Building a Transformational Coaching Career Through Authenticity - Austin Kapetanakis
This episode of Back Room Talk takes us inside the remarkable journey of Austin "Coach Kap" Kapetanakis, a standout coach at Hudson River Athletics who has built a thriving practice combining in-person and remote coaching while maintaining his own competitive CrossFit career. Austin shares how he transitioned from a corporate career during COVID to become a successful professional coach, why authentic relationships and individualization are the cornerstones of his approach, and what it takes to build a sustainable coaching business. From his diverse background in yoga, running, and CrossFit to his innovative contributions to the OPEX community through LearnRx, Austin's story offers valuable insights for both seasoned coaches and those just starting their coaching journey.
"I usually just kind of follow my intuition in the sense of like, if it feels good and it makes me happy, I'm gonna just see where it leads me," reflects Austin on his path to becoming a transformational coach. Currently managing a thriving practice of 35+ clients while maintaining his own competitive career, Austin's story demonstrates how authenticity and continuous learning can create extraordinary opportunities in the fitness industry.
The Early Years: From Fragile Kid to Fitness Enthusiast
Austin's relationship with fitness began from a place of vulnerability. "I used to be very not disciplined and very not like following a path and kind of just willy nilly," he recalls about his early years. "I was really the smaller kid growing up and pretty fragile. People that know me now would be like, that's not you."
His transformation started in college when friends challenged him to stick with the gym for just one month. "If you can do it for a month, we'd be super impressed," they told him, doubting his commitment. "I don't think anyone, myself included, really thought that it would resonate with me so much. And it just did."
What started as basic bodybuilding - "your classic chest on Mondays, back buys, bro splits, hardly do legs" - evolved into something much deeper. "What people stay for, at least what I do, is more of the mental, emotional benefits," Austin explains. "You kind of leave the gym a different person than who walked in and you kind of just get perspective... It doesn't make your problems go away, but I find it allows you some space around whatever's going on."
A Journey Through Multiple Disciplines
Before finding his calling as a professional coach, Austin accumulated diverse experiences that would shape his unique coaching philosophy:
Team for Kids and Running
"I used to be a running coach for New York Roadrunners," Austin shares. "It was called Team for Kids, which was geared towards helping underserved youth in New York City... It resonated because fitness has always been super important to me and transformative to me." This early experience teaching and giving back would later influence his approach to coaching.
Competitive Tennis
Austin's athletic background included playing tennis through college, providing him with insights into competitive sports and the importance of structured training. This experience would later prove valuable in understanding athlete mentality and training periodization.
CrossFit Community
After his collegiate tennis career ended, Austin found CrossFit filled the void of team camaraderie: "That's where you can find a sense of camaraderie and people training together... In bodybuilding, I found it was always really isolated... But with CrossFit, it was like this community aspect and we're all doing the same workout and we're all moving towards this direction."
Yoga Foundation
"I still am, but I was also really into yoga... I had gotten my yoga teacher training," Austin notes. This background would later prove invaluable in developing his comprehensive approach to coaching and eventually creating his LearnRx mobility course.
The COVID Pivot: Finding His True Path
The pandemic became a catalyst for change in Austin's career. "I lost my job. I was in the travel industry working in HR and we got hit first," he recalls. "Something really deep down was like, I think I'm done here... I don't know why COVID was the time to do it, but I was like, yeah, I think this is the time to shift gears."
Initially, Austin focused on building a yoga business, teaching remotely and then in person as restrictions lifted. However, he felt limited in what he could offer and knew he needed to pivot again. It was during this time that Jay, the owner of Hudson River Athletics, introduced him to OPEX.
"You have to do OPEX," Jay insisted. "If you want to learn how to be one of the best in the industry, be an elite coach, OPEX through and through." Despite knowing little about the program, Austin trusted this guidance and enrolled in the CCP (Coaching Certificate Program) – a decision that would shape his entire coaching philosophy.
Building a Thriving Coaching Practice
Austin's approach to growing his practice emphasizes authenticity and organic growth. "I would say I've been, I want to call it luck. I'm sure there's some luck involved, but I've worked really hard. But first thing I would say actually is I've had wonderful people in my life," he reflects.
Starting From Zero
"I remember graduating OPEX CCP and one of the assignments was, now go find five people... I remember like on my phone, just popping up Instagram and putting on my story, like, hat in hand, I'm looking for five people free." This humble beginning laid the foundation for his current success.
Current Practice Structure
Austin's practice now includes:
In-Person Training (10-12 clients)
Private and small group training sessions
Open gym individual design sessions
CrossFit group classes
Specialized training camps twice yearly for CrossFit athletes
Remote Coaching (20+ clients)
Individual program design
Regular video check-ins using Loom
Monthly consultations
Clients spanning multiple countries, including Japan
"One becomes two becomes four... offering a great product. And it doesn't mean it was easy, right? There was, you know, people joined, people leave, you see the people that stay the long term," Austin explains. "I would say just gradually it grew through referrals, through word of mouth."
The Art of Client Relationships: The OPEX Way
Austin emphasizes the importance of building deep connections with clients: "The training is secondary. Really it is. The training is actually the easy part. Getting the client to buy in and to trust you and you to learn about them, the more time you spend upfront... it pays dividends down the road."
OPEX Consultation Process
Austin's approach to client consultations has evolved significantly: "Through the growth of the process of doing it and growing as a person, wanting more time in that initial assessment... I've learned that the training is secondary." He now dedicates 60-90 minutes to initial consultations, focusing on:
Understanding client background and goals
Building rapport and trust
Discussing lifestyle factors
Setting realistic expectations
Remote Client Connection Through CoachRx
For remote clients, Austin leverages CoachRx's comprehensive features alongside additional communication tools: "For those people, making sure I'm doing an extra, not an extra check-in, but making sure I'm giving them as much attention... We have to remember these people, their interaction with you is through text... you want to make sure that they feel that they're working with a human and not just an app."
