Transferring clients to Arketa
Moving from another platform? Here's how to bring your existing clients over and what to send them.
If you're switching to Arketa from another platform, you can migrate your existing client list so clients don't need to create new accounts from scratch. This page explains the process and gives you email templates to send your clients.
Before you start
If you're transferring clients with active subscriptions or stored payment data from an existing Stripe account, contact us before you connect Stripe. Email support@arketa.com — there's a specific process to preserve subscription billing and client payment methods.
The migration process depends on what you're transferring:
| Scenario | What transfers | What clients need to do |
|---|---|---|
| Full transfer with Stripe payment data | Client accounts, active packages, active subscriptions, stored payment methods | Reset their password |
| Transfer without payment data | Client accounts, active packages, active subscriptions | Reset password + add new payment method |
| Client list only (no active packages) | Email list / new account creation | Create a new account |
Migrating your client list
To start a migration, reach out to us at support@arketa.com with the details of your current platform. We'll walk you through the export and import process.
For most platforms, the process looks like this:
- Export your client list (usually as a CSV) from your current software
- Send it to us or import it through Customers → Import
- We'll match records and import active packages and subscriptions
- Clients receive a password reset email to access their new accounts
[IMAGE TODO] Take a screenshot showing the Customers → Import page with the CSV upload interface visible, so users can see where to import their client list.
Email templates
Once migration is complete, send your clients one of these emails depending on their situation. Replace the WIDGET placeholder with your Arketa scheduling URL slug.
Template 1: Full transfer (with credit card data)
Use this if you've transferred client payment methods through Stripe.
Subject: Your account has moved — here's how to access it
Hey [First Name],
I've moved to a new booking platform and your account has been automatically migrated over.
To access your account, reset your password using the email you have on file:
Once you're in, you can book classes, access your videos, and manage your membership at [your website URL].
Your payment information has been transferred over, so you won't need to re-enter it. Let me know if you have any questions!
[Your name]
Template 2: Transfer without credit card data
Use this if you migrated client records and packages but not stored payment methods.
Subject: Your account has moved — a quick action required
Hey [First Name],
I've moved to a new booking platform and your active packages and memberships have been migrated over.
To access your account, reset your password here:
Important: If you have an active membership, you'll need to add a new payment method when your next billing date arrives. You'll get an email with a link to update it.
Head to [your website URL] to book classes and access your content. Let me know if you have any issues!
[Your name]
Template 3: New clients (no existing account)
Use this for people on your email list who don't have an active account in your old system.
Subject: We have a new booking platform — here's how to sign up
Hey [First Name],
We've upgraded our booking platform and I'd love for you to check it out.
You can create a new account and book classes at:
[your website URL]
[Add a sentence or two about what's new or what you're offering right now.]
Looking forward to seeing you soon!
[Your name]
After migration
Once clients are in, they can:
- Log in and reset their password at your booking page
- See their existing packages and subscriptions
- Book classes and access on-demand content immediately
If a client can't find their account or is having trouble logging in, check their profile in Customers — search by email. If the account is there, use the Reset Password button on their profile to send them a new reset link.
[IMAGE TODO] Take a screenshot showing a client profile in the Customers section, with the Reset Password button visible on the profile page.