Migrate from Pearl Dental Software to Mailchimp

Pearl patient records map to Mailchimp contacts. Each patient becomes one contact record. Clinical fields (treatment history, medical alerts, X‑rays) have no Mailchimp equivalent and are excluded from the migration scope. FlitStack AI preserves the original Pearl patient ID in a custom SOURCE_SYSTEM_ID merge field so you can trace each contact back to its source record.

Direct mapping to Mailchimp’s standard first‑name and last‑name merge fields. Both fields are available by default on new Mailchimp audiences without custom field creation. If a patient’s name contains special characters or Unicode characters, FlitStack will import them as‑is, preserving the original spelling.

Email address maps directly to Mailchimp’s required contact email field. Mailchimp prevents duplicate email addresses within an audience; FlitStack flags duplicates before import and applies your chosen de‑duplication rule. If a patient has multiple email addresses stored in Pearl, each address will be imported as a separate contact unless you specify a preferred address.

Pearl contact phone numbers map to Mailchimp’s PHONE merge field. This field is available by default. SMS opt‑in status from Pearl must be mapped separately if you enable Mailchimp SMS; FlitStack will transfer the opt‑in flag into a custom SMS_OPT_IN merge field. If a patient has both a landline and mobile number, the primary phone number from Pearl is used as the PHONE value.

Pearl patient address fields (address line 1, address line 2, city, county, postcode) map to Mailchimp’s structured ADDRESS merge field group. Postcode maps to the zip code sub‑field; county maps to the state sub‑field. If any address component exceeds Mailchimp’s character limits, FlitStack will truncate the excess characters while preserving the full address in a custom ADDRESS_FULL merge field.

Pearl date‑of‑birth (DD/MM/YYYY UK format) transforms to Mailchimp’s BIRTHDAY merge field (MM/DD format). Mailchimp BIRTHDAY triggers automation on the contact’s birthday automatically. If a patient’s date of birth is missing or invalid, FlitStack will leave the BIRTHDAY field blank and flag the record for review.

Pearl patient categories (e.g., NHS patient, private patient, orthodontic patient) map to Mailchimp tags applied at import. Tags enable audience segmentation for targeted recall campaigns. If a patient belongs to multiple categories, each category is applied as a separate tag, allowing you to filter contacts by any combination of Pearl’s patient classifications.

Pearl stores appointment dates per visit. Next appointment dates migrate as a custom date merge field in Mailchimp so you can rebuild appointment‑reminder journeys manually using this reference data. If a patient has multiple future appointments, FlitStack will import the nearest upcoming date; additional dates can be stored in supplementary custom fields.

Clinical treatment records, charting notes, X‑ray references, and medical alerts from Pearl have no Mailchimp equivalent. These remain in Pearl and are not migrated. Patient recall triggers must be rebuilt as Mailchimp automation journeys using the imported NEXT_APPT and custom tags. FlitStack will provide a mapping guide to help you reconstruct clinical context in your marketing workflows.

Claims history, treatment pricing, and billing records from Pearl are financial and clinical data with no structural analogue in Mailchimp’s contact model. These are excluded from migration. If you need to reference claim numbers or pricing for patient communications, you can store them as custom text fields after migration, but they will not be automatically synced.

Pearl’s SMS history and sent‑message logs have no Mailchimp equivalent. If SMS is enabled in Mailchimp, the opt‑in flag migrates but message history is not transferred. FlitStack will import the SMS_OPT_IN flag as a custom field, allowing you to re‑consent contacts in Mailchimp or to trigger SMS workflows based on the migrated flag.

Pearl’s multi‑diary scheduling, surgeon assignment, and room booking are practice‑management scheduling constructs that do not exist in Mailchimp. Appointment data migrates as reference dates only. FlitStack will store each appointment date in a custom NEXT_APPT merge field, and you can use this field to manually configure appointment‑reminder journeys in Mailchimp’s automation builder.