Whether a coach is leaving your organization, you are restructuring your roster, or a client needs to work with a different coach, CoachRx makes it straightforward to transfer clients between coaches. This article covers how to transfer clients, what happens to their data, and what to do if a coach is removed before their clients are transferred.
Who Can Transfer Clients
Client transfers can be initiated by the following roles:
Owner - can transfer any client between any coaches in the organization
Super Admin - can transfer any client between any coaches in the organization
Admin - can transfer clients they have access to
Individual coaches cannot transfer their own clients. A coach who needs a client transferred should request it from their organization Owner or Admin.
How to Transfer a Client Within Your Organization
Navigate to the Coaches section from your dashboard
Select the coach whose client you want to transfer
Find the client in that coach's roster
Click the three dots (...) to the right of the client's name
Click Transfer Client
Enter the email address of the coach you are transferring the client to
Confirm the transfer
The receiving coach must be part of your CoachRx organization. The transfer takes effect immediately.
Transferring to a Coach Outside Your Organization
If you need to transfer a client to a coach who is not part of your organization, contact coachrxsupport@opexfit.com for assistance. External transfers require additional steps to ensure client data is handled correctly.
What Happens to Client Data During a Transfer
When a client is transferred:
Client profile and history - all assessment data, notes, and historical records transfer with the client
Programs - the client's active program and calendar carry over to the new coach
Messaging history - previous messages between the client and their former coach are retained
Payment subscriptions - if the client has an active payment subscription through Business Suite, this may need to be addressed separately depending on your organization's payment setup
What Happens If a Coach Is Deleted Before Clients Are Transferred
If a coach is removed from your organization before their clients are transferred, all of that coach's clients automatically move to the Organization Owner's account. From there, the Owner can transfer each client to the appropriate coach using the steps above.
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Best practice: Always transfer clients before removing a coach from your organization. This ensures clients are placed with the correct coach immediately and avoids the extra step of rerouting them from the Owner's account.
FAQ
Q: Can a coach transfer their own clients?
A: No. Transfers must be done by an Owner, Super Admin, or Admin.
Q: Will the client know they were transferred?
A: The client's app experience will update to reflect their new coach. It is good practice to communicate the change to the client directly.
Q: What if I cannot find the coach I want to transfer to?
A: Make sure the receiving coach is an active member of your organization and that you are entering their correct email address. If you are trying to transfer to a coach outside your organization, contact coachrxsupport@opexfit.com.