Migrate from OctopusPro to Mailchimp

OctopusPro Customer records map to Mailchimp Contacts. The email address is the dedupe key. We filter contacts by marketing consent status — only customers who have given marketing permission migrate. Name, phone, and address fields map directly. Custom fields on the customer profile in OctopusPro (for example, pet health history in vet services or gate codes in field service) map to Mailchimp merge fields. We flag any custom field that exceeds Mailchimp's 30-field limit on Standard tier or 80-field limit on Premium and propose a consolidation strategy.

OctopusPro mailing lists are separate customer segments built from booking status, service type, and customer type filters. Mailchimp uses a single Audience with Tags. We map each OctopusPro mailing list to a corresponding tag set in Mailchimp. For example, an 'Active Customers' mailing list becomes an 'Active Customer' tag, and a 'New Leads (last 30 days)' list becomes a 'New Lead' tag with an 'Added: date' sub-tag. We preserve the segment logic as a written tag taxonomy for the customer's admin to maintain in Mailchimp.

The OctopusPro Customer Portal is a configuration layer controlling what customers see — online booking links, invoice access, FAQ display, and payment pages. Mailchimp does not have a customer portal equivalent; it sends email campaigns and runs automations. We do not migrate portal settings. The underlying customer data that the portal surfaces (contacts, booking history, invoices) is the migratable portion.

Bookings are OctopusPro's central operational object linking a customer, field worker, service, time slot, status, and invoice. Mailchimp has no booking or scheduling object. We document the full booking inventory as a written record count for the customer's compliance archive. Booking history can be summarized as a tagged contact attribute in Mailchimp (for example, 'Booking Count: 12') but the individual booking records do not migrate.

Jobs in OctopusPro capture job details, photos, tags, checklist data, and field notes at the service delivery level. Mailchimp does not store job or service delivery records. We document the job field inventory as a written schema map. Checklist and photo data does not migrate; the customer may need a separate job management system post-migration.

Field Worker records include name, role, contact details, pay rates, GPS tracking preferences, and app configuration. Mailchimp has no employee or worker record type. Internal team contacts who need to receive Mailchimp campaigns (for example, field workers who are also marketing targets) are migrated as Contacts. The operational field worker profile does not migrate.

Invoices in OctopusPro are tied to bookings and include line items, tax, totals, and payment status. Mailchimp does not store invoice or payment records. We preserve the invoice record count and total revenue figure as a written migration inventory. Invoice PDFs are not migratable to Mailchimp; the customer retains OctopusPro invoice records for financial compliance.

Service definitions in OctopusPro describe what is offered — name, description, pricing rules, duration, and service area. Mailchimp has no service catalog object. Service names can be migrated as Mailchimp tags (for example, a contact tagged with the services they have purchased) but the full service definition schema does not migrate. We document the service inventory for the customer to reference if they implement a separate service management tool.

Quotes in OctopusPro are pre-booking documents with line items, validity dates, and accept/reject status. Mailchimp does not store quote records. We document the quote inventory as a written record count. The customer may need a separate quoting or proposal tool post-migration.

OctopusPro automations define trigger-action workflows for scheduling, notifications, and booking status changes. Mailchimp Customer Journeys are a different trigger-action model designed for email marketing sequences (welcome series, abandoned cart, re-engagement). We do not migrate automations as code. We deliver a written inventory of every active OctopusPro automation with its trigger, conditions, and actions, and a recommended Customer Journey mapping. The customer's marketing team rebuilds email sequences in Mailchimp Customer Journeys post-migration.