Practical guides
Moving coaching records from spreadsheets: a migration checklist
Moving to a new coaching tool is more than uploading a file. The important part is preserving which session belongs to which client, what a date means and how a remaining balance was calculated. Prepare a small, verified sample before moving the full history.
Take an inventory and keep the source
List the files that hold clients, appointments, programmes and balances. Export from the old service using its supported export option and keep an unchanged copy. Separate client records from session rows; a person's name alone is a weak identifier when two clients share it.
Map meaning, not just column names
Decide which source column corresponds to each destination field. Check the format of dates, decimal separators, measurement units and time zones. A session count and a monetary balance are different values and must not be mapped into the same field.
- client_id → a stable reference for the client.
- session_start → date, time and agreed time zone.
- status → a documented completed/cancelled/upcoming mapping.
- remaining_sessions → a session count with a reconciliation date.
Test the awkward records first
Include a duplicate name, a cancelled appointment, a rescheduled session and a client with no email in the trial sample. Compare the imported result with the source. A tool should report an unresolved relationship rather than silently attaching a session to the wrong person.
Reconcile before switching over
Count clients and appointments, compare session balances and spot-check a full client history. Note which records were skipped and why. Agree a cutover date so the same new session is not entered in both tools. Retain the source until the checks and your retention requirements are satisfied.
Questions, answered
How do I import CSV and Excel?
A guided CSV and Excel import helps you map fields, check dates and units, find duplicates and link clients to sessions. Review the validation results, history and paid session balances before completing the transfer.
Will every competitor export be supported?
Compatibility has to be verified for each export format and version. There is no promise of universal one-click migration; some sources may need manual preparation.