Migrate from Capsule CRM to Mailchimp

Capsule Party records of type person map directly to Mailchimp Audience Members by email address as the dedupe key. First name, last name, email address, phone number, and title migrate to standard Mailchimp member fields. We validate that every Capsule Contact has a non-role-based email address (Mailchimp rejects admin@, support@, info@, and similar role-based addresses) and flag any Contact without a valid email as a skipped record with a remediation report. Organisation-linked contacts carry the parent Organisation name in the COMPANY merge tag.

Capsule Organisation records map to the COMPANY merge tag on each linked Contact's Mailchimp record. Mailchimp does not have a native Organisation or Account object; organisational context is flattened into the per-contact company field. We resolve the Organisation reference on each Capsule Contact before import, populate the COMPANY merge tag, and flag any Organisation that appears on more than 100 Contacts as a high-frequency company name to flag during segmentation setup.

Capsule Tags applied to Parties map directly to Mailchimp Groups within the target Audience. Capsule's integration documentation confirms that Tags correspond to Groups and that the tag-to-group mapping must be created in Mailchimp before contacts are imported for the mapping to apply automatically. We carry forward all Capsule tag names as Group names, creating the Groups in Mailchimp during pre-migration setup. Tags applied to Opportunities or Cases do not migrate because Mailchimp has no opportunity or case concept.

Capsule custom fields of type text, date, and numeric map to Mailchimp merge tags of the corresponding type (text, date, number). We query Capsule's /fields/definitions endpoint for each entity type before extracting record data, resolve list field options for dropdown-type custom fields, and create equivalent merge tags in the target Mailchimp Audience before import. Checkbox fields have no Mailchimp equivalent and are recorded in the migration inventory as a skipped field. Partial address fields cannot be mapped to Mailchimp's complete address merge tag; we flag these and recommend that customers fill complete addresses in Capsule before migration or use a separate address enrichment step post-migration.

Capsule's address fields map to Mailchimp's complete ADDRESS merge tag, which requires all five components (addr1, addr2, city, state, postal code, country) to be populated or the field shows as blank in Mailchimp. We check each Capsule Contact's address completeness during extraction and flag contacts with incomplete addresses (missing state, country, or postal code) for remediation before import. Any address field that is partially filled in Capsule is preserved in the migration inventory but not set in Mailchimp until the customer completes it.

Capsule Opportunities (deals with pipeline, stage, probability, value, and owner) have no Mailchimp equivalent. Mailchimp's paid plans include a basic Deals feature for tracking email-linked revenue, but it is not a pipeline or opportunity object. We do not migrate Opportunities as records. We extract a written inventory of all active Opportunities with their stage, value, owner, and expected close date for the customer to manage in a separate tool or a spreadsheet post-migration.

Capsule Cases track customer support or service issues linked to Parties. Mailchimp has no case or ticket object. Cases do not migrate. We extract a Case inventory (id, subject, status, priority, assignee, linked Party) as a written report for the customer's admin to evaluate for a helpdesk migration to a tool like Zendesk, HelpScout, or Front if support tracking is required.

Capsule Activities log email interactions, calls, meetings, and notes against Parties with full timestamps. Mailchimp stores email campaign send history (delivery, open, click) but has no call log, meeting log, or general note object. Historical activity timestamps and body text cannot migrate. We extract a written inventory of all Capsule Activities per Contact with type, timestamp, direction, and body for the customer to review; no activity records are loaded into Mailchimp.

Capsule Users are assigned as owners of Parties, Opportunities, Cases, and Tasks. Mailchimp does not have a team-member or user-assignment concept beyond audience-level admin roles. Owner assignments do not migrate. We include a User inventory as part of the migration documentation so the customer's admin can map Capsule owner names to Mailchimp admin roles if access control is required post-migration.