Leaving a coaching platform is really two jobs: getting your data out of the old system, and setting your practice up in the new one so clients feel a clean handoff instead of a dropped one. If you want to export your client data from Zoee and switch to Grove, this guide walks both, in order, with the honest version of what transfers and what doesn’t. For where the two platforms genuinely differ, see the Grove vs Zoee comparison.
The honest headline is that Zoee’s help center documents only a few downloads: client payment reports, the email list from your website’s opt-in form, and individual session recordings. It documents no self-serve export for your client roster, session notes, chat messages, or files. So this guide pairs the downloads that exist with a written request to Zoee support for the rest, and treats copying key notes by hand as the fallback. Keep your subscription active the whole time. Cancelling comes last.
The terms you’ll see
| Term | What it means |
|---|---|
| Client Payments report | Zoee’s downloadable record of what your clients have paid you, found under Billing. It is a payment report, not a contact list. |
| Lead-magnet email list | The CSV of every email address collected by the opt-in form on your Zoee website. It holds website subscribers, not your client roster. |
| Session recording | A per-session video recording in Zoee. Zoee deletes recordings 24 hours after the session, so only what you already downloaded survives. |
| Draft | The status every imported Grove client starts in. Nothing has been sent to them yet; they’re only visible to you. |
| Session note | A Grove note about a client tied to a session date you choose, so past work keeps its real date. |
| Archive | Grove’s wind-down for a finished coaching engagement: the client stops counting toward your plan, their data stays readable, and you can restore them anytime. |
Before you start
- Keep your Zoee subscription active until the last step, and decide your cutover date before you touch it. Your plan runs to the end of the billing cycle after you cancel.
- Have a Grove account ready; if you don’t yet, start free. Uploading documents into Grove needs a paid plan, so plan that step for after you’ve picked your tier.
- Expect the roster to be the slow part. Because Zoee documents no roster export, you will either wait on Zoee support or build a short spreadsheet yourself from your own client list.
- The rest of your stack can stay put. Your existing scheduling links and your existing Stripe account both keep working alongside Grove, and so does a website you already run. This migration replaces Zoee’s client side, not everything around it.
- If anything below doesn’t match what you’re seeing, email us at hello@grove.coach before you cancel anything. Zoee changes its screens, and we would rather walk through it with you than have you lose data.
Steps
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Ask Zoee support for a full export first. Before you cancel anything, email
support@zoee.com(or use the in-app chat button) and ask for an export of your client contacts, session notes, and chat history. Zoee’s help center describes no self-serve export for any of these, so this request is the route most likely to get them, and it puts the waiting on Zoee’s timeline while you do everything else.Tip: send this request before any other step. Zoee publishes no turnaround time, so the sooner it is in, the less it holds up your cutover.
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Download the client payment report. In Zoee, open Billing in the left sidebar and go to the Client Payments tab. Click the download icon beside the “earnings to date” heading for the full report. To get one client’s report, filter by that client and use the download button.
Heads up: the My Payments tab is different. Its Past view holds receipts for your own Zoee subscription, which are your bills rather than client data.
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Download your website’s email list, if you use the opt-in form. Go to My Website and click Download Email List for a CSV of every email the lead-magnet form collected. These are website subscribers, not clients, so keep the file for your newsletter tool rather than importing it into Grove as a roster.
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Download any session recordings you want to keep. In Zoee, go to Sessions, then Past Sessions, and open a session to reach its recording.
Gotcha: Zoee deletes recordings 24 hours after the session, so there is no backlog to migrate. Download a recording the day it happens, or accept that it will be gone.
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Build your roster file. If Zoee support sends a contact export, use it. If not, make a plain spreadsheet from your own client list with a First Name, Last Name, and Email column, one row per client, and save it as a
.csv.Tip: the client payment report from step 2 is a useful cross-check that you have not left a paying client off the sheet.
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Import your roster into Grove. On Grove’s Clients page, click Import Clients and upload your CSV. Confirm First Name, Last Name, and Email in the column mapper, then click through. Every imported client lands as a Draft and nothing is emailed to anyone. The Import your existing client roster guide walks the wizard step by step.
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Archive the clients you’re not actively coaching. For each past client you imported for the record rather than the relationship, open their page and click Archive. The dialog, “Archive this client?”, confirms what happens: archived clients won’t receive check-in prompts or appear in your active list, and you can restore them later. Archiving frees their spot on your plan immediately while keeping the record.
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Re-create the history that matters as dated session notes. Zoee documents no notes export, so this is a copy by hand from your Zoee notes or from what support sends back. For each continuing client, open their Notes tab and click Add a note. Choose the Session note kind, set Session date to the date the session actually happened (past dates are fine), and write up the summary.
Heads up: a Grove note holds up to 4,000 characters, the right size for the summary that will serve your next session, not a whole chart. For a long note, click Add from a photo or transcript instead, the separate button below the note composer: Sage drafts it from a photo or pasted transcript text, and you edit before saving.
Gotcha: anything you bring over was consented to on Zoee, not on Grove. Bringing it in on a client’s behalf makes that consent your responsibility; see who’s responsible for consent.
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Attach the documents each client still needs. For handouts, plans, or files a continuing client should keep, open their Resources section and click Share Resource, or add the file to your library first via Create Resource and its Upload tab (PDF, DOC, DOCX, JPG, PNG, max 10 MB each).
Heads up: file uploads need a paid Grove plan. On the free plan the upload option shows “Upload disabled, upgrade to add resources”.
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Tell clients where the conversation moves, then set the cutover date. Zoee’s client messaging lives in its in-app Chat tab. In Grove, the conversation runs through each client’s daily check-in, with a message thread underneath where you reply, and clients can message you from inside Grove too. Pick the date Grove becomes the place your clients check in, tell them ahead of time, and send each invite when you’re ready; Invite and onboard your first client covers that handoff, and the weekly rhythm shows how replies work. Rebuild your intake form with the Set up intake forms guide, since Zoee documents no form export either.
Heads up: Zoee’s chat supports group chats. If you coach a group there, decide how each person will hear from you before cutover.
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Cancel Zoee last. Once every download is safe in your own storage and you have what you need from support, click your avatar in the top panel, choose Subscription, then Cancel Subscription. The plan runs until the end of the billing cycle.
Gotcha: Zoee’s help center says nothing about what happens to your data after cancellation. Confirm with support before you cancel that your export is complete.
If something looks wrong
- Zoee support has not replied. Zoee publishes no turnaround time. Keep the subscription active, follow up, and use the hand-built spreadsheet from step 5 so the Grove half is not blocked.
- A screen doesn’t match this guide. Zoee changes its screens, and the paths above come from its help center rather than a live account. Email us at hello@grove.coach with what you’re seeing.
- You’re on a Zoee trial. Zoee’s terms say trial data is lost unless you buy the service or export it before the trial ends, so finish your downloads and your support request before the trial does.
What’s next
Your continuing clients are Drafts with their history attached and nothing sent yet. Work through Invite and onboard your first client to prepare each one’s space and send invites on your cutover schedule, then settle into the weekly rhythm: daily client check-ins as dialogue, with your response queue replacing the chat inbox.
And if any part of this stalls, email hello@grove.coach. Migrations are the one part of switching software where a real person helps more than a help article, and we would rather hear from you mid-move than after a window closed.