How to switch from Kahunas with your migration scope checked.
Map your data, payment setup and client onboarding before leaving Kahunas. Start with a sample so you can confirm the work and explain any missing history before the move.
By Markus Evers · Updated September 5, 2026
the short version
Ask Kahunas for the export options available in your account, test a sample with the destination and make a separate plan for existing billing. Move clients in small groups after the pilot passes. An overlap helps preserve access, but its duration depends on the work and billing dates.
Use the migration checklist and downloadable tracker to record your export, billing and client-access checks.
What you can export from Kahunas.
Before you touch a new platform, take stock of what you actually own and what you can carry out. The honest answer is that some of it travels easily and some of it you will rebuild - and it pays to know which is which before you start.
01
Check your payment setup.
Check which account and integration control your client subscriptions. Access to your Stripe or PayPal account does not prove that another app can take over recurring billing. Stripe documents subscription migration separately. Confirm the supported approach with each provider before changing anything.
02
Your content and client data.
Request the available export formats for programs, nutrition plans, check-ins, photos and notes. This guide does not verify a complete Kahunas export. Its bulk client upload instructions describe importing contacts into Kahunas; they are not instructions for exporting your data out.
03
The relationship, which is the real asset.
Save and verify the contact details needed to invite clients. Explain the reason for the move and check their first login and check-in. A coaching relationship can help clients adapt, but it does not guarantee retention or replace missing data.
One safety habit worth adopting on the way out: whatever you can download from Kahunas, save a local copy. The point of switching is to never be locked in again - so make sure your data physically lives with you before any subscription lapses.
How to plan the client migration.
Use these steps to separate the export work, billing decisions and client onboarding. Move the next group only after the pilot checks pass.
Export everything first.
Pull down every program, meal plan, check-in template, and client record you can while your Kahunas account is still active. Ask their support what a full export looks like and confirm the file formats. Do this before you cancel anything - an export is much harder to chase once the subscription is gone.
Make a simple list of your active clients with their billing amount and renewal date. You will use it as your migration checklist, and it is the document that tells you the move is actually finished.
Pick the platform you actually want to be on in two years.
Choose for your actual coaching workflow and expected client count. Ask the destination to demonstrate its import and export options with representative records, and confirm cancellation terms before committing.
Test a representative program, meal plan, client login and billing workflow before inviting a group. Decide which records will be editable, which will be archives and which will not move.
Keep an overlap that fits the work.
Keep Kahunas available for clients who still need it while you test the new service. Confirm cancellation dates and the cost of any overlap. Its duration should follow the pilot results and billing plan.
Cancel only after you have saved the available records you need, resolved access for active clients and confirmed who manages the remaining charges. Do not assume that a complete export or automatic billing transfer exists.
Switch clients in waves, not all at once.
Move 5 to 10 clients first - ideally your most engaged ones, who will tolerate a small bump and give you honest feedback. Work out the rough edges in your app onboarding, your welcome message, and your first-week flow on that small group. Then move the rest in batches of 10 to 20.
Small groups let you resolve login, program and billing issues before more clients encounter them. Choose a group size that you can support and reduce it if the pilot exposes additional work.
Communicate the change like it is good news.
This is where switches are won or lost. Send each wave a short personal video - not a wall of text - that says what is changing, why it is better for them, and exactly what they need to do (download the app, log in, done). Frame it as an upgrade to their experience, because if you chose the right platform, it is one.
Track who has logged in and completed a first check-in. Follow up with those who need help, using the client onboarding playbook to plan the welcome steps.
What to look for in the platform you move to.
You are switching for a reason. Whatever that reason is, do not solve only that one problem - solve the next two years. These are the five things that matter most to a coach who is mid-migration, and they hold true whether you land on Coachway or somewhere else.
Pricing that stays predictable as you grow.
Per-client or flat pricing means you can model your costs at 20, 50, and 100 clients without surprises. Watch for anything that scales fees with your revenue - it quietly punishes you for growing. Map your numbers before you commit.
