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 switch from Healthie to Grove, this guide walks both, in order, with the honest version of what transfers and what doesn’t. Grove imports your roster directly; your session history and documents come with you as your own archive, and the pieces that still matter get attached to each continuing client by hand. For where the two platforms genuinely differ, see the Grove vs Healthie comparison.
One rule shapes the whole sequence: do every export while your Healthie subscription is still active. Every route out delivers files into your Healthie account rather than your inbox, so cancel last, not first.
The terms you’ll see
| Term | What it means |
|---|---|
| Client List report | Healthie’s self-serve CSV export of your whole roster with contact details, generated from its Reports area. |
| EHI export | Healthie’s per-client export of a full client record, which you run yourself from a client’s Charting tab. Delivers a Zip holding that client’s chart notes as a single PDF, their journal entries as a second PDF, their documents in their original folders, and CSVs covering messages, goals, care plans, and metrics. |
| File Data Export Request | Healthie’s request form for an assisted, roster-wide export: their team assembles your clients’ chart notes and documents into a Zip file, delivered to your Healthie Documents library. Slower and narrower than the EHI export, but it covers everyone at once. |
| 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 Healthie subscription active until the last step. Every export lands inside your Healthie account, not your inbox.
- You can run the per-client EHI export yourself. Only the account owner can request the roster-wide assisted export, so if you plan to use that route, be the account owner or ask them.
- 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.
- Budget this across a week or two rather than an afternoon. Healthie’s reports take up to 30 minutes to generate, per-client exports add up across a roster, and the assisted export has no committed turnaround.
- The rest of your stack can stay put. Your existing scheduling links (Calendly, Squarespace, Acuity) and your existing Stripe account both keep working alongside Grove; this migration replaces Healthie, not everything around it.
Steps
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Generate your Client List report in Healthie. In Healthie, go to Visualize > Reports > Client List and click Generate Report. It can take up to 30 minutes, and the finished CSV lands in your Healthie Documents library under Generated Reports. Download it to your computer.
Heads up: the Client List report has no filters, so archived Healthie clients are included alongside active ones. That’s useful here: you’ll decide who comes along in step 5.
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Export each client’s full record. Open a client’s profile in Healthie, go to Charting, and run the EHI export. You get a Zip holding that client’s chart notes as a single PDF, their journal entries as a second PDF, their documents in the folder structure you built, and CSVs covering messages, goals, care plans, and metrics. You run this yourself, one client at a time, without waiting on Healthie support. Download each one and keep it in your own storage; together they are your practice archive.
Tip: for a large roster, one client at a time gets old fast. Submit Healthie’s File Data Export Request form instead (linked from their “Export or Transfer Healthie Account Data” help article) and their team assembles everyone’s chart notes and documents into a single Zip in your Documents library. The trade: it covers chart notes and documents only, it is offered to paid memberships, only the account owner can request it, and Healthie does not commit to a turnaround time. Many coaches do both, taking the assisted Zip for the roster and per-client EHI exports for the handful of clients whose full history matters most.
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Check what your export left behind. The per-client EHI export is the more complete route: it carries chat messages, journal entries, and wearable metrics that the assisted Zip does not. If you used the assisted route and a chat thread holds something you need (an agreement, a health detail, a commitment), copy it out by hand now. Appointment history is available separately through Healthie’s Appointments Report. Payment card details never transfer, and Healthie offers no account-to-account transfer of any kind.
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Import your roster into Grove. On Grove’s Clients page, click Import Clients and upload the Client List CSV you downloaded in step 1. Grove’s column mapper auto-matches Healthie’s headers; map Client Preferred First Name to First Name, Client Last Name to Last Name, and the email and phone columns, then skip the rest. 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.
Tip: this is how a transition-based practice fits Grove. Your plan covers the people you’re coaching right now; finished engagements live on as archived records, one click from restored if someone returns.
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Re-create the history that matters as dated session notes. 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 paste in the chart note from your archive. Each note keeps the session date you set, so the record reads true.
Heads up: Healthie exports all of a client’s chart notes as one long PDF, so you’ll be reading from that document rather than copying files across. A Grove note holds up to 4,000 characters, which is the right size for the summary that will serve your next session, not the whole chart. For a long note or transcript, use Add from a photo or transcript: Sage drafts the note from a photo of your notes or pasted transcript text, and you edit before saving.
Gotcha: health information you bring over from Healthie was consented to on Healthie, not 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). Everything else in the Zip stays in your own archive; Grove doesn’t need to hold your whole history for you to coach from it.
Heads up: file uploads need a paid Grove plan, and storage allowance grows with your tier. On the free plan the upload option shows “Upload disabled, upgrade to add resources”.
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Rebuild your intake form, then set the cutover date. Recreate your intake questions with the Set up intake forms guide, using the form template PDFs you can download from Healthie as your reference. Then pick the date Grove becomes the place your clients check in, tell them ahead of time, and send each client’s invite when you’re ready; the Invite and onboard your first client guide covers that handoff. Cancel Healthie only once every download from steps 1 through 3 is confirmed safe in your own storage.
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 that makes the move worth it: daily client check-ins as dialogue, with your response queue replacing the chart review.