Migrate from InTouch CRM to Mailchimp

Discovery and export scoping

We audit the InTouch CRM account across contact volume, company count, deal volume, pipeline definitions, active workflow count, custom field inventory (names and types), activity record counts by type, and owner list. We confirm the export path from InTouch (CSV export via admin interface or direct database query for custom exports). We also confirm the target Mailchimp audience structure: whether a single audience is sufficient or whether the customer needs multiple audiences split by company or segment, and which Mailchimp plan supports the required merge field count.

Data quality assessment and deduplication

We run a data quality assessment on the InTouch export. This includes duplicate detection on email address (InTouch Contacts with matching email addresses across multiple records), missing email addresses (Contacts without an email address cannot become Mailchimp subscribers and are flagged separately), invalid email format detection, and opt-in status completeness. We present a deduplication recommendation: whether to merge duplicate contacts by email (keeping the most recent record or the record with the most custom field data) or to import all records and let Mailchimp's built-in duplicate detection handle suppression. Data cleansing at this stage prevents hard bounce rates that damage Mailchimp sender reputation.

Custom field and company mapping design

We design the Mailchimp merge field schema based on the InTouch custom field inventory. Each InTouch custom field maps to a named Mailchimp merge field with a matching or appropriate type. We decide with the customer whether Company records are encoded as tags or as a single COMPANY merge field on each subscriber. We configure the Mailchimp Audience tags taxonomy before migration so that the import applies tags consistently. If the customer uses InTouch lead scores or lifecycle stages, we encode these as a LIFECYCLE_SCORE merge field or as tags since Mailchimp has no native lead scoring.

Audience and subscriber import

We create the Mailchimp Audience (or multiple Audiences if scoped), configure the merge field schema, and import subscribers in batches using Mailchimp's bulk import endpoint. Batches are sized to avoid rate limit throttling and to allow re-try without re-processing the entire set. Each batch is reconciled against the InTouch source record count. After subscriber import completes, we apply tags in a second pass using Mailchimp's tag management API. We then import suppressed contacts (unsubscribed, bounced) separately so that they are correctly excluded from future campaigns.

Verification and reconciliation

We reconcile the final Mailchimp audience against the InTouch source export: total subscriber count, hard bounce count, soft bounce count, unsubscribe count, and tag distribution. We spot-check 25-50 records selected randomly from the Mailchimp audience against their InTouch source records to verify field-level accuracy (name, email, custom fields, company tag, opt-in status). We flag any records that failed import or were silently rejected due to Mailchimp's compliance rules. The customer reviews the verification report and signs off before the migration is declared complete.

Handoff document and automation rebuild guide

We deliver the migration handoff document, which includes: total records migrated by type, records not migrated (deals, companies as relational objects, activities, workflows) with counts and descriptions, merge field mapping table, tag taxonomy, active InTouch Workflow inventory with Mailchimp Automation equivalents and rebuild instructions, and a recommendation on whether the customer needs a secondary CRM alongside Mailchimp for ongoing deal tracking. We do not rebuild InTouch Workflows or automations inside the migration scope. We do not provide post-migration admin support or training as standard scope.