Moving to WavesFlo from another WhatsApp inbox tool: what happens
A move to WavesFlo: numbers linked from each phone, contacts imported from CSV with a mapping you confirm, roles set, and onboarding with our engineers.
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A move to WavesFlo is run with our engineers: numbers are linked from each phone, your contacts come in from a CSV with a column-mapping step you confirm before anything is written, roles and number access are set, and your team starts answering from one inbox.
What are the steps?
- A walkthrough on two of your own numbers, with your rollout questions answered, then a quote set on your connected numbers and team members.
- An annual agreement and the data processing addendum, with your security questionnaire answered in writing and an NDA if you need one.
- Your numbers linked, one at a time, from each phone's Linked devices screen. The phone keeps working.
- Roles and access set: five roles, and each number open to everyone or only to the teams and people you name.
- Contacts imported from a CSV, with the mapping you confirm, and opt-outs checked as each message is sent.
- Teams invited. Each invitation is emailed to the person and you get the same link to pass on; it works once and expires in seven days.
- HubSpot or Zoho CRM connected if you use one, with syncing switched on by an admin when you are ready.
What carries over, and what does not?
| Item | What happens |
|---|---|
| Numbers | Linked from each phone; the chats and groups the number already has appear with its direct chats, marked with the number |
| Contacts | Imported from CSV, with a column-mapping step you confirm |
| Opt-outs | Checked as each message is sent, across every campaign; carry your old list over before sending |
| Conversation history | Starts when a number is linked; earlier chats stay on the phone |
| Automations and chatbots | Rebuilt: keyword replies, a chatbot and AI replies are set per team |
| Integrations | HubSpot and Zoho CRM are built in; other CRMs connect through n8n or Power Automate and the REST API and signed webhooks |
Who helps?
Onboarding is with our engineers, with a direct line to them afterwards. There is no minimum, and a reduction takes effect at the next renewal.
What should you do before the call?
- List your numbers, who answers on each, and the teams they belong to.
- Export contacts, tags, owners and opt-outs from the old tool.
- Note which automations and integrations you cannot do without.
- Read the migration checklist so nothing is missed.
What does the first week look like?
| Day | What happens |
|---|---|
| 1 | A walkthrough on two of your numbers; the quote and agreement are agreed |
| 2 to 3 | Numbers linked, roles and number access set, teams created |
| 3 to 4 | Contacts imported, opt-outs loaded, saved messages and replies rebuilt |
| 4 to 5 | Teams invited, a pilot region answering from the new inbox |
| Week 2 | The remaining regions, CRM syncing switched on if used, and the old tool retired |
The timetable is an illustration of the order, and the real one depends on your numbers and teams. The point is the sequence: access before contacts, a pilot before the estate.
A move like this is usually a large estate going region by region, and WavesFlo for large businesses sets out the agreement, the written security answers and the onboarding behind it. The phones keep working throughout, so no branch goes quiet while its number is being linked.
Questions
How long does a move to WavesFlo take?
It depends on the number of numbers, teams and integrations. Numbers are linked one at a time, so most of the time goes on roles, access and rebuilding automations.
Can I import my contacts into WavesFlo?
Yes, from a CSV, with a column-mapping step you confirm before anything is written.
Does WavesFlo import my old chat history?
No. Threads begin when a number is linked; earlier chats stay on the phone.
Will my phone keep working?
Yes. A number is linked from its phone's Linked devices screen, like WhatsApp Web, and the phone carries on as before.