How do I switch salon loyalty providers without losing client history?

You keep client history by exporting it, not by hoping the old system exports it for you

You switch salon loyalty providers without losing client history by exporting your current client list as a spreadsheet first, before you cancel anything, then messaging everyone on it Waya's enrollment link so each client adds her own card — there's no bulk import on any plan to do this automatically, so the export is a checklist for your front desk, not a file you upload.

The mistake most salons make is canceling the old provider before pulling the data out. Once a subscription lapses, some platforms lock the export screen behind a paywall or delete the account entirely. Treat the export as the very first step of switching, not an afterthought you'll get to later.

History here means the list of who your regulars are, not a running stamp count that must transfer stamp-for-stamp. Waya starts every new client's card at zero, which is a clean break most salons prefer anyway — it's a chance to reset thresholds and correct any stamp counts that drifted from staff forgetting to scan, with known regulars' progress credited back by hand at the counter for the ones you want to honor.

What actually transfers and what doesn't

A client's name and phone number move over the moment you message her Waya's enrollment link — there's no bulk import, so this happens client by client rather than in one upload. What doesn't transfer automatically either is the old wallet pass itself — a client with an Apple Wallet or Google Wallet card from your previous provider needs to add a new Waya card; the two systems can't hand off a pass between them.

That's the one real gap in a "lossless" switch: data survives, but every client has to tap add-to-wallet again. Budget for that step honestly rather than promising clients nothing changes — the salon loyalty program guide covers enrollment moments you can reuse for this re-enrollment push.

• Moves over when messaged: name and phone number, once a client taps her enrollment link
• Does not transfer: the wallet pass itself — every client re-adds a new Waya card
• Does not transfer: stamp/point balances from a competing platform's proprietary format
• Safe to skip: stale entries for clients who haven't visited in 6+ months — don't bother messaging them the link

Why this fits inside the Free plan's 100-client pilot

There's no bulk import on any plan, Growth included, but you still don't need to commit to Growth on day one to test the switch. Run the migration for your top 90-100 regulars on the Free plan first — 0 SAR, no credit card — confirm re-enrollment actually happens at the counter, then move to Growth for the message headroom to reach the rest of a larger list at once.

This staged approach also protects you from the one limit worth stating plainly: Waya has no POS or till integration and no SMS channel, so a stamp is added by staff scanning the client's card on an ordinary phone, and re-enrollment reminders go out as wallet lock-screen push, not text messages.

The switch, step by step

Sequence matters more than speed here. Skipping the export step or announcing the switch before the new cards are ready is what causes clients to fall through the cracks.

1. Day 1: export your current client list

   Pull a CSV or Excel file with name, phone number, and visit count from your existing provider before touching your subscription there.

2. Day 1: clean the file

   Delete duplicate entries and anyone who hasn't visited in over 6 months — a smaller, accurate list beats a padded one.

3. Day 2: build your Waya card

   Set up your stamp or points card, logo, and reward threshold before messaging anyone the enrollment link, so the first message they get already looks finished.

4. Day 3: message the list its enrollment link

   There's no bulk import — send the exported list Waya's enrollment link so each client adds her own card instead of you re-entering them by hand.

5. Day 3: turn on the welcome trigger

   Enable the welcome-on-enrollment message so newly enrolled clients get a lock-screen prompt as soon as they add the new card.

6. Day 4-5: re-enroll at the counter

   Have staff show each regular the QR code or add-to-wallet link during her next visit; a front-desk checklist keeps this consistent across shifts.

7. Day 7: check the dashboard

   Compare the number of active wallet cards against your exported list to see how many clients actually completed the re-enroll step.

A front-desk checklist worth printing

The screen your staff need open during migration week is the client list under Customers, sorted by "not yet added to wallet." Print or screenshot this view and check names off as clients re-enroll in person — it turns an abstract migration into a visible, finishable task for the front desk.

Pair the checklist with a short script: "We've switched loyalty apps — takes 10 seconds to re-add your card, and we've got your visit count right here, so it carries straight onto your new one." That last clause matters; clients who fear losing progress toward a reward are the ones most likely to skip re-enrolling.

What to do about the notification history

One thing that genuinely does not carry over: any message history or automation your clients were used to on the old platform. Rebuild your welcome, stamp, reward, and 14-day win-back triggers on Waya before the migration goes live, so clients don't experience a gap where the card exists but nothing ever pings their lock screen.

A welcome message like "Your card is ready — 1 stamp already logged for today's visit" during the switch week reassures a migrating client that the new system already knows who she is.