Replacing Workrooms: 7 Collaboration Tools Pro Coaches Are Using Now

Coaches: Replace Workrooms fast — the tools teams moved to after Meta’s shutdown

Hook: If your staff relied on Meta’s Workrooms for remote walkthroughs, whiteboards, or immersive team meetings, the Feb 16, 2026 shutdown left a hole in your workflow. You need reliable collaboration tools and virtual coaching platforms that handle video analysis, play diagrams, secure team communication, and low-latency remote training — fast.

Late 2025 and early 2026 reshaped coaching tech: Meta announced it would discontinue the standalone Workrooms app as part of a Reality Labs retrenchment, and the industry doubled down on lighter, AI-powered, and open integration tools. This guide compares the 7 tools pro coaches are using right now — features, typical costs in 2026, and exactly how to use each platform with hockey staff, skill coaches, and remote players.

How to pick a Workrooms alternative (quick checklist)

Before we compare the tools, decide on priorities. Use this checklist to match solutions to your staff's needs:

• Primary use: game analysis, remote skill sessions, staff meetings, or fan engagement?
• Latency needs: live skating drills need low-latency streaming vs. asynchronous tagging for film review.
• Video tools: telestration, slow motion, auto-tags, highlight reels?
• Integration: roster management, wearable data (e.g., Catapult), and LMS systems?
• Security & privacy: private team content vs. public streams.
• Budget: free tiers vs. enterprise licensing and per-user AI fees.

Top 7 Workrooms alternatives coaches adopted in 2026

Below each tool you'll find a concise feature list, cost guidance (typical 2026 pricing), and the best uses for coaching staff.

1. Hudl (Sportscode + Hudl Cloud)

What it does: Industry-standard video analysis and tagging for teams. Hudl combines automated highlights, event tagging, frame-by-frame review, and secure team libraries. Hudl Sportscode remains the go-to for high-performance Xs and Os.

• Key features: fast upload & cloud sync, custom coding templates, telestration, integrated stats, highlight reel auto-generation, mobile review apps.
• 2026 cost: Team plans typically start around $99–$300/month depending on league level; Sportscode enterprise licensing requires a quoted contract.
• Best for: game and practice analysis, preparing scouting reports, creating drill-specific highlight packs for forwards/defensemen.

Actionable tip: Build a set of tagging templates for 5v5 sequences, power play setups, and defensive zone exits. Automate reel creation for individual players after each practice so athletes get clips within 24 hours.

2. Dartfish (motion analysis + telestration)

What it does: High-fidelity motion analysis with side-by-side comparison, skeleton overlays, and variable-speed playback — ideal for technical skill coaching.

• Key features: biomechanical analysis, frame-accurate telestration, synchronized multi-angle review, athlete comparison.
• 2026 cost: Desktop licenses and cloud modules; expect $500–$2,000+ one-time or subscription tiers for teams depending on modules.
• Best for: skating mechanics, shooting technique breakdowns, goalie form analysis.

Actionable tip: Record a 10-second clip of a player’s stride every practice and use Dartfish to compare against a model athlete. Export annotated clips to your Hudl library for player review.

3. CoachNow (coaching-first communication platform)

What it does: Coach-centric app for assigning drills, messaging players, collecting self-filmed uploads, and tracking player progress.

• Key features: drill libraries, private team channels, video sharing and annotation, progress tracking and analytics dashboards.
• 2026 cost: Free basic plan; Pro options range $8–$20/user/month for advanced analytics and unlimited media.
• Best for: daily training assignments, off-ice programs, remote player check-ins.

Actionable tip: Create a weekly microcycle in CoachNow that includes 3 on-ice tasks, 2 off-ice mobility sessions, and one homework video upload. Use the platform's checklist to hold players accountable.

4. Microsoft Teams (Mesh + Teams Premium for hybrid staff)

What it does: Full-featured team communication suite with secure file systems, built-in AI meeting recaps in 2026, and Microsoft Mesh integrations for avatar-based spaces.

• Key features: persistent chat, SharePoint file management, Planner/To Do integration, AI meeting summaries, customizable security/compliance, and lightweight 3D spaces through Mesh.
• 2026 cost: Microsoft 365 Business plans often include Teams; Teams Premium (advanced AI & Mesh features) is an add-on estimated at $7–$15/user/month.
• Best for: staff operations, scheduling, secure sharing of scouting intel and video, and hybrid staff meetings with optional 3D breakout rooms.

Actionable tip: Use Teams channels for staff roles (coaching, video, strength & conditioning). Enable Teams Premium AI meeting summaries to auto-generate task lists after video review meetings and assign owners directly from the transcript.

5. Zoom (with integrated apps like Miro, Slido, and Zoom Whiteboard)

What it does: Still the fastest path to reliable low-latency live video for remote training. Zoom's ecosystem now includes embedded whiteboards and third-party app integrations tailored to coaching workflows.

