There are a lot of moving pieces in a migration to Walla. To ensure a smooth transition on your migration day, here are some recommendations and considerations on how to handle classes, appointments and processing sales.

You will determine your studio’s migration start time with your Data Migration Rep - typically between 8AM-10AM PT.

Since you’ll be disabling booking and purchasing at the start time of migration, your rosters are essentially “frozen” as clients will not be able to book themselves in for a class.

During migration day, you can record class check in via your previous software, taking note of clients who drop-in with a class package or limited recurring plan. These clients will migrate over with the passes remaining at the start time of migration. You can manually deduct a pass from their plan after migration is completed.

Drop-in visits and retail items can all be processed in your previous software but note that these sales records will not migrate over to Walla.

Your migration ends when the Walla Welcome Emails are sent out, typically 4-8 hours after migration start time depending on the volume and complexity of the data.

We recommend starting to use Walla from your first scheduled class on the day after migration. Some clients may have questions on how to finish creating their account or access Walla. These articles will solve any concerns about your client locating their Walla welcome email:

If your clients typically charge rentals, food and beverages to their card on file, during your Billing Adjustment Period, you will need to either collect payment or add an account balance to reconcile once your client’s credit cards sync with their profiles.

Since your client’s credit card wont be on file during the Billing Adjustment Period, if clients are penalized for late cancels and no show fees, they will charge to the client's Account Balance. Once cards are sync'd with the client's account you can reconcile the account balances.

Migration passes are comp passes used in the migration to ensure we can migrate your client's upcoming bookings successfully since Walla does not allow unpaid bookings. You have the option to reconcile the migration passes in your class rosters by selecting the three dots and changing the plan to their current plan. If the client’s last credit/pass was used for their upcoming booking, that plan would now be considered depleted/complete and will not be brought over to Walla and you will not be able to change the plan*.

For the first payroll after migration, you will likely have to “frankenstein” the data since you will need information from your current provider and from Walla. Once this payroll period is over, it will be smooth sailing with payroll moving forward. ⛵️

*Note that based on your payroll settings, Migration Comp Passes may affect payroll if there are headcount bonus'. You may have to calculate these bonus' manually during the first payroll after migration.

To record sales properly for the weeks around migration and post-live, you’ll want to ensure that you’re capturing any sales records from your current software that were processed on the day of migration sales and post-migration auto-pays.

If you have any questions, don't hesitate to reach out to your Onboarding Rep at [email protected].