Migrate from Entrata to Mailchimp

Entrata residents map to Mailchimp members in your target Audience. Each resident's email address is the unique member identifier. First name, last name, and phone map to FNAME, LNAME, and PHONE merge fields. The original Entrata resident ID is stored as a custom merge field for traceability.

Entrata prospects who have provided an email address migrate to Mailchimp members in the same or a separate Audience (configured per your segmentation plan). Prospects without email addresses cannot be imported to Mailchimp — these are flagged in the pre-migration audit.

Entrata properties do not have a direct Mailchimp equivalent. We assign each migrated contact a property-level tag (e.g., 'Property: Oakwood Apartments') that enables Mailchimp segment filtering by building. Alternatively, if you maintain separate Audiences per property, contacts route to the appropriate Audience by property ID.

Entrata unit numbers attach to residents as lease associations. Mailchimp has no native unit field — we create a UNIT_NUMBER merge field on the Audience and populate it from the resident's active lease record. Unit-level segmentation requires this merge field plus a Mailchimp segment filter.

Lease data spans multiple Entrata fields. We merge the relevant lease fields — start date, end date, current status, and monthly rent — into a set of Mailchimp merge fields. Lease status values (Active, Expired, Month-to-Month) map to Mailchimp-compatible text strings. This data enables renewal-triggered segmentation in Mailchimp automations.

Entrata allows custom property fields on residents. Every custom property present in your Entrata data creates a corresponding merge field in Mailchimp (max 40 merge fields per Audience on Mailchimp Standard; more on Premium). We inventory all custom properties before migration and create merge fields in the order required by Mailchimp's schema limits.

Prospect-level custom properties in Entrata migrate to the same merge field set on the target Audience — or to a separate Prospect Audience if you maintain distinct lists. Merge field creation happens before member import to avoid type errors.

Entrata stores secondary contacts (emergency contacts, guarantors) as associations on a resident record. Mailchimp has no native secondary-contact model. We surface these as tagged records or as additional merge fields (EMERGENCY_NAME, EMERGENCY_PHONE) depending on your segmentation needs — your team chooses the approach before migration runs.

Entrata retains move-in and move-out timestamps per resident. Mailchimp has no native lease-history model. We create tag strings (e.g., 'Moved In: 2024-03-01', 'Moved Out: 2025-01-15') that allow segmentation of current vs. former residents. Former residents migrate as unsubscribed members by default to comply with email marketing compliance rules.

Entrata stores lease documents, ID scans, and correspondence attachments against resident records. Mailchimp has no document attachment capability for members. Attachments are excluded from the migration. If you need to retain document references, export the Entrata document manifest separately — we can provide this as a supplementary export.

Work orders, maintenance tickets, and vendor assignments in Entrata have no equivalent in Mailchimp. This data is excluded. Mailchimp automations can reference merge field data (e.g., unit number, lease status) but cannot surface work order history without a separate integration.

Entrata's accounting ledger, rent payment history, and ledger balances are property-management financial records. Mailchimp is an email marketing platform — financial data does not transfer. Rent amount (from the active lease) is the only financial field we migrate as a merge field for segmentation purposes.