Walla Data Migration Statement of Work

Welcome to Walla! This article is Walla Migration's Statement of Work and outlines what you can expect from your data migration, what Walla's team will handle, and what we'll need from you to make your go-live a success. Migrations are a team effort, the more prepared your studio is, the smoother your launch will be.

What Walla Will Migrate

Walla will work within your current platforms and will migrate a set of the following data depending on your previous software and the availability within. We will migrate data from once source. Your data migration may include:

Client Data

• Active client profile data (name, contact info)
• Customer communication opt-in preferences
• Inactive client profile data
• Account balances and notes

Plans (Packages & Memberships)

• Active memberships (autopay/recurring plans)
• Active packages and class credits (limited plans)

Bookings

• Upcoming class and appointment bookings for up to 7 days after migration
• Historical class and appointment booking records

Sales by Client

• Historical sales and payment records

Payment Methods

• Valid credit cards on file
• ACH records with mandates

Retail Products

• Product name, size, color and category

• This does not include inventory levels

Tags (up to 5 tags)

• If you'd like specific tags applied to specific clients, be prepared to supply that list before migration day.

⚠️ Important: Not every data type is available from every software platform. Your Walla Onboarding rep will confirm exactly what can be migrated from your specific system during your Onboarding.

What Is Not Included

To set clear expectations, the following are not migrated:

• Data that your previous software does not export or make accessible

• Incomplete records (e.g., clients missing email addresses, clients missing first/last names, plans missing required fields)

• Class schedules, staff settings, service menus, or custom configurations - these are built fresh in Walla
• Enrollment or workshop registrations and payment plans
• Previously migrated data that is not stored in an exportable format
• Any data not discussed and confirmed during your onboarding process

Your Responsibilities as the Studio

Your active participation is essential. Delays in providing information or access can significantly delay or postpone your migration date.

At the start of Onboarding:

• Provide login credentials to your current software
• Submit a complete data migration intake form (provide via your Arrows project)

Before Migration Day:

• Review and approve your Plan Map — this matches your current memberships and packages to their Walla equivalents. Errors here will affect if and how client plans appear after migration.
• Complete all tasks in your dedicated Arrows project
• Respond promptly to data questions, missing or unclear information can delay your go-live
• If migrating payment methods:
• Initiate your Stripe transfer on the day before migration (your Arrows plan will include instructions)
• If you do not have Stripe currently, request an encrypted mapping file from your current provider
• Notify your clients of the upcoming transition as needed and recommended in your Arrows project

On Migration Day:

• Complete your assigned tasks before Walla begins the import
• Your Data Migration rep will send you a “Your Migration is Starting” email with all necessary information.
• Be available and responsive, your rep may need quick answers to resolve issues
• Any new client account creations, package/plan sales and bookings made on the day of migration will not carry over to Walla. You will be responsible for manually adding these details to Walla once your migration is complete, and your Arrows plan will provide guidance on how to do so
• Plan for limited system access for a window of time on migration day

The Migration Process (What to Expect)

Data Quality: Your Role in a Clean Migration

The quality of your migrated data depends heavily on the quality of the source data. Here's what commonly causes issues and how to prevent them:

• Invalid or duplicate email addresses — Email is the unique identifier for each client in Walla. Clients with missing or duplicate emails may not import correctly and will require manual cleanup.
• Large volumes of inactive clients — Let your rep know if you'd like inactive clients excluded from the migration.

Stripe / Payment Method Migration

Migrating credit cards requires coordination between your current payment processor, Walla, and Stripe. Here's what to know:

• Stripe-to-Stripe transfers (if your previous software used Stripe): You or they will initiate the transfer. Your rep will provide step-by-step instructions and confirm the timing.
• Timeline: Payment method syncing happens on migration day, after client data has been imported. Cards are not visible in Walla until this step is complete.
• Third-party payment processors (e.g., Mindbody, Vagaro, Club Ready): Walla will request a token mapping file from your previous processor and coordinate the transfer. Most processors require a studio-submitted request.
• Stripe Authentication Period: When migrating cards from a Third-party payment processor, Stripe requires an authentication period of 3-10 business days. Cards will not be available until this authentication is complete. Your Onboarding rep will review options for how to collect payments in the interim.

⚠️ Cards that cannot be matched to a client record (because the card is expired or there were multiple records in Stripe with no unique identifier) in Walla will not be transferred. Clients can always re-add payment methods themselves after launch.

Communication & Project Management

• All tasks will be tracked in Arrows
• Day-of communication happens in an email thread that your DM rep will start on the AM of your migration
• A post-migration follow-up call will be scheduled with your Onboarding rep for 1-3 business days after your migration

Scope Changes & Out-of-Scope Work

Changes requested close to or after migration day may not be feasible and could delay your go-live or incur additional fees. Customized migration work that falls outside the scope agreed upon in this document may be subject to additional charges and an extended timeline.

Questions?

Your Walla Onboarding rep is your primary point of contact throughout this process. Don't hesitate to reach out via email (welcome-team@hellowalla.com) we're here to make your transition as smooth as possible!