Switch from PTminder to TrainerStack

Moving platforms is mostly about not losing anything. PTminder keeps your account open until the end of the billing period you have paid for, and its reports export to CSV, so the order is: export everything first, set TrainerStack up alongside it, move the clients, then cancel. This guide follows PTminder's own help centre for the export steps; menu names there may differ slightly from what you see.

Before you cancel anything

• Keep PTminder running until the last client is in the TrainerStack app and the first payments have gone through. There is no rush: your PTminder access runs to the end of the paid period, and signing back in undoes a cancellation request.
• Start your TrainerStack trial now. It is 30 days, no card, every feature, so the two overlap comfortably.
• Export while you still can. PTminder's cancellation article says nothing about what happens to your data afterwards, so treat the day you cancel as the day the reports disappear.

What to export from PTminder

Every PTminder report can be printed or exported as a PDF, Excel or CSV file. Choose CSV each time; it is what TrainerStack reads.

1. Clients. Reports → Client List. Tick every field you can: first name, last name, email, phone numbers, date of birth, address, notes and any custom fields. Filter by status so you get active clients in one file and anyone paused or past in another. This is the file the client import reads.

2. Payment history. Reports → Financial Reports → Payments Recorded, with the date range set to everything. This is your record of who paid what and when. Export the Reconciled Earnings and Expenses reports for the same range too, for your accountant and for BAS. Download any outstanding invoices from Finances → Invoices one at a time.

3. Packages and memberships. Reports → Packages & Memberships. This tells you who is on which service and how many credits they have left, which you will need to recreate their plan.

4. Session history. Reports → Attendance, by client, for the whole date range, plus the Session/Class Summary. For one client's full list, Clients → Edit Client → Sessions & Classes. TrainerStack does not import past sessions; keep this export for your own records.

5. Workout and nutrition plans. PTminder plans download as PDFs from the planner, and a client's recorded workouts and assessments sit on their profile. Save the PDFs you still use.

6. Payment provider. If you take payments through Stripe in PTminder, note the email you use to sign in to Stripe. If you use Ezidebit, Debitsuccess, GoCardless or PaySmart, download each provider's schedule of active debits from that provider's own portal; TrainerStack cannot connect to them.

What comes across, and how

Bring your clients in

The CSV import reads the Client List export directly.

1. Open Settings, click Integrations, and click Import clients from a CSV.
2. Choose the file, or open the CSV in a spreadsheet and paste the cells in. The first row must name the columns; the import understands PTminder's headings (First Name, Last Name, Email, Phone, Notes) and common variations such as Name, Mobile or Start Date.
3. Click Read rows. The review step lists every client with a status:
4. New will be added.
5. Already a client matches the email of someone already in My Clients and is skipped, so you can run the file twice without doubling up.
6. Repeated in file is a second row with the same email; the first is kept.
7. Needs a fix has no email, a bad email or a missing name. Correct the cell on the row, or untick it.
8. Untick anyone you are not bringing over, then click Add clients.
9. Each client is created exactly as the Add client form would create them: active, started on the date in the file or today, with the notes on their profile and no plan yet.

Nobody is emailed by the import. Invites to the app are a separate step you control, client by client or all at once, once their plan is in place.

Payments

• If you took card payments through Stripe in PTminder, connect that same Stripe account and run Import from Stripe. Active subscriptions come across as live plans with the client's card already saved, so the next charge happens on the same schedule without the client doing anything.
• If you used a direct-debit provider, you have two choices for each client: send them a Stripe checkout link for a new subscription (card or BECS bank debit) once your Stripe account is live, or keep debiting through the old provider for now and record the plan as Manual / off-platform so sessions and credits still count down. See Packs, subscriptions and failed payments.
• Enter remaining pack credits as a pack with that many sessions. Start the pack on the day you switch so the count matches what PTminder showed.

Day-one checklist

Work through this on the day you tell clients about the change.

1. Branding. Settings → Branding: logo, colours and business name, then Save Branding so Stripe's checkout pages match.
2. Stripe connected with all three pills ticked, and BECS Direct Debit turned on in the Stripe dashboard if clients paid by bank before.
3. Clients imported, with anyone who did not come across added by hand.
4. Plans on every active client: imported Stripe subscriptions checked, packs created with the right number of sessions, manual plans recorded.
5. Terms published under Settings → Terms, so new clients sign yours at onboarding.
6. Sessions in the calendar for the next fortnight, including recurring ones. Your booking page link replaces the PTminder booking link wherever you shared it.
7. Programs rebuilt for anyone mid-block, and the first meal plan assigned where you coach nutrition.
8. Onboarding flow set if you want new clients to complete a questionnaire or sign terms before they see their program.
9. Invite everyone to the app. Open each client's profile and click Send invite. The email carries an 8-digit code and lasts 14 days; see Add a client and invite them to the app.
10. Tell your clients the same day: the new app's name, that their plan and sessions carry over, and that the old app stops on a date you name.
11. Cancel PTminder only after the first full billing cycle has run in TrainerStack and nobody is still on the old booking link.

If something does not match

• "A client with this email already exists." They are already in My Clients, perhaps as a cancelled client. Search for them, click the Cancelled chip, and use Reactivate Client.
• A client has no email in PTminder. The import skips them. Add them by hand with + Add Client; an email is required because it is how they sign in to the app.
• Phone numbers lost their leading zero. Spreadsheets do that to numbers. Format the column as text before saving the CSV, or fix the phone on the client's profile afterwards.
• Two clients share one email (a couple, or a parent paying for a child). TrainerStack needs one email per client. Use a second address for the second person.
• Dates read wrong. The import reads Australian day-first dates (26/10/2026) and ISO dates (2026-10-26). If a start date cannot be read the client is still added, started today, and the row says so.