Migrate from Practice Master Pro to Mailchimp

Practice Master Pro's primary client record maps 1:1 to a Mailchimp audience member. Each client becomes one subscriber entry with primary contact fields mapped to merge fields and matter-level properties surfaced as tags. Duplicate contacts per matter are handled by the CMRELATE mapping.

Practice Master Pro's CMRELATE stores multiple contact entries per client — attorney, paralegal, billing contact. When multiple contacts share the same email address, FlitStack deduplicates by email and flags remaining duplicates before migration. Each unique email becomes one Mailchimp member.

Practice Master Pro assigns a unique matter number to each client record. This is not a native Mailchimp field — we create a MATTER_NUMBER merge field in your Mailchimp audience and populate it from the CMCLIENT matter identifier so you can segment by client file.

Practice Master Pro classifies clients by practice area (Litigation, Corporate, Family Law, etc.). These values map to Mailchimp tags applied per member. When the practice area count exceeds the Mailchimp merge field cap, tags become the primary carrier and a single PRACTICE_AREA merge field captures the primary classification.

Practice Master Pro tracks the responsible attorney and assigned staff per matter record. We create ASSIGNED_ATTORNEY and ASSIGNED_STAFF merge fields in Mailchimp and populate them from CMCLIENT data. These fields enable segmentation by attorney for firm-wide broadcasts and allow practice managers to filter the audience by staff assignment when sending targeted updates or matter-specific communications.

Practice Master Pro records client status codes (Active, Closed, On Hold) per matter. These are mapped to a CLIENT_STATUS merge field with standardized values. After migration, Mailchimp segments can filter on CLIENT_STATUS to send re-engagement campaigns to closed matters, status-change alerts to active clients, or compliance reminders to matters placed on hold.

Practice Master Pro's journal entries contain matter notes and communication history with no Mailchimp equivalent. We archive CMJRNL as a structured CSV export and link it by matter number. Client-facing notes can be manually added to Mailchimp member profiles as needed post-migration.

Practice Master Pro stores calendar events tied to matters. Mailchimp has no calendar or event-tracking model. We export CMCALENDAR records by matter number as a reference archive; client appointment reminders can be rebuilt as Mailchimp automation flows triggering from date-based segments.

Practice Master Pro time entries and billing records are tightly coupled to the firm's invoicing workflow. Mailchimp has no billing model. These records are exported as a matter-number-keyed archive. Any billing reminder sequences should be built in Mailchimp as date-triggered automations referencing matter close dates stored in merge fields.

Expense tracking in Practice Master Pro has no Mailchimp equivalent. We export CMCOST as a structured reference file keyed to matter number. If expense-related client communications are needed, the firm rebuilds these as Mailchimp automation flows using custom date fields.

CMRELATE stores a role designation per contact. When multiple roles exist for the same email, we map the primary role to a CONTACT_ROLE merge field. If a contact holds multiple roles, additional roles are appended as tags (e.g., BILLING_CONTACT, PARALEGAL).

Each Practice Master Pro record carries an internal identifier. We store this as SOURCE_SYSTEM_ID merge field in Mailchimp so the original client record is traceable back to Practice Master Pro and delta-run deduplication works correctly if a second migration pass is needed.