Migrate from coreplus to Mailchimp

CorePlus Client records map 1:1 to Mailchimp Audience Members. Email address is the unique identifier — CorePlus clients without an email address cannot become Members and are flagged for manual review before the migration runs. Records missing email are exported separately and require corrective action such as data lookup or client re-engagement before inclusion.

CorePlus Client Groups map to Mailchimp Tags applied at import time, enabling segmentation by group in Mailchimp without needing separate Audiences. Multiple groups per client result in multiple Tags on a single Member. These Tags persist throughout the audience lifecycle and can be used in automation triggers for targeted campaigns.

Practitioners have no Mailchimp equivalent as user records on Member profiles. We carry practitioner name and credentials as a custom text merge field (PRACTITIONER_NAME__c) on each Member so the receiving team knows which practitioner a client belongs to. This merge field can be used for segmentation by practitioner, for reporting on client activity per provider, or for routing specific communications.

CorePlus appointment objects carry date, service type, and practitioner reference. Mailchimp has no appointment object — we map last appointment date to a DATE merge field and service type to a text merge field. Full appointment history is collapsed to a single 'most recent' record.

CorePlus invoice records (amount, status, date) have no Mailchimp equivalent. We carry the last invoice date and total as reference text in a merge field. Detailed invoice history is excluded from the migration and should be handled in a separate finance-system export.

CorePlus Service Types define what a practitioner offers. We map the most-recently-used service type per client to a text merge field. Multiple service types per client are added as Tags to preserve the full service history in Mailchimp's segmentation tooling.

CorePlus Referrers track referral sources (other practitioners or sources who send clients). We map the referrer name to a text merge field. Referral source data does not map to any native Mailchimp object — it is preserved as a reference field.

CorePlus active/inactive client status maps to Mailchimp subscribed or archived status. Archived clients are imported as unsubscribed to suppress them from campaign sends while preserving them in the audience for reactivation later. This approach protects sender reputation and ensures that only current contacts receive future campaigns.

CorePlus client notes are free-text fields. Mailchimp member notes are limited to 1,000 characters. Notes longer than 1,000 characters are truncated and flagged in the migration report. Long-form clinical notes from healthcare practices should be reviewed for GDPR/privacy obligations before import.

CorePlus phone number on the client record maps directly to the Mailchimp PHONE merge field. Mobile and landline distinctions in CorePlus are collapsed to one phone field in Mailchimp. If multiple phone numbers exist, the primary number is used; secondary numbers are stored in the NOTES field for reference.

CorePlus address fields (street, suburb, state, postcode, country) map to Mailchimp's structured address merge fields. All five address components are required for Mailchimp's geolocation features to function. If any component is missing, the address is flagged for manual correction before import to avoid incomplete geolocation data.

Mailchimp sets a Member's join date at import time, overwriting any historical create date. We preserve CorePlus's original client creation date as a custom DATE merge field for reporting continuity on campaign targeting. This ensures that historical analysis can be performed without relying on Mailchimp's default join date.

CorePlus clients marked inactive or with invalid email addresses are exported as a suppression list and uploaded to Mailchimp before the main contact import. This prevents bounced addresses from damaging deliverability at first send. Suppressed contacts remain in Mailchimp for future reactivation if their status changes.