Your own payments.
Confirm who can administer your payment account, what the new platform can access and how existing subscriptions would be handled. Check separately for each processor you use.
An export guarantee, in writing.
You are switching right now because leaving should be easy. So insist on it next time: no lock-in, no binding period, and the ability to export all your client data on demand. If a platform makes leaving hard, that tells you everything.
A workflow that saves you time.
Try the same check-in task on both platforms. Check how many screens and manual steps it takes, and time it yourself before assuming a particular productivity gain.
A branded client experience and real human support.
Your clients should open an app that looks like yours - your logo, your colors - not a generic one. And when something goes sideways mid-migration, you want a person who knows the platform answering you the same day, not a ticket queue. The full evaluation checklist is in how to choose an online coaching platform.
What is actually hard about switching.
Plan for both file handling and client support. The pilot should reveal gaps in data, template reconstruction, billing and onboarding before you set the full switch date.
hard part one
Client communication.
Clients need usable instructions, a working login and access to their current plan. Track these checks alongside the technical work and make room for follow-up support.
hard part two
Re-onboarding, not just re-importing.
Moving the data is not the same as moving the habit. A client who logged check-ins daily on the old app can quietly go quiet on the new one if the first week feels unfamiliar. Treat the first 7 days on the new platform like a fresh onboarding: confirm they are in, that their plan is there, and that they know where to log their next check-in.
Communication and small groups can make problems easier to find and resolve. They do not guarantee that every client stays, that all history moves or that the work fits a particular number of weeks.
Evaluate Coachway before committing to the move.
If Coachway is on your shortlist, bring a sample export to a demo. Ask which records can be imported as editable content, what needs rebuilding and how your existing payment setup would be handled. Agree the scope before moving your client list.
no lock-in
Cancel anytime.
Check the cancellation terms and request a sample export of the records you rely on. Verify the formats and limits before choosing a destination.
pricing
Predictable per-client.
EUR 69 per month for up to 5 clients, then EUR 9 per additional client. The same math whether you have 10 clients or 100, and you keep your own Stripe.
feature
Power Panel.
One screen to handle a client's check-in, program, meal plan, and chat together - so your day-to-day gets faster after the move, not just different.
Frequently asked.
Can I export all my data from Kahunas?
Confirm the current export options in your Kahunas account or with its support team. Ask for formats and limits for contacts, programs, check-ins, messages and photos. Test a sample before promising a complete transfer.
Will my recurring payments move automatically?
Do not assume so. Confirm the account and integration that manage each subscription, what the destination supports and whether billing will stay separate or require a coordinated replacement. Access to a processor account alone is insufficient.
How long should I allow for the switch?
Estimate the work after a sample migration. The schedule depends on record volume, template rebuilding, provider support, client onboarding and charge dates. Keep the old service available where needed until the checks pass.
Can a platform switch guarantee that every client stays?
No. Clear instructions, a pilot and small groups can make problems easier to resolve. Verify client access and current plans, explain missing history and follow up with people who need help.
Should I cancel Kahunas before setting up the destination?
Finish the required exports and tests first. Confirm remaining billing responsibilities and client access before ending the old service. Account cancellation and client subscription cancellation may be different actions.
Can Coachway import my existing plans?
Ask for a sample assessment. Confirm which records can become editable plans, which require rebuilding and which remain archives. Agree the migration scope before inviting clients.
Keep reading
all guidesHow to Switch from Trainerize: Exports and Billing
Leaving Trainerize? Export your contact CSV, save workout PDFs, check the data that cannot export, and plan billing before cancelling.
Read the guideHow to Switch from TrueCoach: CSV, Workouts and Payments
Export TrueCoach client lists and workout text files, distinguish internal account transfers, and check Stripe billing before moving platforms.
Read the guideFree tools for this: Client Capacity Calculator · Coaching Rate Calculator · Coaching Tool Stack Cost Calculator
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