Migrate from Bizstim Business Management Software to Mailchimp

Tier verification and API access confirmation

We confirm the customer's Bizstim account tier during the initial scoping call. API key generation requires an Enterprise account; if the customer is on Individual or Small Business, we present two options: upgrade to Enterprise for API-based migration, or accept a manual-export scope with per-object CSV extraction from the Bizstim UI and documented limitations on relational data preservation. We also confirm the Mailchimp account tier (Free, Essentials, Standard, or Premium) to determine available merge field limits, tag counts, and SMS marketing access.

Data audit and extraction plan

We run a discovery extraction against the Bizstim REST API (Enterprise accounts only) to profile the full client record volume, practitioner count, service group hierarchy, and payment history depth. We identify any client records with missing email addresses (which cannot become Mailchimp audience members without manual enrichment), any practitioner-client link structures that require tag encoding, and any service group hierarchies that require multi-level tag naming. This audit produces a written data inventory with record counts per object type and a migration feasibility assessment.

Tag and merge field strategy design

We design the Mailchimp tag taxonomy and merge field schema based on the Bizstim data audit. Practitioner profiles become Mailchimp tags applied to their associated client audience members. Service groups and services become tags at two levels (group and individual). Bizstim availability windows and calendar slot preferences are encoded in a structured CSV delivered alongside the Mailchimp import. The customer reviews and approves the tagging strategy before any data is written to Mailchimp.

Sandbox or test-audience migration

We run a full migration into a Mailchimp test audience using a representative sample of Bizstim client records (typically 100-500 records depending on total volume). The customer reviews the resulting Mailchimp audience profile for each record type, confirms tag accuracy, validates merge field population, and spot-checks 20-30 records against the Bizstim source. Any tag naming corrections, merge field adjustments, or exclusion rules (for example, clients with no email address) are applied before production migration begins.

Production migration and reconciliation

We run the production migration in one pass: client contacts via Mailchimp Marketing API batch upsert (email address as dedupe key), practitioner tags applied post-import via tag-add API calls, service group and service tags applied in a second pass. We deliver a reconciliation report comparing the Bizstim client count against the Mailchimp audience member count, flagging any records rejected due to missing email or API errors. Payment history and availability window CSV exports are delivered as named file transfers for the customer's admin to handle outside Mailchimp.

Cutover, handoff documentation, and non-migrated data inventory

We deliver the complete Mailchimp audience, tag taxonomy, and merge field schema as a signed-off production state. We deliver a separate written inventory of every Bizstim data category that did not migrate to Mailchimp (practitioner wage settings, payment histories, session counts, calendar slot rules, SMS automation configurations) with a description of what each item is, which replacement tool the customer should consider, and whether the item is a manual re-entry or a separate implementation project. We do not rebuild Bizstim workflows, SMS sequences, or custom forms as Mailchimp automations as part of the migration scope.