Client history rarely survives a provider switch — plan around that, don't fight it
Switching loyalty providers almost never brings stamp counts or reward progress with it, because that data lives inside the old system's format and no provider reads another's database directly. What you can carry over is the client list itself — names and phone numbers — by messaging that list Waya's enrollment link so each client adds their own card; there's no bulk import on any plan to do it automatically.
The honest framing for clients is simple: their card is new, but the shop remembers them. A barber saying "you were close to a free cut before, let's just say you're three away now" preserves the relationship even though the system's counter has reset to zero.
What actually transfers, and what doesn't
Knowing the boundary before you start avoids over-promising to clients on day one.
- Transfers: client name and mobile number, by messaging the exported list its enrollment link
- Does not transfer: stamp counts, points balances, or reward history from another system
- Does not transfer: message history or past campaign performance
- Can be manually recreated: a barber's memory of a regular's approximate stamp count, added back by hand with the Cashier role
Step-by-step: the switch
This assumes you already have some form of client list — a spreadsheet, a booking app export, or even a paper ledger you're willing to type up.
- Day 1: export what you have
Pull names and phone numbers from the old system into a spreadsheet, even if it's a manual retype from a paper list.
- Day 1: build the new card
Set up your stamp card design and threshold in Waya before messaging anyone the enrollment link, so the link points at a finished card.
- Day 2: message the list its enrollment link
There's no bulk import — send the exported list the enrollment link so each client adds their own card, rather than typing them in one at a time.
- Day 2–3: backfill known regulars
For your most loyal clients, manually add stamps using the Cashier role to approximate where they actually stood.
- Day 4: notify the group
Send a message explaining the new card, being upfront that stamp counts reset except where you've manually backfilled them.
- Days 5–7: confirm at the chair
Have barbers confirm each regular's card is correct in person during their next visit, correcting any mismatch on the spot.
Checklist before you cut over
Confirm each of these before telling clients the switch is final.
| Task | Where to check it | Why it matters |
|---|---|---|
| Enrollment link sent to the list | Customers list | Confirms clients are actually adding cards, not just receiving a message |
| Stamp threshold matches old system's spirit | Card designer | Avoids clients feeling the new program is stingier |
| Regulars backfilled manually | Customer profile | Preserves goodwill for your most loyal clients |
| Notification sent explaining the switch | Campaigns | Prevents confusion when a client's stamp count looks different |
Plan level matters here
There's no bulk import on any plan, Growth included. A single-chair shop under 100 clients switching providers can message its exported list the enrollment link directly and enter any client by hand as they come in for their next cut, using the Free plan's one branch and one stamp card while you rebuild the list at zero cost.
A multi-chair shop with a large existing client base should still move to Growth at 85 SAR a month before the switch — not for an import, but for the 5,000-message allowance needed to message hundreds of names their enrollment link in one send rather than a handful at a time.
What the new system does that the old one couldn't
The lost history is a real cost, but it's traded for capability the old provider likely didn't have: a 14-day win-back trigger that fires automatically, lock-screen messages instead of relying on a client remembering to check an app, and one card working across every chair and branch on a single dashboard. A message like "New card, same shop — here's your first stamp" reframes the reset as a fresh start rather than a loss.
Keep the limits in mind through the transition: Waya has no POS or till integration, so a barber still scans by hand on an ordinary phone; there's no SMS, only wallet lock-screen messages; and the Android merchant app is in closed testing, so staff on Android use the web dashboard. None of that is specific to switching providers — it's how every Waya shop runs day to day.
Frequently asked questions
Will stamp counts transfer when I switch loyalty providers?
No. Stamp counts, points balances, and reward history don't transfer between systems. What can transfer is the client list itself — names and phone numbers — by messaging that list Waya's enrollment link; there's no bulk import on any plan to do it automatically.
Is there a bulk way to move a client list when switching on the Free plan?
No — Waya has no bulk or Excel import on any plan. A shop under 100 clients on the Free plan messages its exported list the enrollment link directly, the same as on any other plan, and can rebuild the rest manually as clients come in.
How do I preserve goodwill with regulars who lose their stamp count?
Manually backfill your most loyal clients' approximate stamp counts using the Cashier role, and be upfront with everyone that counts reset except where you've done that. Rounding down when unsure avoids overpromising.
How long does a provider switch typically take?
About a week: export and import the client list in the first two days, backfill known regulars over the next two, then confirm each card is correct in person as regulars come in for their next visit.
Does the till add stamps automatically after switching?
No. Waya has no POS or till integration in the new system either, so a barber scans the card by hand at the chair. There's also no SMS channel; messages go to the wallet lock screen only.