Bulk-import clients into CoachRx using a CSV file.
CoachRx supports bulk-importing clients from a CSV file - perfect for migrating from another coaching platform or adding a large group of new clients at once. The importer is built into the Add Client menu on your Clients page, so there's no separate URL or extra setup.
How to access the CSV importer
From the left navigation, go to Clients.
Click the dropdown arrow next to the Add Client button in the top-right.
Select Import from CSV.
The three-step import flow
The importer guides you through three steps:
Upload - Drop in your CSV file. If you're starting from scratch, download the CoachRx template from the same screen.
Review - You'll see exactly what we mapped from your file and any rows with validation issues. Only the affected cells become editable, so you can fix problems inline without starting over.
Submitted - Once you confirm, CoachRx processes your import in the background, sends invitation emails to your clients, and refreshes your client list automatically when it's done.
What you can include in your CSV
CoachRx handles common header variations automatically. Headers like "E-Mail Addr.", "Given Name", and "Touch Points" all map to the right fields. Truly unrecognized columns are silently ignored.
Field | Required | Notes |
First Name | ✅ Yes | Used in the invitation email |
Last Name | ❌ No | Optional but recommended |
✅ Yes | Where the invite is sent - must be valid and unique | |
Touchpoints Enabled | ❌ No | Boolean (true / false) |
Intake Form Template | ❌ No | Name of an existing intake form template |
Tags | ❌ No | Comma-separated; new tags are auto-created on the importing coach |
Coaching Services & Autonomy Settings | ❌ No | Six boolean toggles (true / false) |
ℹ️
Fields like birthday, gender, units, height, location, timezone, commission rate, and commission type are not part of the CSV import - they were intentionally left out because they're too ambiguous across CSV exports. Set these from the client's profile after they accept their invite, or directly from the client page.
File limits
Maximum file size: 6 MB
Maximum rows: 3,000 clients per import
If you need to import more than 3,000 clients, split your file into multiple uploads.
What happens if you're at plan capacity
If your import would put your organization over its current plan limit, what happens depends on your role:
Owners see a banner naming the recommended next plan and can confirm the upgrade right inside the modal. Stripe handles the plan change instantly and your new client capacity is reflected immediately.
Admins (non-owner) see an "owner required" message - we don't auto-charge the owner's card without their consent. Loop in your owner to complete the import.
Enterprise plans with a cancelling subscription will see a "contact support" message - email coachrxsupport@opexfit.com before importing.
Validation errors
If any rows have issues - missing first name, invalid email format, duplicates within the same import, or a client that already exists in your account - the Review step flags only those rows and lets you edit the affected cells inline. Re-submit when everything looks clean.
How to save a CSV
Excel
Once your document is formatted in Excel, click File > Save As. From the file type dropdown, select .csv.
Google Sheets
Click File > Download, then select Comma-separated values (.csv).
Numbers
Click File > Export To > CSV. CSV will be selected automatically as the export format.
Need a full migration?
The CSV import covers client profile data only - it doesn't bring over exercise history, program data, or messages from your previous platform. If you'd like a full transition with historical data, email coachrxsupport@opexfit.com and our team can help.