Data migration (2–6 weeks, depending on data complexity)
Import athlete/coach data, historical sessions, metrics, and progress data.
Data cleansing and validation steps; run pilot with a subset of users.
Integrations and automation (2–8 weeks, often overlapping with config)
Connect to calendars, email, payment systems, video tools, or any partner apps.
Set up webhooks, triggers, and automated workflows.
Training and adoption (ongoing but initial bootcamp 1–4 weeks)
Admin and coach training sessions, end-user onboarding resources.
Knowledge base, guides, and in-app tips.
Change management activities to drive adoption.
User acceptance testing and go-live (1–2 weeks)
Test scenarios, data correctness, permissions, and notifications.
Final adjustments based on feedback.
Post-go-live support and optimization (0–4 weeks post-launch, then ongoing)
Quick-start support, issue triage, and optimization of automation rules.
Periodic health checks and optimization sessions.
Customisation
Programs and curricula: create and customize coaching programs, workouts, sessions, and templates tailored to different teams or cohorts.
Branding and UI: logo, colors, and some layout/presentation options to align with your brand.
Roles and permissions: granular access controls to fit your organizational structure.
Automations and workflows: conditional triggers, reminders, onboarding sequences, progress prompts, nudges, and status automation.
Data fields: configurable fields for athlete profiles, measurements, goals, and custom attributes.
Reporting and dashboards: configurable metrics, dashboards, and scheduled exports.
Integrations: API access or pre-built connectors to LMS, CRM, payment gateways, calendar apps, video tools, analytics platforms, and HR systems.
Data import/export: mapping of fields during migration; ongoing data sync rules.
Additional Costs
Setup/implementation fees
One-time onboarding or setup fee is common in B2B SaaS, ranging from modest to several thousand dollars depending on complexity, data migration, and number of integrations
Some vendors include basic setup in the first term if you commit to a multi-year contract.
Monthly or annual licensing fee
Most coaches/athlete management platforms use a per-user seat or per-athlete pricing model
Tiers may vary by:
Number of active athletes coached
Number of coaches/admins
Access to advanced features (premium analytics, API access, premium automation)
Discounts often available for annual prepayment or multi-year commitments.
Support and maintenance
Standard support typically included with a tier; hours of support (business hours vs 24/7) and response SLAs vary.
Premium support add-ons may offer faster response times, dedicated success managers, or 24/7 coverage.
Professional services and customization charges
If you require extensive customizations, custom development, or bespoke integrations, expect professional services fees on an hourly or project basis.
Some implementations bundle a fixed project scope; others bill hourly with a capped project estimate.
Maintenance/updates
Ongoing platform maintenance is generally included in the subscription; minor updates are automatic.
Major feature rollouts are typically part of the standard product roadmap, with no separate maintenance fee, unless you require accelerated delivery or dedicated resources.
Training
Bootcamp sessions
Live onboarding sessions for administrators and coaches to cover core features, workflows, and best practices.
Often includes a product walk-through, setup of programs, templates, and user roles.
Role-based training
Separate tracks for admins ( admins configure, import data, manage users) and coaches (create programs, run sessions, track progress).
Self-service resources
Access to a knowledge base, video tutorials, and step-by-step guides.
In-app guided tours and contextual tips to help users complete common tasks.
Hands-on practice and pilots
Sandbox or test environment for admins to configure workflows before going live.
Pilot cohort with a subset of athletes/coaches to validate configurations
Adoption and enablement
Change management support, adoption best practices, and check-ins with a Customer Success Manager (CSM).
Quick-start playbooks for popular use cases (e.g., onboarding athletes, scheduling sessions, tracking metrics).
Training frequency and format
Initial onboarding during onboarding window (1–4 weeks, depending on scope).
Ongoing training options: monthly or quarterly live sessions, refresher courses, and on-demand webinars.
Certification or competency checks
Some vendors offer internal certification for admins/coaches after completing a training track (varies by contract).
Security Measures
Data access and authentication
Role-based access control (RBAC) to restrict data by user role and scope.
Support for single sign-on (SSO) and integration with identity providers (e.g., SAML, OIDC) if available.
Data encryption
Encryption at rest for stored data; encryption in transit (TLS) for data exchanged between clients and servers.
Data residency and ownership
Clear data ownership terms; options or controls for data residency depending on region and plan.
Auditing and monitoring
Audit logs for user activity, data access, and admin actions.
Monitoring of unusual or high-risk activities to detect potential misuse.
Compliance and certification.
Progress toward and statements about standards such as SOC 2, GDPR/CCPA considerations, and regional privacy requirements (availability varies by deployment and region).
Data retention and deletion
Policies and tools to export data on termination and securely delete customer data per agreed timelines.
