Virtuagym documents Excel and CSV exports of clients and staff, check-ins, bookings and member invoices, plus sales data and printable workout plans. Its export guide does not list nutrition plans or progress data. The license renews automatically, needs one or six months' written notice, and all access ends on a portal lock date.
Published by Coachway. The product instructions below come from the linked official documentation, checked September 25, 2026. They describe available exports, not a completed test of your account or a guarantee that another platform can import the files.
What you can export from Virtuagym
The export page: clients and staff, check-ins and sales
Virtuagym's export article says that adding /export to your portal's URL opens an Exports page with data on check-ins, sales, and clients and staff. Clients and Staff data comes as Excel or CSV. Virtuagym emails you a link to download the file, so check your spam folder if it does not arrive.
The article does not list the fields in the client file, and its list of exports does not include workout plans, nutrition plans or progress data. Open the file, compare a few clients with their profiles in Virtuagym and note anything missing before you rely on it.
- Add /export to your portal's URL to open the Exports page.
- Export Clients and Staff data as Excel or CSV.
- Download the file from the emailed link and check it against a few client profiles.
Official instructions: Virtuagym: export data from your portal
Invoices, bookings and check-ins: export from each module
The same article lists exports inside each module. Member invoices are under Manage > Financial as Excel, CSV or PDFs in a zip file. Bookings are under Schedule and check-in data under Manage > Check-in, both as Excel or CSV. Your own invoices from Virtuagym are PDFs under System Settings, in Licences and Invoices.
Virtuagym recommends exporting your data once your cancellation is confirmed and before the portal lock date. These files are an archive of what happened. They do not move open invoices, memberships or recurring payments anywhere.
Official instructions: Virtuagym: export data from your portal · Virtuagym: cancel your license
Workout plans: a print option, no documented file export
Virtuagym's workout article documents printing, not exporting. Open the plan in the Workouts module, save it, then click the printer icon in the top right corner next to Save. You can choose a compact or extensive version, one workout day per page, written exercise instructions and large letters. Clicking Print opens your printer options.
A printed plan is a reference for rebuilding the program in the destination. Nutrition plans and progress data are not in the export article's list either, so ask Virtuagym support what it can provide for them before you estimate the work.
Official instructions: Virtuagym: print a workout plan · Virtuagym: export data from your portal
Beyond the export list: a data request or a replica database
Virtuagym's privacy statement lists rights, depending on where you are, to access and obtain a copy of your personal information and, where applicable, to data portability, and it gives contact details for its Data Protection Officer. It does not state a format, scope or response time for what you receive.
The Master Service Agreement adds two paid routes. A replica database can be made available on request, with options, terms and pricing agreed with Virtuagym. The public API costs EUR 10 per location per month and includes up to 1,000 calls per location per day. Ask about either early if you need more than the export page gives you.
Official instructions: Virtuagym Privacy Statement · Virtuagym Master Service Agreement
Virtuagym Pay or another provider: move billing as its own job
Virtuagym Pay is Virtuagym's own payment system. Virtuagym says it is a payment processor and acquirer, and that an account needs a license that includes the MANAGE package. Its guides cover online card payments and SEPA direct debit, and say Virtuagym Pay retains card details for recurring membership payments. A direct debit mandate needs the member's account holder name and IBAN.
Some portals use other providers. Virtuagym's payment methods article lists PayPal, Paysafe, Mollie and GoCardless in its payment suite, with direct debit through GoCardless, Mollie or your own bank. Check System Settings > Payment methods to see which provider runs each method in your portal.
Virtuagym Pay pays out in batches, daily by default, after a payout delay of two working days or more depending on method and volume. For a record, the Virtuagym Pay Essentials dashboard lets you download each batch report as a CSV under Finance > Settlement details, with the connected invoices, dates, card type, fees and amount paid out. Fees are set in your Virtuagym Pay agreement.
Virtuagym's SEPA guide offers help moving direct debit into Virtuagym Pay, and none of these articles describe moving saved cards or mandates out to another platform. Ask Virtuagym and your provider what can be transferred. If nothing can, plan for clients to enter payment details again, and agree the last Virtuagym invoice and first new charge for each client so no one pays twice. If you move to Coachway, payouts go to your own Stripe account and its built-in payments cost 2.4% per transaction.
