Moving a Kahunas studio onto HomePTKit

How to move, step by step

Do not use scraping tools, browser extensions, or unofficial exporters to pull a client list. That breaches Kahunas's coach terms. Use records you already have, files Kahunas documents as downloads, or a written data return.

1. 1

   Ask Kahunas to return your data

   You are the controller of your clients' data. Kahunas is your processor. Under UK GDPR Article 28(3)(g) you can ask them in writing to return the personal data they hold. Email support@kahunas.io. This template is a starting point, not legal advice.

   Kahunas's own docs already cover payment transaction downloads, invoice downloads, and a per-client questionnaire PDF. There is no documented coach export of clients, check-ins or programmes, which is why the letter exists.

   Request to return personal data under UK GDPR Article 28(3)(g)

   Copy letter

   Hello,
   
   I am a coach with a Kahunas account. I am the controller of my clients' personal data. Kahunas is my processor.
   
   Under UK GDPR Article 28(3)(g), please return the personal data you hold for me as processor. Where you hold it, that includes:
   
   - Client identity and contact details (names, email addresses, phone numbers)
   - Check-ins, programmes, and related coaching records
   - Questionnaires
   - Payment transaction and invoice records associated with my account
   
   Please send it in a structured, commonly used, machine-readable format where you can (for example CSV or JSON), and PDFs where that is how you already store a record.
   
   Coach name: [Your name]
   Kahunas account email: [Kahunas account email]
   Date: [Date]
   
   Thank you.

   Open in your email app, then replace the placeholders.

2. 2

   Build the client spreadsheet

   Download our CSV template. The Kahunas importer preset looks for First Name, Email, Phone Number. Last name, allergies, intolerances and meal preferences are optional extra columns. Save as CSV UTF-8. Excel .xlsx files are not accepted.

   Fill it from your own records, from questionnaire PDFs and invoice or transaction downloads Kahunas already documents, and from any file they return after the letter. Only include fields HomePTKit stores. Birthdates, package names and payment status are dropped.

3. 3

   Import with the Kahunas preset

   In the studio, open Clients, then Import. Choose the Kahunas column preset (First Name, Email, Phone Number) or map columns yourself. Preview every row. The file is read in that request and discarded. It is never stored.

   If the sheet includes allergies, intolerances or meal preferences, tick to confirm you have a lawful basis, including an Article 9 condition, to share that health information with HomePTKit for the import.

4. 4

   Invite clients to your join link

   Tick who should be invited. Each selected person is emailed a join link with a one-time claim token. We never create their account for them. Import invites need Stripe Connect with charges enabled, so unused trainer accounts cannot mail a list.

   If you included health fields, the client sees those details and must tick to agree before they attach. If they decline, they still join you; only the health fields are dropped. Unaccepted invites expire after 90 days. You can view, resend and remove pending invites from the same screen.

5. 5

   Re-subscribe on HomePTKit

   Live Stripe subscriptions cannot be moved from Kahunas to HomePTKit. A spreadsheet cannot take a billing relationship with it. After each client accepts the invite, they start a HomePTKit membership through checkout on this platform (Connect destination charges).

6. 6

   Cancel the old Kahunas subscription last

   Only cancel that person's Kahunas subscription once the HomePTKit subscription is live. Cancel too early and they go unpaid; cancel too late and they may pay twice. Do this per client, not as a bulk cutover on day one.