APIANT.ai / Stories / Veterans wellness
Customer story · Wellness programs for veterans · Mindbody and Kit
A wellness provider for veterans wanted every Mindbody sign-up in Kit, tagged by who they are and where they go. Four automations were running about three hours after the team signed up.
The team runs wellness programs for veterans, VA staff and caregivers, at locations in several states. Bookings live in Mindbody, emails go out from Kit. An existing APIANT customer, they signed up for APIANT.ai and asked their own AI client to connect the two.
The challenge
Every new client answers two questions when they sign up in Mindbody: whether they are a veteran, VA staff or a caregiver, and which location they are with. Those answers decide which emails a person should get. But they stayed in Mindbody, and Kit, where the emails are sent from, did not know them.
The team wanted each new client in Kit straight away, tagged by program and location. Clients whose location was missing or wrong had to be caught, and a client who confirmed their location should be moved to it in Mindbody as well as in Kit.
- 4automations running about three hours after sign-up
- 69minutes from signing up to the first sign-up running end to end, a team test
- 8Kit tags on the first real client, from one Mindbody sign-up
- 1real new client tagged on the first evening, with nobody at the keyboard
The journey
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First 15 minutes
Signed up, connected both apps
Mindbody was connected five minutes after sign-up and Kit ten minutes after that. In between, the team signed in from their AI client. Everything after this was built from there.
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At 27 minutes
New memberships into Kit
The first automation: when a client is given a membership in one of the programs, add them to Kit. It passed three test runs and was switched on at 40 minutes.
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At 46 minutes
Every new client, tagged by who they are and where they go
The second automation listens for new clients in Mindbody, reads their answers to the two sign-up questions, and adds them to Kit with the matching program and location tags, plus their marketing tags when they have opted in. At 69 minutes the team signed up a test client in Mindbody, and it arrived in Kit, tagged.
First sign-up through, 69 min after sign-up
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At about 1 hour 25
A weekly check
The third automation runs every Monday morning: it looks at the week's changed clients in Mindbody and adds the matching location tag in Kit for each of them.
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At about 1 hour 35
Refined, and the gaps caught
The team kept asking for changes while it ran. Clients who answered that their location was not listed now get a "location needed" tag, so someone can follow up.
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By about 3 hours
Clients confirm their own location
The fourth automation takes a client's answer from a location form, moves their membership to that location in Mindbody, tags them in Kit, and flags the change for the team to check. It passed its final test run and was switched on about three hours after sign-up.
Four automations running
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That evening
Running on its own
The first real client signed up in Mindbody, about four and a half hours after the team did. They were tagged in Kit with eight tags, program, location and marketing among them, with nobody at the keyboard.
What they built
| Automation | What it does | Result |
|---|---|---|
| New client into Kit | On a new Mindbody client, reads the sign-up answers and adds the client to Kit with program, location and marketing tags; tags clients whose location is not listed | 1 real client and 1 team test on the first evening, both successful |
| New membership into Kit | On a new Mindbody membership in a second program, adds the client to Kit | Running, passed its tests |
| Weekly location check | Every Monday, adds Kit's location tag for each client changed in Mindbody that week | Passed its test; first scheduled run on the first Monday |
| Location form | Moves a client's membership to the location they confirm, tags them in Kit and flags the change for the team | Running, passed its final test |
Results as of the first evening. A fifth, run-by-hand automation was used once to catch up earlier clients.
Why it worked
- 01
It uses the answers they already collect.
No new sign-up form, no new fields to fill. The two questions every client already answers in Mindbody now drive the tags in Kit.
- 02
Each one tested before it went on.
Each of the four passed a test run against their real Mindbody and Kit accounts before it was switched on.
- 03
No dashboard to learn.
Each automation, and each change, was built from the AI client they already use.
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What would you ask for?
Details are taken from the account's own run history and shared without the provider's name.