Sources: Welcome to Virtuagym Pay · Virtuagym Pay: members' card information · Virtuagym Pay: SEPA direct debit · Virtuagym: payment methods and providers · Virtuagym Pay: payouts · Virtuagym Pay: Financial module
The license renews unless both cancellation steps arrive in time
Virtuagym's standard license runs 12 months unless your license agreement says otherwise, and renews automatically for the same duration. SMB clients need one month's notice and Enterprise clients (5+ locations or more than 1,000 MRR) six months'. You send a written request to [email protected] and complete the Cancellation Form Virtuagym sends back. The Master Service Agreement says both must be received before the 1st of the month that starts your notice period, and the cancellation is not final until both are done.
Your license details are under System Settings > Licenses and Invoices. The same agreement says a termination by you entitles Virtuagym to require the full amount owed as if the license period had been completed, and lets Virtuagym raise fees by 7% at the end of any license period. A missed deadline can mean another full term, possibly at a higher fee.
Source: Virtuagym: cancel your license · Virtuagym Master Service Agreement
On the portal lock date, you and your clients lose the apps
Once your cancellation is processed, Virtuagym emails the date when you and your clients lose access. On that portal lock date, you, your staff and your clients lose the web portal and the mobile apps, including a custom app, the Virtuagym app, Food and the Coaching app.
Finish your exports, printed plans and payment reports before that date, and make sure every client has logged in to the new app well before it. Virtuagym says reactivating a portal goes through [email protected].
Source: Virtuagym: cancel your license
Unsubscribing deletes coaching activities; ending a contract does not end access
Virtuagym says unsubscribing a client blocks their access to your portal and deletes their profile and coaching activities, although they keep the generic Virtuagym app. There is no delete option; full removal for GDPR reasons is requested through support. Save each client's records before you unsubscribe anyone.
Ending a contract works differently. The client keeps access to the app and portal until you deactivate their profile. If you stop a contract before its termination date, an automatically generated invoice that is no longer due is not deleted, so you credit it by hand. With Virtuagym Pay, outstanding invoices in the automated card list are sent for collection, so check the Financial module after each contract you end.
Source: Virtuagym: delete a client · Virtuagym: cancel a client's contract · Virtuagym Pay: Financial module
Before you cancel Virtuagym
- Find your license end date under System Settings > Licenses and Invoices, and send the written request and Cancellation Form before your notice deadline.
- Export Clients and Staff, check-in, sales, booking and member invoice data, then open each file and check it against Virtuagym.
- Print the workout plans you need and ask support what it can provide for nutrition plans and progress data.
- Download your payout reports, record each client's payment method and next invoice, and agree the last Virtuagym charge and first new charge.
- Get every client logged in to the new app before the portal lock date, and unsubscribe no one until their records are saved.
Choose the switch date after a sample migration passes. The required overlap depends on rebuild work, provider support, client availability and billing dates. Clear communication helps, but it cannot guarantee retention or repair missing data.
Use the full migration checklist and client message to plan each wave. If you are still evaluating the destination, use the software trial scorecard. Keep any sample shared for an initial assessment limited to what the provider needs.
Questions about leaving Virtuagym
Can I export my client list from Virtuagym?
Yes. Virtuagym's export article says Clients and Staff data can be exported as Excel or CSV from the Exports page, which you reach by adding /export to your portal's URL. The file arrives as an emailed download link. The article does not list its fields, so check the file before you rely on it.
Can I export Virtuagym workout plans?
Virtuagym documents printing workout plans from the Workouts module in a compact or extensive layout, but its export article does not list workout plans. Use printed plans as a reference for rebuilding, and ask support about other options for your account.
How much notice do I have to give Virtuagym?
One month for SMB clients and six months for Enterprise clients (5+ locations or more than 1,000 MRR). Virtuagym's agreement says your email to [email protected] and the completed Cancellation Form must both arrive before the 1st of the month your notice starts. Check your own license agreement for its period.
Considering Coachway? Bring a sample export and ask us which parts become editable plans, which need rebuilding, what remains an archive and how your existing billing would be handled. Agree the scope before inviting your clients. If you are still deciding whether to switch at all, the Coachway vs Virtuagym comparison sets the two side by side.
The trial starts with a card held by Stripe and cancels under Billing before it renews, so you can run a few real clients in both tools before you move the rest.
