Migrate from AgileCase to Mailchimp

Contacts without email addresses cannot migrate

Mailchimp requires a valid email address for every member record — there is no bulk-import mechanism for contacts that lack an email. AgileCase stores contacts for cases even when no email is recorded. Before migration, we audit the full contact list and flag all records missing an email address; these records cannot be carried into Mailchimp and must be handled as a separate data decision. Unmasking or finding email addresses for those contacts falls outside the migration scope unless separately scoped.

Case-to-contact association depth is lost

AgileCase supports one-to-many and many-to-many relationships between cases and contacts — a single contact can be linked to multiple cases simultaneously. Mailchimp has no case concept and stores contacts as flat audience members with no native relationship model. We preserve case context by adding case title, status, and last modified date as contact notes or tags, but the rich relationship graph (which cases a contact appeared in across time) collapses into summary strings. Teams that rely on case history for customer context must rebuild that view using Mailchimp's tag taxonomy or a linked external system.

Workflows and automations are case-centric and cannot transfer

AgileCase workflows trigger on case lifecycle events — status changes, assigned-user shifts, milestone dates, and SLA timers. Mailchimp automations trigger on subscriber actions — opens, clicks, purchases, tag additions. The trigger logic is fundamentally incompatible. AgileCase workflows have no Mailchimp equivalent, and rebuilding them requires mapping business process intent onto Mailchimp's automation builder manually. We export workflow definitions as a written reference document, but the rebuild itself is a separate project. Any team expecting automations to carry over will face a gap that must be acknowledged before migration kickoff.

Document and file attachments have no Mailchimp landing

AgileCase stores documents, templates, and file attachments as first-class objects linked to cases. Mailchimp's content studio holds static images and email templates but has no document management capability and cannot store arbitrary file types (PDFs, Word documents, spreadsheets). All AgileCase file attachments are excluded from the migration. We provide a file manifest that maps each document to its associated contact email so teams can assess what to re-upload to a separate document management system post-migration.

Mailchimp counts all contacts toward plan limits including suppressed ones

AgileCase does not charge per contact — only per user seat. Mailchimp's pricing counts every member in the audience, including unsubscribed and cleaned addresses, against the contact limit that determines plan tier. Migrations that bring in a large historical list with many inactive addresses will inflate the Mailchimp contact count and may trigger a plan upgrade. Teams should audit the AgileCase contact list for bounced, suppressed, and stale email addresses before migration and import them as unsubscribed or exclude them entirely to avoid unexpected billing.