Migrate from My Practice Now to Mailchimp

My Practice Now client records map directly to Mailchimp contacts on a one-to-one basis. The client email address serves as the primary contact identifier in Mailchimp's system. Clients without valid email addresses are excluded from the migration but are flagged individually in the migration report so your team can review and handle them manually after cutover.

Each custom property in My Practice Now (e.g., 'Preferred Therapist', 'Insurance Provider', 'Treatment Plan Status') becomes a corresponding Mailchimp merge field. Text properties map to TEXT merge fields; numeric properties map to NUMBER fields; date properties map to DATE merge fields. We determine field type based on My Practice Now's property type metadata.

Appointment data does not have a direct Mailchimp equivalent in its contact model. We extract the most recent appointment date as a DATE merge field (LASTAPT) and apply service-type tags (e.g., 'Massage-Client', 'Initial-Consultation') to each contact. This approach enables you to segment your audience by visit recency and service category without native appointment objects in Mailchimp.

Invoice status (Paid, Pending, Overdue) and outstanding balance amount migrate as custom merge fields on each contact record. Full invoice line-item history, tax breakdowns, and payment records are not supported in Mailchimp's flat contact data model. We preserve only summary financial fields (current balance and invoice status) to support billing-related segmentation in your campaigns.

Client notes in My Practice Now have no Mailchimp equivalent in the contact model. We flag notes containing important alerts (e.g., 'Do not email', 'Allergy alert') as tags on the contact record. Free-text notes are not migrated but can be exported as a separate CSV reference file for compliance or staff reference.

Service names and active packages assigned to a client map to Mailchimp tags on the contact. Multiple services result in multiple tags applied to the same contact. This enables RFM-style segmentation (recency, frequency, monetary value) based on the mix of services consumed by each client contact in your Mailchimp audience.

The assigned staff member on each client record maps to either a tag (e.g., 'Assigned: Dr. Smith') or a dedicated STAFF merge field on the contact. This mapping supports rebooking campaigns where you want to target or exclude clients attributed to a specific provider. The choice between tag and merge field depends on your reporting needs.

Client categories in My Practice Now (e.g., 'Active', 'Inactive', 'Prospect') map directly to Mailchimp Groups within your audience. Groups differ from Tags in important ways: Groups appear in Mailchimp's preference center where contacts can view and self-manage their category subscriptions, while Tags are internal segmentation labels invisible to contacts.

Clients marked as 'Do Not Contact' or 'Email Unsubscribed' in My Practice Now are migrated to Mailchimp with unsubscribed contact status. This preserves suppression at the platform level, ensuring these contacts will not receive any email campaigns after cutover regardless of how they are included in your audience segments or groups.

Mailchimp does not store contact record creation date as a native field. We preserve the original client creation timestamp from My Practice Now as a CLIENTDATE merge field on each contact. This enables you to run lifecycle reports, identify long-term clients, and segment your audience based on how long contacts have been in your system.

Referral source data captured in My Practice Now (e.g., 'Google', 'Friend Referral', 'Partner Clinic') migrates as a REFERREDBY merge field on each contact. This supports attribution reporting in Mailchimp campaign analytics, allowing you to track which acquisition channels drive the most engagement after migration and optimize your marketing spend accordingly.

Client phone numbers map to Mailchimp's native PHONE merge field on each contact. SMS marketing in Mailchimp requires a separate SMS consent flag — we map the My Practice Now SMS opt-in property to an SMSOPTIN merge field. Both fields must be configured in Mailchimp before SMS campaigns can be sent to your migrated audience.