• Key features: low-latency live streams, breakout rooms, cloud recording, integrated whiteboard and polling, app marketplace for sport-specific tools.
• 2026 cost: Pro/Business plans $15–$25/user/month; large org licensing and add-ons for webinar/streaming priced separately.
• Best for: live remote skill sessions, interactive team walkthroughs, multi-camera live training from the rink to remote players.

Actionable tip: For live drill coaching, set up two-camera angles (wide view + close-up) and use Zoom's spotlight feature to switch feeds. Record and auto-push the recording to your Hudl library after the session. If you need portable capture ideas for two-camera setups, see our field guides to portable streaming kits and compact streaming rigs.

6. Miro (visual playbooks & collaborative whiteboards)

What it does: Infinite canvas whiteboard for plays, practice plans, and synchronized diagrams. Miro is especially useful for pre-practice planning and remote diagramming of set plays.

• Key features: templates for playbooks, sticky notes, embedded videos, collaborative cursors, and offline exportable boards.
• 2026 cost: Free tier for small teams; Team plans typically $8–$16/user/month with advanced features and SSO.
• Best for: whiteboard Xs and Os, building a shared playbook library, walk-throughs for rookies.

Actionable tip: Create a standardized playboard template (roles, player routes, timing). Link each play to a short Hudl clip so players can click from the board to the actual footage.

7. Gather (virtual 2D spaces & spatial audio)

What it does: Lightweight virtual spaces with avatars and spatial audio that work in a browser. Gather fills the social and immersive gaps left by heavier VR apps — without requiring headsets.

• Key features: spatial audio, customizable rooms for watch parties, onboarding lounges, and private team areas with embedded media players.
• 2026 cost: Free small rooms; paid tiers $50–$400+/month for larger teams and custom branding.
• Best for: virtual team bonding, recruit tours, watch parties for tape sessions and scouting meetings.

Actionable tip: Host a pre-season virtual onboarding in Gather. Create a “locker room” with interactive hotspots that play intro videos, medical forms, and a 360 rink map.

How teams are combining tools for a full coaching stack

No single product replaces everything Workrooms did. Pro staffs now stitch tools together into stacks. Here’s a sample stack and a concrete workflow used by a pro minor-league club in 2026:

Sample 2026 coaching stack (and why it works)

1. Hudl for game & practice footage storage, tagging, and highlight reels.
2. Dartfish for in-depth biomechanical analysis on hired specialists’ workstations.
3. Zoom for live remote training sessions and multi-cam broadcasts from the rink.
4. Miro for playbooks annotated with embedded Hudl clips.
5. Microsoft Teams for operations, compliance, and AI meeting notes that become task lists.
6. CoachNow for player-facing assigned drills, accountability, and daily uploads.
7. Gather for social events, virtual tours, and remote player onboarding.

Concrete workflow example:

1. Practice filmed on rink cameras; auto-upload to Hudl cloud.
2. Video staff tags sequences (exits, breakouts). Hudl auto-generates clips for each player.
3. Lead skill coach pulls select clips into Dartfish for motion analysis on key players; exports annotated clips.
4. Coaches create a Miro board for the week with embedded Hudl clips and the Dartfish exports for further context.
5. Team meeting in Teams uses AI summary to generate action items. Tasks assigned with due dates tied to CoachNow check-ins and individual drill uploads.
6. Players receive daily assignments in CoachNow and upload self-filmed attempts. Coaches reply with voice notes and short Hudl clips for feedback.

Migration checklist: moving off Workrooms without dropping the ball

If you used Workrooms, follow these steps to minimize disruption and preserve content and routines.

1. Back up everything now: Export recordings, whiteboards, and documents from Workrooms before Feb 16, 2026. Keep local copies and upload to Hudl or Teams/SharePoint. See a practical migration playbook for transitioning away from VR-first tooling.
2. Inventory features: List what you used in Workrooms — spatial audio, whiteboard, persistent rooms, and who needs access.
3. Map features to tools: Use the checklist above to map each Workrooms feature to a replacement (e.g., whiteboards → Miro; avatar rooms → Gather). For running realtime spaces without Meta, check architectural notes on WebRTC + Firebase approaches.
4. Pilot with one department: Run a 4-week pilot with video staff or skill coaches to identify friction points.
5. Train staff: Create 10–15 minute SOP videos for each tool. Embed them in Teams or your LMS so staff can access on demand.
6. Automate workflows: Use Zapier/Power Automate or native integrations to push recordings from Zoom to Hudl, or to notify CoachNow when a new plan is published. If you’re building edge pipelines or integration patterns, see notes on composable UX pipelines.
7. Measure & iterate: Use simple KPIs: video turnaround time, player upload compliance, and task completion rate. Reassess after 60 days.

