Migrate from PBS Systems to Mailchimp

PBS customer records map directly to Mailchimp contacts. The email address is the unique identifier in Mailchimp — FlitStack validates email format and flags duplicates before import. First name, last name, phone, and address fields map directly. PBS customer roles (buyer, co-buyer, service customer) are preserved as tags.

PBS vehicle records (VIN, make, model, year, trim) do not have a native equivalent in Mailchimp. FlitStack transforms vehicle data into a combination of custom fields (Vehicle_Make__c, Vehicle_Model__c, Vehicle_Year__c, VIN__c) and tags (e.g., '2019 Toyota Owner', 'Has Active Lease'). Tags enable rapid segmentation for campaign targeting.

PBS deal records (deal type, amount, status, deal structure) become custom fields on the contact record (Deal_Type__c, Deal_Amount__c, Deal_Status__c) and tags (Active-Deal, Lease-Expired, Finance-Customer). Deal stage is mapped as a tag value so campaigns can target customers by deal lifecycle position.

Service history from PBS becomes custom fields tracking last service date (Last_Service_Date__c), total service visits (Service_Visit_Count__c), and tags for service status (Needs-Oil-Change, Service-Overdue, Multi-Vehicle-Service). This enables Mailchimp campaigns targeting service-interval customers. Additionally, service advisor contact information can be stored as a custom field to facilitate direct follow-up in future campaigns.

Parts purchase history maps to custom fields (Parts_Order_Count__c, Last_Parts_Date__c) and tags (Parts-Buyer, Tire-Customer, Accessory-Buyer). Tags support segmentation for parts-focused campaigns like seasonal promotions or reorder reminders. If a customer has purchased tires, the Tire-Customer tag can trigger a lifecycle email reminding them when their next tire rotation is due.

PBS company records representing dealership locations are split: the company name becomes an Audience name in Mailchimp, and the specific customer records within that location are imported as contacts in that audience. Multi-location dealerships get multiple Mailchimp audiences, one per PBS company record.

PBS users (salespeople, service advisors, managers) do not map to Mailchimp contacts — they are staff accounts, not customers. The owner or manager email is preserved as a custom field on the contact record (Assigned_Advisor__c) for internal reference, but Mailchimp does not have a native user-as-contact model.

PBS file attachments (service documents, repair orders, deal documents) have no equivalent in Mailchimp's contact model. Files remain accessible in PBS; FlitStack does not migrate attachments to Mailchimp. If document links are needed in Mailchimp, we can store a reference URL as a custom field.

PBS CRM notes attached to customer records migrate as Mailchimp contact notes with timestamps and author attribution preserved. Email, call, and meeting activities from PBS CRM become notes in Mailchimp to maintain conversation history visibility. These notes are searchable within Mailchimp, allowing your team to review past interactions without switching between platforms.

Credit application data submitted through PBS's RouteOne integration is stored as structured fields. These map to Mailchimp custom fields (Credit_Score_Range__c, Financing_Type__c, Credit_Status__c) if dealership wants to segment by credit profile forfinancing-focused campaigns. If detailed credit bureau reports are required for compliance, they can be attached as PDF references in a custom field for internal review.