Answer Pass and Membership Questions from WhatsApp with Mindbody
This recipe answers pass and membership questions on WhatsApp, Instagram or Messenger from the client’s record in Mindbody, then offers to book the next class. Part of connecting Mindbody to WhatsApp and AI chat.
What happens today
A client messages: “how many classes left on my 20-class pass? and when does it expire?”. Someone at the desk looks them up in Mindbody and replies between classes. Questions like this come in all day, and each waits for a free moment.
A client who hears that their pass expires in two weeks has a reason to book now. A client who waits for the answer may not.
The flow that works
- The client asks about their pass or membership. AeroChat finds them in Mindbody by phone number.
- It reads their active passes and memberships.
- It replies with the classes left, the expiry date, and for a membership the next billing date if they ask.
- It offers to book their next class.
Details are only shared with the client whose number is on the record.
The recipe
Copy this into AeroChat
When a client asks about their pass, membership or classes left, follow these steps.
- Find them in Mindbody by the phone number they are messaging from. If no client matches, ask for the name and email on their account, and only continue if both match one client. Otherwise hand over to a team member.
- Read their active passes and memberships in Mindbody.
- For each one, tell them the name, the classes or visits left, and the expiry date. If one expires within 14 days (example), say so.
- Ask if they would like to book a class. If yes, book it the same way as a class booking.
- If they ask to freeze, cancel, extend or get a refund, do not change anything. Tell them our policy from the knowledge base and hand over to a team member.
Never share another client’s details. Never change a pass or membership. Reply in the client’s language.
Change the 14-day expiry notice to your own before you paste it.
What to connect
- Mindbody. The same access as the class booking recipe. If Mindbody is already connected, this recipe uses it.
- Your membership rules. Upload your pass terms and your freeze, cancel and refund policy to the AeroChat knowledge base.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- How a client proves who they are when the number does not match.
- Whether you mention expiry, and how far ahead.
- Who handles freezes, cancellations and refunds.
The result to expect
Pass questions get an answer straight away, and some turn into a booked class in the same chat. Your desk only sees the freezes, cancellations and disputes.
Measure it with your own numbers: pass questions handed to staff, and passes used before expiry, for a month before and after.
Answer passes from Mindbody
Paste the recipe, check your Mindbody connection, and message your own number from a test client’s phone asking how many classes are left.
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On Shopify? Install AeroChat from the Shopify App Store.