Austin utilizes CoachRx's features to maintain strong remote connections:
Regular program updates and adjustments
Detailed exercise descriptions and videos
Progress tracking and metrics
Two-way communication through the platform
Integration with assessment data For remote clients, Austin emphasizes extra attention to connection: "For those people, making sure I'm doing an extra, not an extra check-in, but making sure I'm giving them as much attention... We have to remember these people, their interaction with you is through text... you want to make sure that they feel that they're working with a human and not just an app."
Daily Rhythms and Time Management
"I work essentially seven days a week, but I genuinely love it," Austin shares about his schedule. He's developed a structured approach that works for him:
Morning Routine
Early start with 6-8 AM client sessions
Personal training sessions
Prime time for high-energy work
Mid-Day Focus (9 AM - 4 PM)
"It's a running joke in my gym community... Austin is either at the gym at Mojo, which is a coffee company... or he's home sleeping. Because that's really where I spend my time."
Program design at local coffee shop (Mojo)
Client check-ins and communications
Business development
Evening Schedule
Late afternoon/evening client sessions
Additional training sessions as needed
Community building and relationship development
Weekend Structure
Saturdays: Group training sessions with 6-8 clients
Sundays: Primary program design day
Professional Development: Leveraging OPEX Education and Tools
Austin's journey with OPEX began during his COVID career transition. "Jay was like, 'You have to do OPEX... if you want to learn how to be one of the best in the industry, be an elite coach, OPEX through and through.'" This introduction to OPEX's Coaching Certificate Program (CCP) would become the foundation of his professional coaching career.
OPEX CCP Impact
"I remember being in a room just studying and listening to James talk and be like, I don't even know what's making sense, what's up or down, left or right," Austin recalls of his early CCP days. The program provided him with:
Fundamental coaching principles
Assessment methodologies
Program design framework
Client relationship management skills
Professional business practices
"Through CCP, that was the foundation really," Austin explains. "And I think that's a great first step." The education helped him develop a systematic approach to coaching that he still uses today.
CoachRx in Daily Practice
Austin uses CoachRx as his primary coaching platform, integrating it into every aspect of his practice:
Program design for both in-person and remote clients
Client communication and feedback
Assessment tracking and progress monitoring
Workout tracking and performance metrics
Exercise video library access
"The more you get in the habit of just doing it, right? Being in CoachRx, it's like the more time you spend in there too, I think that the skill of using it improves," Austin shares about his experience with the platform.
Innovation Through LearnRx
Not only is Austin an active LearnRx user but he is also a contributing instructor. Drawing from his extensive background in yoga and movement, Austin developed a comprehensive mobility course for LearnRx called Programming & Personalizing Mobility. The course bridges the gap between traditional yoga practices and functional fitness, providing OPEX coaches with practical tools to enhance their clients' mobility and movement patterns.
"I basically compiled everything that I've learned through my own body, my own yoga practice, teaching thousands of people, yoga athletes... and made it really practical by tying it to our OPEX parlance and our six patterns," Austin explains. The course includes over 100 exercise demonstrations and pre-built mobility flows, all designed to integrate seamlessly with the OPEX coaching methodology.
Lifestyle Coaching Philosophy
On approaching lifestyle changes with clients: "Understanding who you're working with and understanding what's realistic... I do try to go for small wins... like going for walks daily, making sure you're drinking water and making sure you're eating adequately."
Austin emphasizes meeting clients where they are: "You're dealing with real people... Some people have really high profile jobs, captains of industry, super stressful, and some people entertain for a living... It's about being a great example to them in your life and in your behaviors."
Continued Growth: OPEX Ambassador and Beyond
Austin's relationship with OPEX has evolved from student to ambassador: "Having the mobility class LearnRx and the continuation of being an ambassador and gladly, willingly being an ambassador for the program." This role allows him to contribute to the coaching community while continuing his own development.
Looking Forward: The Next Chapter
As he looks toward 2025, Austin shares his vision: "The next step is some sort of ownership and whether that's opening up a brick and mortar space... I kind of like to say let the universe fill in the details as it always does... What pulls me is wanting to create something and continue with what I'm doing because it's been working."
Reflections on Growth and Success
One of Austin's most powerful insights comes from his perspective on mistakes and growth: "When I get more space and more time has passed from those periods of my life... you realize, well, actually, no, that was great... Those mistakes or shortcomings I think are ultimately... how you become a professional. You have to learn how to make those setbacks and how to take those setbacks, how to make those mistakes, how to grow from it."
"Something growing up, I remember in college in my early twenties, there was a Steve Jobs quote... when you really find what you love, it's like a good marriage... it gets better as the years go on. And I can really say that with my career. It's like year over year, I truly like, I fall more in love with it."
Key Lessons for Coaches
Relationship Building
Invest time in getting to know clients personally
Create opportunities for connection outside the gym
Build trust through consistent communication
Business Development
Start with fundamentals and grow organically
Focus on providing exceptional value
Let referrals and word-of-mouth drive growth
Professional Development
Seek out mentorship early
Continuously invest in education
Learn from every experience, including mistakes
Time Management
Create structured routines while maintaining flexibility
Designate specific spaces for different types of work
Balance client needs with personal development
Client Success
Meet clients where they are
Focus on sustainable, long-term progress
Maintain professional boundaries while building genuine connections
Want to use the coaching platform used by Austin and thousands of top coaches? Stay ahead of the curve and provide the best for your clients with CoachRx.
