FAQs

1. Getting started & fit

Who is StudioScaler best suited for?

StudioScaler is designed for Mindbody-based studios that want to systemise and scale using proven systems.

You’ll get the most value if you:

  • have consistent lead flow (or plan to drive it)

  • have someone responsible for follow-up internally

  • want to move away from manual processes and guesswork

Who is StudioScaler NOT a good fit for?

StudioScaler is not a good fit if you:

  • want a done-for-you marketing or ads agency

  • expect unlimited custom builds or ongoing ad hoc work

  • are not ready to adopt systems and processes

We install and guide — your team runs the day-to-day.

Do I need GoHighLevel already?

No.

You can:

  • use your own GoHighLevel account (with StudioScaler Sync), or

  • use StudioScaler CRM (our managed GoHighLevel environment)

How long does onboarding take?

Most StudioScaler Sync setups are completed within 2 days.
Allow up to 2 weeks if there’s a queue.

Once installed, we run an onboarding call to walk you through everything.

What does onboarding involve?

We:

  • install required custom fields and objects

  • connect Mindbody

  • run the initial sync

  • verify matching, calendars, and data integrity

Then we show you how to use the data for segmentation and automation.

2. StudioScaler Sync & CRM

What does StudioScaler Sync actually do?

StudioScaler Sync connects Mindbody to your CRM so your data is:

  • complete

  • structured

  • reliable

This allows you to segment, automate, and report with confidence.

Does StudioScaler Sync get full client history from Mindbody?

Yes.

StudioScaler Sync includes:

  • visits

  • purchases

  • memberships

  • services

  • lifecycle context

  • and much more

What makes StudioScaler Sync different from other integrations?

StudioScaler Sync is an advanced, turn-key integration from Mindbody to GoHighLevel, which is built for single studios up to mutli-location/multi-brand studios to scale — not just connection.

  • deeper data structure (custom objects)

  • automated mapping and calendar creation

  • multi-location ready

  • ongoing monitoring

It’s the foundation for accurate reporting and reliable automation, not just data transfer.

Will the sync affect my existing GoHighLevel setup?

No.

We add fields and objects and sync data in.
Your existing contacts, forms, automations, and calendars remain intact.

Will StudioScaler Sync create duplicate contacts?

No – We use advanced matching logic (email + name first, phone secondary) to minimise duplicates.

3. Booking, Widgets & conversion

Why not just use Mindbody’s widgets?

Mindbody’s native widgets are great to get started, but have some limitations in:

  • design and user experience

  • tracking capabilities

  • multi-location handling

  • cross-regional site support

StudioScaler Widgets provide a modern, branded booking experience  designed to convert that fully support tracking.

What are StudioScaler Widgets?

StudioScaler Widgets are a conversion layer that sits on top of Mindbody:

  • branded booking & purchase experience

  • central booking / purchase hub

  • proper multi-location handling

  • full tracking support (via GTM)

  • conversion-ready event tracking

Do I need to rebuild my website to use the widgets?

No.

Widgets can be embedded into:

  • your existing website

  • landing pages

  • funnels

Do the widgets support tracking and ads?

Yes.

They are built for:

  • Google Tag Manager

  • conversion tracking

  • attribution

Offline conversion tracking is also being added.

4. StudioScaler Programme

What happens in the StudioScaler Programme?

We install the core systems your studio needs to scale with you over 16 weeks:

  • Offer system (including landing page)

  • Lead flow & follow-up system

  • Sales & conversion system

  • Delivery & retention system

Each system includes dashboards, so you can see what’s working and where to improve.

How hands-on is the programme?

StudioScaler Programme is a Done-With-You programme.

We build/install the systems with you, and coach you and your team  on how to use them. 

It’s not a DIY course — but it’s also not a Done-For-You marketing service.

When will we start seeing results?

Most studios have:

  • offer page

  • booking flow

  • follow-up

  • initial dashboards

live within the first 2–3 weeks.

From there, results improve as systems are fully implemented and used consistently.

Do you run ads or marketing campaigns for us?

No.

We build the systems that make your marketing work.
Your team (or partners) run campaigns using those systems.

What happens after the programme ends?

Once you’ve graduated from the StudioScaler Programme with your core systems built and converting, we offer StudioScaler Continuum for continued advanced scaling, where we:

  • optimise your systems

  • install additional expansion systems

  • improve performance over time

5. Data, bookings & operations

Do you sync class bookings into HighLevel?

Yes.

We create calendars and sync bookings with relevant statuses for automation and reporting.

Do you sync historical visits and appointments?

Yes.

We typically sync 30-90 days of your Mindbody sales and visits history by default.

We can also support extended historical data import where required.

Does calendar sync work both ways?

Mindbody remains the system of record.

We focus on Mindbody → CRM sync.
Bi-directional booking is not a standard feature due to complexity. But we are actively working on supporting it for certain high-value use cases.

6. Pricing, billing & guarantees

Is StudioScaler a long-term contract?

No.

StudioScaler Sync is a rolling monthly agreement with 30 days’ notice.

StudioScaler Programme is a 16-week commitment.

Are there usage-based or hidden fees?

We aim to be transparent.

StudioScaler CRM requires a ‘wallet’ balance for usage-based costs e.g. messaging and add-ons.

API calls depend on your setup:

StudioScaler Sync may incur Mindbody API calls for overage for high usage if you need to use more than 35,000 API calls per month per location.

StudioScaler Widgets may incur Mindbody API calls for overage for high-volume usage if you need to user more than 30,000 API calls per month per location.

If you need higher volumes, we discuss it before making changes.

What guarantees do you offer?

We guarantee:

  • technical viability

  • system completion

  • clear dashboards showing performance

If these aren’t delivered, we continue working until they are.

7. Support & boundaries

What support do we get?

Support is structured to keep delivery efficient:

  • Technical issues → ticket support

  • How-to & usage → calls and guidance

  • New requests → handled via programme or Continuum

Can we request custom features or builds?

StudioScaler is a productised system.

Custom work is not included, but may be available as a separate scoped project.

8. Ownership, IP & exit

Do we own our data?

Yes. Your customer data and brand assets are yours.

What happens if we cancel?

The sync stops running, but your CRM (if you have your own GoHighLevel account) and stored data remain yours.

Do we own StudioScaler systems?

StudioScaler products (CRM, Sync, Systems, Websites, Widgets and Tracking) are licensed SaaS and IP.

You are paying for access and use — not ownership of the underlying systems.

9. Third-party platforms

What happens if Mindbody changes something or has an outage?

We adapt where possible and keep you informed, but we cannot control third-party systems or outages.

10. Updates & roadmap

Do we get updates and new features?

Yes.

Your subscription includes ongoing improvements, updates, and new releases relevant to your plan.

Can we request features?

Yes.

We welcome feedback. Some features are added to the roadmap, some may be scoped as paid work, and some may not be feasible due to platform limitations.