Availability and disaster recovery
SLAs for availability; backups and disaster recovery processes to minimize data loss
Data portability
Options to export data or migrate to another system at contract end, subject to terms.
Updates
Release cadence
Coach Catalyst typically distributes updates on a regular cadence (monthly to quarterly releases are common for SaaS platforms). Exact frequency can vary by plan and roadmap focus.
What’s included in updates
Feature enhancements, UI improvements, performance optimizations, and bug fixes.
Optional or behind-feature-flag enhancements may be rolled out gradually.
How updates are delivered
No downtime updates or minimal-impact maintenance windows are common; in some cases, updates occur automatically with in-app notifications.
Release notes are usually published to the knowledge base or sent via product announcements detailing new features and any changes to workflows.
Customer impact and testing
Critical updates may be sandbox-tested or communicated in advance to allow preparation by admins/coaches.
For significant changes (especially those affecting data structures or automations), customers may be advised to review and adapt configurations.
Upgrade options
Some organizations have the option to pilot major releases in a staging environment before full rollout.
Optional premium support can provide early access or dedicated guidance during major releases.
Data Ownership and Portability
Data ownership
Typically, customers retain ownership of their data uploaded or created in the platform (athlete profiles, sessions, programs, metrics, attachments).
Vendor acts as a data processor; customer is the data controller. Confirm explicit statements in the DPA or terms.
Data access and export
Standard data export capabilities (CSV/JSON) for athlete data, program templates, reports, and historical records.
Access to data export at termination should be defined, including a final export window and any applicable charges or time limits
Data retention and deletion
Clear data retention policies post-termination (how long data remains accessible, and the process to permanently delete data).
Notice periods for data deletion and any compliance-related retention requirements.
Data migrations to other system
Availability of bulk data export formats, APIs for ongoing integration, and any data transformation tools to facilitate migration.
Any professional services required for data migration and associated costs.
Data security and processing
Data processing agreement (DPA) outlining roles, subprocessors, data security measures, incident notification timelines, and cross-border data transfer rules (if applicable).
Scaling Up / Down
Flexibility
Most B2B SaaS contracts allow scaling of seats (coaches/admins), active athletes, or usage-based components as needs change.
Up/down adjustments typically require a contract amendment or an addendum to reflect new pricing and licensing quantities.
Pricing impact
Scaling up usually involves prorated adjustments or new invoice cycles; scaling down may include minimum usage commitments or credits depending on the contract terms.
Some vendors offer tiered pricing with automatic adjustments at renewal; confirm whether mid-term changes are allowed or require renewal.
Timeline and process
Agreed window for implementing changes (e.g., next billing cycle or within 30 days of request).
Any lead times for provisioning or de-provisioning users, data access changes, or data retention implications.
Compatibility with existing terms
Ensure addenda cover changes to SLAs, support levels, data retention, and se
The terms & conditions for contract renewal and cancellation
Renewal structure
Auto-renewal vs. manual renewal; renewal notice period (e.g., 60–90 days before term end)
Price protection, rate escalators, or any cap on increases at renewal.
Term length
Common options include 12 months, 24 months, or multi-year commitments; some vendors offer month-to-month in certain cases.
Termination rights
Termination for cause (material breach, insolvency) and cure periods.
Termination for convenience vs. for cause (whether the vendor or customer can terminate without cause and any notice or penalties).
Cancellation consequences
Early termination fees, if any (amount or calculation method).
Remaining term settlement or credits for unused licenses or prepaid services.
Data return or deletion obligations upon termination and the timeline.
Migration and handover
Access to data export during/after termination and the maximum time window to retrieve data.
Assistance or professional services availability to facilitate transition to a new provider.
Renewal options and incentives
Loyalty discounts, price locks, or renewal bundles; potential for pilot or transition support during renewal.
Financial terms
Invoicing cadence, acceptable payment methods, late fees, and whether taxes are included or added.
Compliance and audit rights
Any rights for the customer to audit terms related to data handling, security, and compliance during renewal.
Compliance
SOC 2 Type II (Security and Availability) and/or SOC 1, depending on signals of data sensitivity.
ISO 27001 certification for information security management systems.
GDPR readiness and data processing terms for EU data subjects; data residency options if required.
CCPA/CPRA considerations for California residents and other region-specific privacy laws.
HIPAA considerations if handling protected health information (less common in general coaching platforms unless integrated with health data).
GDPR data processing addendum (DPA), data transfer mechanisms (SCCs, etc.) for international data transfers
PCI-DSS considerations if handling payment data directly (often handled via PCI-compliant processors, not by the platform itself).
Data residency and sovereignty
Availability of data storage in specific regions or countries; controls for where data resides.
Security program detail
Vulnerability management, patching frequency, pen-testing cadence (scope and frequency).
