Migrate from Kordeva to Mailchimp

Discovery and API connectivity verification

We audit the Kordeva CRM environment: contact count, company count, custom field definitions (via the Custom Fields API), tag taxonomy, and any workflow configurations in scope. We run a connectivity test against the Kordeva API endpoints to verify read access. If API access is confirmed, we extract schema samples to validate field naming and data types. If API access is unavailable or returns errors, we document the CSV export fallback and confirm which fields are captured. The discovery output is a written migration scope, a merge field creation plan, and a tag taxonomy for company associations.

Mailchimp schema setup and merge field creation

We create the Mailchimp audience before any data import, authenticating the sending domain with SPF and DKIM records per Mailchimp's deliverability requirements. We create all merge fields via the Mailchimp API (POST /lists/{list_id}/merge-fields) matching each Kordeva custom field definition, applying correct field types (text, number, date, dropdown) and flagging any fields exceeding the 255-character limit for customer review. We also create the tag taxonomy for company associations at this stage so the tagging structure is ready during import.

Deduplication strategy and customer sign-off

We extract all unique email addresses from Kordeva contacts and run a deduplication analysis, flagging any email addresses that appear more than once with different contact names, company associations, or custom field values. We present this report to the customer and confirm the deduplication strategy (keep first, keep most recently updated, or merge into a single record with all associated tags). This step must be completed before production import because Mailchimp's contact count billing is sensitive to duplicates and deduplication strategy affects the tag and company mapping outcome.

Sandbox test migration and validation

We run a test migration using a sample of 100-200 Kordeva contacts into a test Mailchimp audience, applying merge fields and company tags according to the agreed mapping. The customer reviews the output: contact profiles in Mailchimp, tag assignments, merge field values, and subscription status. We correct any field mapping errors, tag naming inconsistencies, or merge field type issues before production migration begins. This step prevents bulk data errors in production and gives the customer an opportunity to verify the data quality on a manageable record set.

Production migration in batches

We run production migration in batches of up to 500 contacts per API call using Mailchimp's batch API (POST /batches) with exponential backoff on rate limit responses. Each batch import resolves the company association as either a merge field or tag per the customer's selected strategy, applies Kordeva tags to the corresponding Mailchimp member record, and maps custom field values to the correct merge field. After each batch, we reconcile the import count against the source extraction count and log any records that failed due to invalid email format, missing required fields, or Mailchimp API errors.

Suppression list import and deliverability setup

We export any unsubscribed or bounced contacts from Kordeva and import them into Mailchimp as suppressed members via the suppression list import process (POST /lists/{list_id}/segments with status unsubscribed). This prevents accidental re-messaging to contacts who previously opted out. We also verify DKIM and SPF authentication is active on the sending domain, confirm the custom tracking domain is configured if applicable, and run a test campaign to a small internal list to verify inbox placement before full audience re-engagement.

Cutover, final reconciliation, and automation handoff

We run a final delta migration of any contacts updated in Kordeva during the migration window, then confirm Mailchimp as the active sending platform. We deliver a migration report with contact counts by status (subscribed, unsubscribed, cleaned), tag counts, and a field mapping summary. We deliver the workflow automation inventory documenting each Kordeva workflow with its trigger and recommended Mailchimp Customer Journey equivalent. We do not rebuild workflows; this document is for the customer's admin to use as a rebuild guide. We offer a one-week hypercare window for reconciliation issues.