Migrate from Maple CRM to Mailchimp

Maple CRM Client records map directly to Mailchimp Contacts within the destination Audience. Client first name, last name, email address, phone number, and address fields map to their Mailchimp equivalents. Nationality and passport data cannot be stored as native Mailchimp fields — we map these to custom merge fields (country of origin, passport country) created in the Mailchimp Audience before import. A unique email address is required for each Contact; Client records without email are flagged in a pre-migration reconciliation report for the customer to resolve before import begins.

Maple CRM Lead records with valid email addresses migrate to Mailchimp Contacts in the same Audience. Lead status (New, Contacted, Qualified) migrates as a tag on each Contact so the customer can segment by original lead status in Mailchimp. Leads without email are excluded from the contact import but documented in the migration inventory as records requiring alternative outreach channels.

Maple CRM Cases are immigration-case-management records with no Mailchimp equivalent object. We extract the case status (Application, Review, Submission, Approval, Denial/Appeal) and apply it as a tag on the parent Client Contact in Mailchimp (e.g., tag: Case-Stage: Application). The case record ID from Maple CRM is stored in a custom merge field case_reference_id__m for cross-reference. This is a denormalization — full case history, linked documents, and process notes cannot be migrated and are documented for the customer's admin to access in Maple CRM read-only mode post-cutover.

Maple CRM Documents (passports, proof of funds, visa applications, intake forms) are binary file attachments linked to Cases or Clients. Mailchimp has no document management capability. We export document metadata (filename, document type, upload date, related Client) as a structured CSV inventory. The actual file binaries are not importable into Mailchimp; the customer downloads these from Maple CRM separately or uses a document storage platform post-migration. Intake form responses are similarly documented as a field-mapping CSV.

Maple CRM Agreement templates use macro placeholders pulled from Client and Case records and are not fully exposed via API. We export generated agreement records (not template definitions) as a CSV with Client reference, agreement type, and terms. In Mailchimp, we create a custom merge field (agreement_type__m) and apply a tag (Agreement: Active/Renewal/Expired) to the Client Contact. The template configuration must be manually rebuilt in the destination tool if the customer uses a separate agreement platform post-migration.

Maple CRM Quotations with line items, pricing, and status are exported as a CSV mapped to the parent Client. In Mailchimp, quotation status (Draft, Sent, Accepted, Rejected) and total amount are stored as custom merge fields on the Contact record. The PDF output is not migrated; only the underlying data record is transferred.

Maple CRM Invoice records (line items, amounts, payment terms, outstanding balance, instalment schedules) are exported as a CSV linked to the Client. In Mailchimp, invoice status and outstanding balance migrate as custom merge fields. Payment history and instalment tracking have no Mailchimp equivalent and are documented separately for the customer's billing or accounting team.

Maple CRM Support Request records (status, priority, assignee, timestamps) are exported as a CSV linked to the parent Client Contact. We apply a tag indicating open or resolved status (e.g., Support: Open-Immigration-Query). SLA and TAT escalation rules are not exportable and have no Mailchimp equivalent — these are documented in the migration inventory for the customer to configure in a dedicated support tool if required.

Maple CRM workflow automation rules (stage-change triggers, email notifications, follow-up reminders) are platform configuration not accessible via API. Mailchimp Customer Journeys have a different trigger and action model and cannot be auto-generated from Maple CRM rule definitions. We deliver a written inventory of every active Maple CRM automation rule with its trigger, conditions, and actions so the customer's admin can rebuild each one in Mailchimp Customer Journeys manually.