearchInput.value || '' }} (searches name and email) - IsProspect: false (set to true to search prospects instead of active clients) - Limit: 50 - Offset: {{ (clientTable.pageIndex || 0) * 50 }} Note: The /client/clients endpoint may require a UserToken depending on your Mindbody plan and permission settings. If you receive a 401 or 403 error, add an Authorization header to this specific query with the UserToken obtained from the /usertoken/issue endpoint. The response returns a Clients array with Id, FirstName, LastName, Email, MobilePhone, LastModifiedDateTime, PhotoUrl, and ClientRelationships fields. To get membership information, you need a separate call to /client/clientservices for each client — or query /client/contactlogs for communication history. Write a transformer that formats the client list with computed fields: full name (FirstName + LastName), formatted last visit date, and a days-since-last-contact calculated from LastModifiedDateTime. Display in a Table with pagination using Retool's built-in table pagination bound to the query's Offset parameter.

1// JavaScript transformer for Mindbody client list response
2const clients = data?.Clients || [];
3
4return clients.map(client => {
5  const lastModified = client.LastModifiedDateTime
6    ? new Date(client.LastModifiedDateTime)
7    : null;
8  
9  const daysSince = lastModified
10    ? Math.floor((Date.now() - lastModified) / (1000 * 60 * 60 * 24))
11    : null;
12
13  return {
14    id: client.Id,
15    name: `${client.FirstName || ''} ${client.LastName || ''}`.trim() || 'Unknown',
16    email: client.Email || '',
17    phone: client.MobilePhone || client.HomePhone || '',
18    last_modified: lastModified
19      ? lastModified.toLocaleDateString('en-US', { month: 'short', day: 'numeric', year: 'numeric' })
20      : 'Never',
21    days_since_contact: daysSince,
22    engagement_status: daysSince === null ? 'Unknown'
23      : daysSince <= 14 ? 'Active'
24      : daysSince <= 30 ? 'At Risk'
25      : 'Lapsed'
26  };
27});

The Mindbody /sale/sales endpoint returns transaction records for sales made at your studio. Use this to build revenue dashboards that aggregate sales by category, period, and payment method. Create a query using the Mindbody API resource: - Method: GET - Path: /sale/sales - URL Parameters: - StartSaleDateTime: {{ monthPicker.startDate + 'T00:00:00' }} - EndSaleDateTime: {{ monthPicker.endDate + 'T23:59:59' }} - Limit: 200 Note: The /sale/sales endpoint requires a UserToken (staff authorization) in the Authorization header for most Mindbody configurations. Obtain the UserToken by calling POST /usertoken/issue with the staff account's Username, Password, and your SiteId. The response returns a Sales array where each sale has: Id, SaleDateTime, ClientId, SaleItems (array of line items with each item's Description, ServiceName, PaymentMethod, Revenue, and Quantity), and TotalPaid. Write a transformer that flattens the nested SaleItems structure into individual line-item rows, extracting the service category from ServiceName, summing revenues by category, and formatting the total amounts as currency. Bind the aggregated totals to Stat components showing total revenue, revenue by category, and number of transactions. Bind the detailed sales rows to a Table for drill-down review. Add a Retool Chart component displaying revenue by week as a bar chart, using a secondary transformer that groups the sales data by week and sums the revenue. This gives studio owners the trend view alongside the detailed transaction data.

1// JavaScript transformer to flatten Mindbody sales into line items
2const sales = data?.Sales || [];
3
4// Flatten each sale's SaleItems into individual rows
5const lineItems = [];
6sales.forEach(sale => {
7  const saleDate = new Date(sale.SaleDateTime);
8  const items = sale.SaleItems || [];
9  items.forEach(item => {
10    lineItems.push({
11      sale_id: sale.Id,
12      date: saleDate.toLocaleDateString('en-US', { month: 'short', day: 'numeric', year: 'numeric' }),
13      client_id: sale.ClientId || '',
14      description: item.Description || item.ServiceName || 'Unknown Item',
15      category: item.ServiceName?.includes('Membership') ? 'Membership'
16        : item.ServiceName?.includes('Class') ? 'Class Package'
17        : item.ServiceName?.includes('Retail') ? 'Retail'
18        : 'Other',
19      payment_method: item.PaymentMethod || 'Unknown',
20      quantity: item.Quantity || 1,
21      amount: parseFloat(item.Revenue || 0),
22      amount_display: `$${parseFloat(item.Revenue || 0).toFixed(2)}`
23    });
24  });
25});
26
27return lineItems;