Migrate from EZ Office to Mailchimp

EZ Office Members with email addresses map 1:1 to Mailchimp subscribers in a target audience. The member's email is the primary key. Member status (active/inactive) maps to Mailchimp member status — active members become 'subscribed', inactive members become 'unsubscribed'. Members without email are excluded and noted. Duplicate emails are resolved by most recent last_modifieddate, keeping the latest status and custom fields.

EZ Office members linked to a Company record carry that company name as a property. In Mailchimp this becomes a MERGE6 or named merge field (COMPANY). If multiple members share the same company, all get the same merge field value — no audience split unless you specify one.

EZ Office location names (from the hierarchical location tree) migrate to a LOCATION merge field in Mailchimp. Full path ('Warehouse A > Shelf B > Bin 3') is available if you enable the 'Show hierarchical location in item listings' setting before export.

EZ Office Groups apply to members as a tagging mechanism. Each group name becomes a Mailchimp tag applied to the subscriber. Members in multiple groups get multiple tags. Tags enable segment queries in Mailchimp without requiring audience splits. Group names are normalized to lowercase with underscores replacing spaces to match Mailchimp tag syntax, and tags can be combined for complex segment filters, enabling precise targeting without separate audiences.

EZ Office vendors are separate records, not contacts. If you track vendor relationships on member records (e.g., 'preferred vendor assigned'), that value maps to a VENDOR merge field. If vendors are used to segment members for outreach, a vendor tag is more appropriate.

EZ Office Users and staff accounts (your internal team) are not member contacts and do not migrate to Mailchimp. User records in EZ Office serve authentication and assignment purposes only. If your team needs marketing emails, their addresses should be added to the audience separately.

Asset records (physical items, equipment, inventory stock) have no Mailchimp equivalent. Asset metadata like asset ID, status, and custody history cannot be stored on Mailchimp subscriber records. If asset context is needed for segmentation, it must be surfaced via a custom field or tag pre-populated before migration.

EZ Office document attachments on members and assets do not migrate. Mailchimp does not store files on subscriber profiles — files attach to campaigns and automations. Any member documents that need to be preserved must be handled separately (e.g., exported as a ZIP and stored in a document management tool).

Mailchimp does not store the original record creation date natively on subscribers. We preserve the original EZ Office created_date as a custom merge field (MEMBER_SINCE) so reporting continuity is maintained. This is particularly useful for re-engagement campaigns targeting long-term members.

EZ Office custom fields on members (e.g., MEMBERTYPE, MEMBERSINCEYEAR, PREFERREDCONTACT) require merge field creation in Mailchimp before import. We create these via the Mailchimp API using the correct field type (text, number, date, or phone) based on the source data type. Merge field names are truncated to 10 characters per Mailchimp's limit.

If EZ Office tracks a separate marketing opt-in flag on member records, that maps to Mailchimp member status (subscribed/unsubscribed/pending). Members without an explicit opt-in flag default to 'subscribed' unless your data shows otherwise — this should be confirmed before migration runs.