Migrate from Planado to Mailchimp

Planado Contact maps directly to a Mailchimp Subscriber. Email address is the unique identifier — contacts without an email address in Planado are flagged and excluded from the subscriber load, as Mailchimp requires a valid email for every subscriber record.

Planado Clients are companies or organizations that can hold multiple Contacts. We map the client organization name to a Company merge field on the Contact record and apply a subscriber tag bearing the client name so Mailchimp segmentation can filter contacts by client organization. This preserves the client-contact relationship even though Mailchimp does not natively support hierarchical client-contact modeling.

Planado Employees (technicians, field workers) have no Mailchimp equivalent — Mailchimp does not model internal staff. Employee names and IDs are not migrated. If you need to track internal users in Mailchimp for automation ownership, that must be handled as a Mailchimp admin role outside the subscriber model.

Planado Jobs and Tasks carry operational meaning (status, type, description, completed date) that Mailchimp cannot natively represent. We extract job type and last job status as text merge fields on the Contact and apply Mailchimp Tags (e.g., 'job-completed', 'job-scheduled') for segmentation. Full job history is not migratable as a native object.

Planado Location addresses are mapped to Mailchimp's built-in ADDRESS merge field structure (ADDR1, ADDR2, CITY, STATE, ZIP, COUNTRY). This preserves the human-readable address components for segmentation and mailings. However, GPS coordinates, route polylines, and geofence boundary data have no Mailchimp equivalent and are not migrated — these remain available only in the Planado data export for reference.

Planado custom properties on Contacts become Mailchimp Merge Fields. We inspect each property's data type (text, number, date, dropdown) and create the matching Merge Field type in your target Audience before loading data. Dropdown values map as radio or dropdown Merge Field options.

Planado checklists define task completion steps tied to field operations and are not translatable to Mailchimp's subscriber-centric model. We export the complete checklist definitions as a reference JSON file for manual reconstruction if needed in Mailchimp Automations — but the checklist data does not become a subscriber attribute and cannot drive Mailchimp automation logic directly.

Planado notes attached to Jobs or Contacts are extracted as text. Job-linked notes become a 'Job_Note' Merge Field on the Contact. Contact-linked notes are appended to a 'Planado_Note' text Merge Field. Long notes are truncated to Mailchimp's Merge Field character limits.

Planado tags on Contacts map 1:1 to Mailchimp Tags with preserved tag names. Tags enable segmentation in Mailchimp (e.g., a tag for each Planado job type or client industry). This direct tag mapping allows you to replicate Planado's categorization logic as Mailchimp segments for targeted campaigns and automations.

Planado job status values (scheduled, in-progress, completed, cancelled) are mapped to Mailchimp Tags using value-by-value translation rules. The most recent status is also written to a Last_Job_Status__c Merge Field on the Contact so segmentation queries can filter contacts on current job state and customer journey automations can trigger based on status changes.

The Planado record UUID is stored on each Mailchimp subscriber as a custom Merge Field (Source_System_ID__c) for end-to-end traceability, deduplication in delta runs, and cross-reference in reconciliation reports. This ID mapping ensures you can always trace a Mailchimp subscriber back to its original Planado source record for auditing and data quality purposes.