The awkward part of a platform move is rarely the first upload. It is the learner who returns halfway through a programme, the old lesson link in a welcome email and the payment arrangement that is still operating somewhere else. Your Leeds training business needs those details accounted for before the public switch.
Treat a Kajabi-to-Gbeya move as several linked workstreams. The contact export, course reconstruction, learner access and ongoing payment arrangements need their own evidence. An export confirmation cannot stand in for all four.
The official Kajabi instructions below were checked on 30 October 2026. This guide describes a staged migration method; it does not claim a universal automatic Kajabi importer, transferable passwords, preserved progress or seamless recurring-billing transfer. Required capabilities should be demonstrated or built and accepted before they are used.
Is the next decision supported?
Use one offer and synthetic records for the initial review.
- Inventory learner promises and incoming links.
- Preserve exports and their selection scope.
- Rebuild the pilot course.
- Reconcile access, restrictions and billing separately.
- Accept final changes and recovery ownership before cutover.
Hold the affected step when essential evidence is missing; assign a concrete acceptance task.
This planning review does not certify a complete migration or future commercial performance.
Workstream 1
Content reconstruction
Inventory the source files and rebuild a representative lesson in the destination.
Workstream 2
Learner access
Reconcile who should receive which course and verify the actual learner route.
Workstream 3
Communication restrictions
Preserve the meaning of restrictions and unresolved permission history.
Workstream 4
Billing responsibility
Identify who owns existing subscriptions and any separately agreed transition work.
Assign an owner to each unresolved check and review final changes before cutover. A course-template ZIP for another Kajabi site is not evidence of automatic import into Gbeya.
Build the inventory around promises to existing learners
List each live offer and what the buyer was promised: the course material, access period, coaching sessions and any ongoing support. Record which system is currently responsible for delivery and billing. Include retired offers that still have entitled learners; an offer no longer on sale can still carry an obligation.
Make a separate list of entry points: website pages, forms, email links, course bookmarks and calendar links. Note whether each should keep working, redirect to an equivalent page or remain on the original system for a defined period. Avoid sending every old link to the homepage, where the person has to solve the migration for you.
Choose a pilot course whose content and access rules you understand. If the most complex live cohort is about to start, it may be a poor pilot even if it produces the most revenue. Set a stop condition and a person authorised to delay the change when a critical dependency is unresolved.
- Why this matters
- Turn buyer promises into independently checkable migration requirements.
- Work through the example
- An older learner has six months of access remaining even though you no longer promote that edition.
- When the approach changes
- A list of currently sold products misses historical access obligations.
- Your decision
- Inventory obligations and incoming routes before scheduling cutover.
Collect the right exports without confusing templates with courses
Kajabi’s current contact guidance describes selecting or filtering contacts and exporting a CSV from the Contacts area. The download is emailed, and the documented link expires after three days. Download it promptly, retain the original securely and record the selection and export time so you know what it covers.
The documented Course template export produces a ZIP intended for another Kajabi site. Treat it as a template backup, not a demonstrated Gbeya course package. Collect the source media and materials you are entitled to use and prepare a content manifest with lesson order, titles, resources and release requirements.
Do not modify the only copy of an export while cleaning it. Work from a controlled copy and record unresolved duplicates or missing fields. A contact record does not by itself establish marketing permission, paid entitlement or completion. Those meanings need their own supporting records and destination rules.
- Why this matters
- Preserve source artifacts and their scope, then map each category separately.
- Work through the example
- A filtered contact export may be correct for a pilot but cannot be described as the entire business audience.
- When the approach changes
- A template backup does not prove course content or progress can be restored outside Kajabi.
- Your decision
- Every imported category needs a defined destination meaning and reconciliation check.
Rebuild one learner journey and inspect it as a learner
Create the course structure from the manifest, then check the actual text, video, resources and lesson order. Gbeya’s inspected course configuration supports organised modules and scheduled release; configure the intended rules rather than assuming that imported dates carry the same meaning.
Check the earliest and latest permitted access states. A learner should not receive restricted content too early, and an existing entitled learner should not be forced to buy again merely because a record was not mapped. If progress cannot be transferred accurately, agree a transparent alternative before inviting anyone into the new experience.
Verify links and usability on a phone as well as a desktop. Open a resource, move between lessons and inspect any coaching handover. Keep the test within an authorised environment: producing a public test purchase or messaging real learners is not necessary to write a migration plan.
- Why this matters
- Reconcile the content manifest with real learner-facing behaviour.
- Work through the example
- A course has twelve lessons, but one resource points to a private Kajabi location; the course is not ready simply because all twelve titles exist.
- When the approach changes
- A new learner test does not cover someone who already completed half the original programme.
- Your decision
- Accept both content fidelity and the intended access states before expanding the pilot.
Keep access, communication and billing as separate reconciliations
Build a destination access ledger from verified entitlement records, with the offer, person and applicable dates. Do not grant paid access from a broad marketing tag alone. Where the source and destination identifiers differ, resolve the mapping deliberately rather than guessing from a similar name.
