Switching POS without losing clients: a data migration checklist

Short answer: Switch POS safely in four steps: export everything from the old system (clients, appointments, gift cards, loyalty), import and spot-check in the new one, switch on a slow day, and run both in parallel for a few days before shutting the old one down.

Step 1: Export from the old system

• Client list: name, phone, email, birthday, notes.
• Future appointments: date, time, service, staff.
• Gift cards: card codes and remaining balances. This is money clients already paid; don't lose it.
• Loyalty points: each client's balance.
• Services and prices: list, duration, who can perform them.
• Historical reports: export past years' revenue for your records and taxes.

Step 2: Import and check

1. Import the data into the new system.
2. Pick 10 random clients and compare phone numbers and points.
3. Compare total gift card balances between systems.
4. Check next week's appointments.

Step 3: Pick your switch day

• A slow weekday.
• Not on a payroll day.
• Away from holidays and peak season.

Step 4: Run in parallel, then shut down

• Keep the old system read-only for a few days for lookups.
• Honor old gift cards in the new system and cross-check if anything is questioned.
• Once everything matches, cancel the old system after reading its cancellation terms.

Train your staff

Hold a 30-minute session before switch day: open a ticket, take payment, book an appointment, check pay. Leave a one-page cheat sheet at the desk.

With Kashela, the team imports your services, staff, prices and existing clients before you go live, at no charge. Start a free trial.