2026 trends coaches must consider when choosing software

These trends are shaping purchasing decisions and workflows in the new era:

• AI-first editing and auto-tagging: In 2026 auto-tagging and highlight reels are table stakes. Platforms that use AI to detect events (shots, zone exits, turnovers) drastically cut prep time.
• Wearables & data integration: Coaching tech now expects wearable sensor data (GPS, accelerometer, heart rate) to sync into video platforms. Choose tools with robust APIs and consider data residency if you’re operating across borders (EU sovereign cloud migration guidance is useful for compliance planning).
• Lightweight virtual spaces win: After heavy VR experiments, teams moved to browser-based spatial tools for social and onboarding functions. Headset VR is niche now; focus on accessibility. For architecting browser-based experiences, the WebRTC patterns in Run Realtime Workrooms without Meta are a helpful reference.
• Security & compliance: With scouting intel and player medical data, enterprise-grade security and SSO are non-negotiable for pro teams. Public sector and privacy-sensitive buyers should factor in certifications like FedRAMP where relevant: what FedRAMP approval means.
• Cost sensitivity: Post-Workrooms, organizations prefer modular stacks over monolithic subscriptions. Buy only the modules you need.

How to evaluate ROI: practical metrics for coaching tech purchases

Don't buy on features alone. Track these metrics in your first 90 days to validate vendor ROI:

• Video turnover time: average hours from capture to clip in player's inbox.
• Player compliance: percentage of players completing assigned drills weekly via the platform.
• Coach time saved: estimate hours saved weekly through auto-tagging and AI summaries.
• Recruiting & retention impact: qualitative feedback from recruits on onboarding experience (Gather watch party metrics).

Real-world mini case studies (experience-driven examples)

Here are two short examples showing how teams adapted in early 2026.

Case study A — Junior A club (skill development focus)

Problem: relied on Workrooms for remote skate breakdowns; players outside the region were losing access.

Solution: Adopted a stack of Hudl + CoachNow + Zoom. Hudl stored footage, CoachNow handled daily assignments, Zoom covered live coaching. The club added low-cost chest-mounted cameras for player uploads — practical capture kits are covered in field reviews of community camera kits and portable streaming guides.

Outcome: Player drill compliance rose from 55% to 82% in 6 weeks; coaches reported a 30% reduction in turnaround time for feedback.

Case study B — Professional club (operations & scouting)

Problem: staff used Workrooms for strategy sessions and 3D boards with remote scouts.

Solution: Switched to Microsoft Teams with Mesh-enabled 3D meetings for core staff, Miro for playbooks, and Hudl for video. Teams Premium AI created searchable meeting notes across the scouting department.

Outcome: Scouts saved 2–3 hours per week on admin; the team improved preparation for opponent packs and reduced errors in travel logistics.

Final recommendations — which tool to choose for your role

• Head coach / Tactical staff: Hudl + Miro + Teams for secure, integrated game planning.
• Skill coaches & trainers: Dartfish + CoachNow + Zoom for motion analysis and daily accountability.
• Analytics & video staff: Hudl Sportscode + custom APIs to ingest wearable data and automate coding.
• Player facing & onboarding: CoachNow + Gather for social engagement and remote onboarding.

Quick migration play (30-day sprint checklist)

1. Day 1–3: Back up Workrooms content; export all recordings.
2. Day 4–10: Run feature mapping and choose pilot tools (pick 2–3).
3. Day 11–20: Pilot with one team; create SOP videos and templates.
4. Day 21–30: Full roll-out, automation set-up, collect KPIs.

Parting shot: Why change now matters

Meta’s Workrooms shutdown is a warning: platforms evolve and vendor strategy shifts can disrupt your coaching pipeline. The smart replacement strategy pairs specialized video analysis with lightweight collaboration and player-facing accountability. That mix preserves what coaches need — fast edits, accurate tagging, private comms, and scalable remote training.

“Teams that combine automated video workflows with simple player-facing apps see the fastest improvements.” — Best practice distilled from early 2026 adopters

Actionable next steps

Start here this week:

• Export all Workrooms data and upload it to Hudl or Teams.
• Pick one pilot stack: Hudl + CoachNow + Zoom for player development; Hudl + Miro + Teams for tactical staff.
• Create one SOP video showing how coaches should tag video and assign drills.

Call to action: Want a ready-made migration checklist and a recommended 60-day pilot plan tailored to hockey programs? Sign up for our coaching tech playbook — we’ll email a downloadable template with vendor negotiation tips and a player onboarding script you can reuse in Gather or Teams.

Related Reading

• From VR Workrooms to Real Workflows: Migration Playbook After Meta’s Shutdown
• Run Realtime Workrooms without Meta: WebRTC + Firebase Architecture
• Hybrid Studio Ops 2026: Low‑Latency Capture, Edge Encoding, and Streamer‑Grade Monitoring
• Micro-Rig Reviews: Portable Streaming Kits That Deliver in 2026
• Mobile Studio Essentials: Building an Edge‑Resilient Creator Workspace for Live Commerce
• Green Tech Deals Roundup: Best Low Prices on Eco-Friendly Gadgets Right Now
• Hands‑On Review: Portable Meal Warmers & Insulated Carriers for Diet Deliveries — 2026 Field Tests and Seller Playbook
• From Pot to Production: What Tailors Can Learn from a DIY Brand That Scaled Globally
• Optimize Your Home Wi‑Fi for Smart Devices and Robot Vacuums
• Top Smart Thermostats for Holiday Rentals in 2026 — Energy, Comfort and Cost Savings