Handle communication restrictions before any marketing activation. A fresh address import is not evidence that consent history or opt-outs were preserved. Require the destination behaviour to be tested with restricted and unknown-status synthetic records; keep unresolved cases out of marketing until their treatment is clear.
Existing instalments or subscriptions need a provider-specific plan. A contact CSV does not move payment mandates, cancel an old arrangement or create a valid new one. Keep the original arrangement under its current owner until a separately authorised and verified change is ready. Document who provides access while that transition is pending.
- Why this matters
- Reconcile three ledgers independently:entitlement, communication eligibility and billing responsibility.
- Work through the example
- A learner remains entitled while marketing is restricted; neither state should overwrite the other.
- When the approach changes
- A subscription record appearing in a spreadsheet does not make its future charges transferable.
- Your decision
- Do not switch a route whose required access or billing behaviour remains unresolved.
Change the public routes only after the pilot closes its gaps
Before cutover, capture changes since the rehearsal: new enrolments, altered access, opt-outs and corrected contact details. Reconcile the final delta against the preserved baseline. A successful rehearsal from last week does not include someone who bought yesterday.
Switch the agreed routes in a defined order and retain a recovery plan. Test the meaningful old links and current pages; preserve equivalent destinations where appropriate. Keep the systems’ responsibilities explicit during overlap so neither staff nor learners have to guess which one is authoritative.
Afterward, inspect access exceptions and unresolved support issues before retiring the old system. A quiet inbox alone does not prove every learner can sign in. Close the move only when the agreed checks pass and remaining exclusions are documented, with ownership and a plan. Cancellation or billing changes require their own deliberate approval.
- Why this matters
- Use a dated delta and acceptance ledger rather than a ceremonial launch date.
- Work through the example
- An opt-out received after the first export remains a restriction in the final state.
- When the approach changes
- Repeated imports can overwrite later corrections if reconciliation rules are not defined.
- Your decision
- Retire old responsibilities only when their replacements are verified and exceptions have owners.
What the migration evidence supports
Kajabi’s official export instructions distinguish contact data from course templates. That supports separate migration workstreams rather than assuming one export contains everything.
Use Gbeya’s relevant course and operating functions to plan the destination, then verify access, communication restrictions and billing responsibility separately. A working pilot is a stronger basis for a staged move than a broad feature claim.
High confidence in the dated official documentation cited here. Verify the destination journey and the benefit to your business before committing.
No superiority, conversion improvement, universal importer or recurring-billing portability is asserted.
Access reconciliation with stated assumptions
Count access decisions, not merely imported rows
Assume 120 distinct learner records: 90 with clear current entitlement, 20 with expired access and 10 needing review. These groups are disjoint. Separately, 15 people have marketing restrictions that may overlap any access group.
90 + 20 + 10 = 120 reconciled access classifications. The 15 marketing restrictions are not subtracted from 120; they describe a different dimension.
Duplicate identities or conflicting dates require resolution before these classifications are trusted.
Do not equate marketing eligibility with paid access or hide unresolved records inside the total.
Assumptions worth checking
Both platforms list courses, so the experience is identical.
Compare the actual learner and operator journey.
An exported contact list means the business has moved.
Content, entitlement, restrictions and payment arrangements need separate reconciliation.
Moving must be better than staying.
A move needs a demonstrated benefit that justifies its transition cost and risk.
An experienced migration operator can retire the old system after the content looks right.
Content appearance does not establish access, old-link continuity or billing ownership. Close those checks and final changes before retiring their source.
Your next 30 days
Days 1–7
Define the decision
Inventory one offer, its learner promises and the current operational problem.
Ready for the next step: Scope and critical acceptance criteria are written.
Days 8–14
Gather evidence
Confirm current vendor terms and map exports, roles and required destination behaviour.
Ready for the next step: Known capabilities and unresolved work are separate.
Days 15–21
Rehearse
Run an authorised synthetic pilot without contacting customers or changing billing.
Ready for the next step: Content, access and exception results are recorded.
Days 22–30
Choose the next stage
Review pilot findings and confirm whether to stay, extend the pilot or approve a staged cutover.
Ready for the next step: The decision has an owner and unresolved dependencies remain visible.
Questions before you proceed
Can I move everything with one CSV?
No. A contact export is not a course, permission, progress and billing transfer.
How long is the Kajabi contact download available?
The official instructions checked 30 October 2026 say the emailed link expires after three days. Recheck the current instructions when exporting.
Is the course template ZIP a full migration package?
No such claim is supported. Kajabi documents the template for use on another Kajabi site; plan destination course reconstruction separately.
Will learners keep their passwords and progress?
Do not assume that. Agree and test the supported access and progress transition before inviting learners.
Should I cancel Kajabi as soon as the course is rebuilt?
Not before access, links, billing responsibility and recovery arrangements are verified. Rebuilding content is only one workstream.
Can existing subscriptions move automatically?
A contact export does not establish that. Feasibility depends on the provider and arrangement, and requires a separately authorised plan.
Sources and further reading
Prepared by Gbeya · Sources reviewed 30 October 2026.