Migrate from Getfly CRM to Mailchimp

Discovery and source audit

We audit the Getfly CRM account via API across all subdomains (for multi-brand deployments), cataloguing Accounts, Products, Pipeline stages, Campaign records, Activity logs, and User roster. We request the X-API-KEY during scoping and verify access to each endpoint. We provide the workflow audit questionnaire that the customer's Getfly admin completes before migration, capturing all active automations for documentation. We also request a field audit export from Getfly's admin panel to identify all custom fields that may not appear in sampled API records.

Destination Mailchimp workspace setup

We work with the customer to configure the target Mailchimp workspace: creating or selecting the target Audience, designing the tag taxonomy (stage:, campaign:, product:, owner: prefixes), defining merge fields for any Getfly custom fields that have a Mailchimp equivalent (text, number, date, phone), and enabling the Commerce integration if Product items are in scope. We verify API key access and rate limit tier during this phase. Any Mailchimp plan upgrades required for the contact volume are flagged before data movement begins.

Record extraction and transformation

We extract Getfly Account records in batched API calls, preserving the primary contact's email, name, phone, and address. We transform pipeline stage names to tags, owner emails to tags, product interests to tags or merge fields, and campaign membership to tags. Accounts without email addresses are flagged in a separate no-email queue. Products are extracted separately and prepared as Mailchimp Product items or as contact tags depending on the Commerce integration status. All transformations run through a staging database with a reconciliation report before any Mailchimp API call.

Sandbox import and validation

We run a full import into a test Mailchimp Audience using a sample of the extracted data (typically 10% of records, minimum 500). We verify tag count, merge field population, duplicate rate, and no-email queue volume. The customer reviews the test Audience, spot-checks 25-50 contact records against the Getfly source, and approves the mapping before production migration. Any mapping corrections happen in this phase. We also validate that Mailchimp's spam score and list hygiene rules do not reject a significant portion of imported contacts.

Production migration in batches

We run the production migration in batches of 1,000-2,000 contacts per API call, with exponential backoff on 429 responses. Batches are sequenced to ensure owner tags and campaign tags are applied after the base contact record is created (Mailchimp requires the contact to exist before tags can be added). A delta extraction runs at the end of migration to capture any Getfly records modified during the migration window. Each batch emits a row-count reconciliation report. No-email records are delivered as a CSV for the customer to process manually or import via Mailchimp's no-email workflow.

Cutover, validation, and automation handoff

We freeze Getfly write access during cutover (or work from a point-in-time snapshot), run the final delta import, and deliver a migration completion report. The report includes total contacts migrated, tag taxonomy summary, merge field inventory, no-email queue count, and a record-count reconciliation against the original Getfly export. We deliver the automation inventory document to the customer's Mailchimp admin for rebuild in Customer Journeys. We support a 72-hour hypercare window for reconciliation issues. We do not rebuild Getfly automations in Mailchimp Customer Journeys as part of the standard migration scope.