There is no WhatsApp import — the group becomes an outreach list, not a data source
You can't pull contacts out of a closed WhatsApp group automatically in Waya, because Waya has no WhatsApp channel and no way to read a group's membership — the group is a dead end as a data source, not a shortcut. The fix is to treat it as an outreach list instead: post a message into the group asking every member to scan a QR code and re-enroll as a proper wallet card, over roughly a week.
This matters because a WhatsApp broadcast list can't do any of what a wallet card does — it can't sit on a lock screen, it can't trigger automatically after 14 days of silence, and it can't be scanned at the chair to add a stamp. A group of 180 numbers is a list of people who once cared enough to join; converting even half of them into wallet cards is worth more than the group ever was.
One caution before you start: don't delete or archive the WhatsApp group until the migration is finished. It's your only channel to reach these specific people during the switch, since Waya's messages only reach customers who have already added the card.
The plan in outline
Before the step-by-step, here's the shape of the migration so you know what you're building toward. Print the QR poster from the card designer before you post anything in the group, so the link works the moment someone taps it.
The whole thing runs on the Free plan at 0 SAR — no credit card, no commitment — because most single-chair shops migrating from a WhatsApp group have well under 100 active regulars.
- Post one clear message in the group with the QR code or a direct enroll link
- Print the same QR poster at the chair and the till for anyone who missed the WhatsApp message
- Ask every barber to remind clients in person for the first two weeks, not just online
- Track daily enrollments on the dashboard so you know when the group has been fully converted
- Retire the WhatsApp group only after enrollment growth flattens out
Step-by-step: moving the group onto wallet cards
None of this needs a developer or an import file — it's a manual, week-long push built around the group you already have.
- Day 1: build the card
Set up a stamp card with your logo and colors on the Free plan, and pick your stamp threshold before you post anything.
- Day 1: draft the group message
Write one message explaining the new card and attach the QR code or enroll link — keep it to two or three lines.
- Day 2: post it and pin it
Send the message to the group and pin it if the app allows, so latecomers can still find it after the chat moves on.
- Day 3: print the poster
Print the same QR from the dashboard for the mirror and the till, covering clients who don't check the group daily.
- Days 4–6: chase in person
Have every barber ask each client in the chair whether they've scanned yet, since in-person asks convert far better than a chat message alone.
- Day 7: check the count
Compare enrollments against the group's member count and send one follow-up nudge to anyone still missing.
Checklist before you retire the group
Run through this before you stop relying on the WhatsApp group for anything client-facing.
| Task | Where to check it | Why it matters |
|---|---|---|
| Enrollment count vs. group size | Dashboard home / customers list | Tells you how much of the group has actually converted |
| Welcome message is on | Notification triggers screen | New enrollees should get a confirmation, not silence |
| Stamp threshold matches what you announced | Card designer | A mismatch here undoes the trust you just built |
| Branch address set | Branches screen | Needed before geofence or accurate posters can work |
| QR poster printed and placed | Card designer export | Covers anyone who never opens the WhatsApp app |
Where this fits inside the Free plan's 100-client pilot
Free is 0 SAR forever with no credit card: up to 100 customers, one stamp card, one branch, and 100 wallet messages a month. A group of 180 numbers won't all convert — expect somewhere between a third and two-thirds to actually scan and enroll in the first week — so most single-chair shops doing this migration land comfortably inside the Free cap.
Use that runway on purpose. The pilot period is your chance to see whether the group actually converts into a working stamp-card habit before you commit to Growth at 85 SAR a month. If enrollments blow past 100 in the first week, that's a good problem — it means the group was more active than it looked, and you can upgrade the same day since nobody who already enrolled loses their card.
What changes once the group is fully retired
Once the WhatsApp group is no longer doing any client-facing work, the wallet card takes over every job it used to do — reminders, announcements, and the informal loyalty tracking someone was probably keeping in their head. Turn on the 14-day win-back trigger at this point, since it now replaces the role the group played of nudging quiet regulars.
Keep the limits in mind as you plan past the pilot: Waya has no POS or till integration, so a barber still scans the card by hand at the chair, on an ordinary phone using the web dashboard or the Waya iOS app; there's no SMS channel, only wallet lock-screen messages; and the Android merchant app is in closed testing, so staff on Android use the web dashboard instead. None of that changes what the WhatsApp group used to do — it just moves the same job onto a system that can trigger itself.
Frequently asked questions
Can Waya import contacts straight from a WhatsApp group?
No. Waya has no WhatsApp channel and no way to read a group's membership, so there's no automatic import. The practical path is posting a message in the group asking members to scan a QR code and re-enroll as wallet cards.
How long does migrating a WhatsApp group usually take?
Plan on about a week: post the QR link on day one, print posters for in-person reminders by day three, and have barbers chase remaining members in the chair through day six, then check the final count on day seven.
Will a WhatsApp-group migration fit inside the Free plan?
Usually, yes. A group of 180 numbers rarely converts more than about two-thirds in the first week, so most single-chair shops stay under the Free plan's 100-customer cap during the migration and can decide about Growth afterward.
Should I delete the WhatsApp group right away?
No — keep it active until enrollment growth flattens out, since it's your only channel to reach people who haven't scanned yet. Waya can only message customers who have already added the wallet card.
What should the group message actually say?
Keep it short: explain that stamps are moving to a wallet card, attach the QR code or enroll link, and avoid over-promising a specific reward for switching. A confirmation trigger like "Welcome back — your first stamp is on us" can follow once someone has actually enrolled.