Switch From TrueCoach or CoachRx to AKMI: A Migration Guide

The migration you have been putting off

You know your current platform is not doing what you need. Maybe TrueCoach’s programming interface frustrates you. Maybe CoachRx’s assessment tools are too basic. Maybe TrainHeroic’s group-focused approach does not fit your one-on-one assessment practice. You have been thinking about switching for months.

But switching feels risky. You have client data in the current platform. Your clients know how to use it. Your workflows are built around it. The fear of disruption — of looking unprofessional during the transition, of losing data, of clients using the chaos as an excuse to cancel — keeps you on a platform you have outgrown.

This fear is valid but manageable. Thousands of coaches switch platforms every year. The ones who do it well follow a structured process. The ones who do it poorly wing it and deal with the fallout.

Here is the structured process.

Before you start: the honest assessment

Switching platforms costs time and temporary friction. Make sure the switch is worth it. Ask yourself three questions:

1. What can I not do on my current platform that I need to do? Be specific. “I want something better” is not a reason. “I need structural assessment data tracking with ROM measurements, reassessment comparison over time, and client-facing progress reports that show objective data” is a reason.

2. Will the new platform solve those specific gaps? Not “does it look nice” or “does it have more features.” Does it solve the exact problems you identified? Verify this before committing.

3. What is the real cost of staying? Not just the subscription price — the cost of workarounds, lost functionality, client churn from inadequate progress tracking, and your own frustration. If the cost of staying exceeds the temporary friction of switching, the decision is clear.

Phase 1: Preparation (2 weeks before migration)

Export everything from your current platform

Every major coaching platform allows data export. Do this before you cancel anything.

TrueCoach: Export client data through the admin panel. Programs, workout history, and client notes can be exported as CSV or PDF. Do this for every active client.

CoachRx: Use the export function in account settings. Client profiles, program templates, and assessment records can be downloaded.

TrainHeroic: Export client workout data and any stored assessment information from the reporting section.

Store all exports in a dedicated folder. Label each file with the client name and date. This is your safety net — even if the migration goes sideways, you have all the data.

Audit your client list

Categorize your clients:

• Active and engaged: These clients will migrate with you. Communicate the switch proactively.
• Active but disengaged: These clients are at risk of using the switch as an exit point. Consider whether they are worth retaining. If yes, use the migration as a re-engagement opportunity (“We are upgrading our system to give you better progress tracking”).
• Inactive/paused: Do not migrate these clients until they reactivate. No point in creating accounts they will not use.

Set up the new platform

Create your AKMI coach account. Configure your assessment templates, branding, and notification preferences before any clients are invited. The new platform should be fully operational before a single client touches it. Testing with a dummy client account is essential — go through the entire client experience yourself.

Phase 2: Communication (1 week before migration)

Tell your clients before you switch

The worst way to handle a platform migration is to surprise clients with a new login one morning. The best way is a clear, brief communication:

Subject: “Upgrading your training platform — quick heads up”

Content:

• What is changing (the platform)
• Why (better progress tracking, assessment tools, data-driven coaching)
• What they need to do (they will receive an invitation to the new platform on [date])
• What stays the same (their program, their coach, their goals)
• Timeline (current platform accessible until [date], new platform live on [date])

Send this one week before the switch. Follow up two days before with a reminder. The goal is zero surprises.

Frame it as an upgrade, not a disruption

Clients do not care about your software preferences. They care about their experience. Frame the migration in terms of what they gain:

• “You will be able to see your assessment data and progress in one place”
• “The new platform shows how your structural measurements are changing over time”
• “Check-ins and communication will be faster and more organized”

Do not apologize for the switch. Do not over-explain. A confident, brief communication signals professionalism.

Phase 3: Migration (migration week)

Day 1-2: Create client accounts

Invite all active clients to the new platform. Send the invitation with a brief welcome message that includes:

• Login instructions
• A 2-minute walkthrough video (record your screen showing the basic navigation)
• Your availability for questions

Day 3-4: Transfer current programming

For each client, set up their current training program in the new platform. Do not redesign programs during migration — this is not the time for changes. Replicate what they are currently doing so the transition feels seamless.

If assessment data from the old platform is transferable, import it. If not, note the most recent assessment findings manually and enter them as the baseline in the new system.

Day 5-7: Support and troubleshooting

Clients will have questions. Be immediately responsive during the first week. Most issues are simple: forgotten passwords, confusion about where to find their program, unfamiliarity with the new interface.

The first week sets the tone. Fast, helpful responses during this period build confidence in the new platform. Slow or dismissive responses create frustration that the client associates with the switch itself.

Phase 4: Post-migration (weeks 2-4)

Kill the old platform access

Once all clients are active on the new platform and you have confirmed that all essential data has been transferred, cancel the old platform subscription. Running two platforms in parallel costs money and creates confusion.

Set a hard cutoff date. Communicate it clearly: “The old platform will be deactivated on [date]. All your data and programming is now on the new platform.”

Run a reassessment cycle

The migration is an ideal time to run reassessments for all clients. This accomplishes two things:

1. It populates the new platform with fresh, accurate baseline data
2. It re-engages clients by giving them an immediate, valuable experience on the new platform

A client whose first experience on the new platform is seeing their detailed structural assessment data presented in a clear, professional format will not miss the old platform.

Collect feedback

Two weeks after migration, ask each client: “How is the new platform working for you? Anything confusing or missing?” Address issues quickly. Most clients will have minor feedback that is easy to resolve. The act of asking demonstrates that you care about their experience.

What to expect

Week 1: Some friction. Expect 2-3 clients to need extra help. Expect your own workflow to feel clunky as you learn the new interface. This is normal and temporary.

Week 2: Friction decreases. You and your clients are finding the routine. The new platform’s advantages start to become apparent.

Week 3-4: The new platform is the normal. Clients have stopped thinking about the switch. You are using the new tools confidently. The migration is complete.

Client loss during migration: Expect 0-5% of active clients to use the switch as a natural exit point. These are almost always clients who were already considering leaving. The migration did not cause the loss — it accelerated an inevitable departure. Do not let this discourage you.

The ROI of switching

The temporary friction of migration — 2-4 weeks of extra work — pays for itself within the first quarter on a better platform. Assessment-driven platforms that enable data tracking, progress visualization, and client-facing reporting improve retention by 30-50% on average. Over 12 months, that retention improvement generates significantly more revenue than the migration cost.

The coaches who stay on suboptimal platforms out of migration fear are paying a recurring tax in lost functionality, lower retention, and missed revenue every month they delay. The migration is a one-time cost. The cost of staying is permanent.

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Ready to switch? See how AKMI compares to TrueCoach, CoachRx, and TrainHeroic — feature by feature.

Start the migration. Set up your AKMI coach account or see how the platform works.