Export what you own
Before you cancel anything, export what the platform lets you. Most can export a client list; if yours cannot, a spreadsheet of names and emails works. Programs usually come out as PDFs, printouts or text, and a photo of a printed program works too. You are not going to retype any of it.
Import the programs first
Programs are the slow part, because most platforms read one workout at a time, if at all. On CoachVana you import a whole program: a spreadsheet, a PDF, a Word document, or a photo of a printed sheet is read into weeks, days, exercises, sets and reps, with exercises matched to the library and rest days kept. Review, fix the odd name, save to your library.
Each file read uses an AI action from the 100 your business has every month; the AI action pack adds 100 more for $29 a month if a large library needs them.
Import clients, keep their details
Import the client file, match the columns once, and every client gets an invite. A note, goal, start date or starting weight in the file comes with them; when they accept, the relationship is live with those details attached, and you assign their program from your library.
Run two weeks in parallel
Keep the old platform alive for two weeks. Invite clients in batches of ten, starting with the ones who like you most. Tell each batch once, in one message: what is changing, the date, and the one thing they do (accept the invite and sign in). Do not send a countdown.
- Week one: programs imported, first batch invited, you work in the new dashboard.
- Week two: remaining batches, payments moved to your Stripe plans, old subscriptions canceled at their next renewal.
- Day fifteen: cancel the old platform.
Move the money last
Set up your plans on your own Stripe account before you tell clients about billing. Each client subscribes once to your plan on the web, or pays an invoice, on the day their old subscription would have renewed, so nobody is double-charged. There is no commission on any of it.