Migrate from PromoXcrm to Mailchimp

PromoXcrm Client records map to Mailchimp Contact records within an Audience. Standard fields (First Name, Last Name, Email, Phone, Company) migrate directly to Mailchimp merge fields (FNAME, LNAME, EMAIL, PHONE, COMPANY). Any promo-specific custom properties on the Client record require Mailchimp custom merge field creation before import. Client portal preferences and communication history do not transfer as Mailchimp does not have a client portal feature; these are documented for manual reference.

PromoXcrm Lead records map to Mailchimp Contacts using the same field mapping as Client records. The Lead's pipeline stage assignment migrates as a tag (e.g., tag: Pipeline_Quote_Sent) so that the original sales stage context is preserved in Mailchimp for segmentation. Lead score or qualification status from PromoXcrm custom fields migrates to a Mailchimp custom merge field.

PromoXcrm pipeline stages (Quote Sent, Artwork Approved, Order Confirmed, etc.) do not have a native Mailchimp equivalent. We capture the most recent pipeline stage on each Client or Lead record and apply it as a Mailchimp tag (e.g., stage:Order_Confirmed). For teams needing dynamic audience subsets, we create Mailchimp Segments based on tag values so campaigns can target by original pipeline stage. Segments are created post-migration from the tag data.

PromoXcrm Projects represent individual promo orders or campaigns tied to a client. Mailchimp has no project or order object. We export Project records with their associated clients, dates, and status as a structured CSV. The customer either creates custom fields in Mailchimp to hold order reference numbers and statuses, or uses an external order tracking tool. Project-to-client associations are preserved as merge field data on the Contact record.

Commission Records are a PromoXcrm-specific feature for tracking rep or distributor commissions on promo orders. Mailchimp has no commission or commission-tracking capability. We export Commission Records as a structured CSV. If commission data must be preserved in Mailchimp, we recommend creating custom merge fields (e.g., COMission_Rate, COMission_Paid) on the Contact record. More commonly, teams migrate commission data to a spreadsheet or commission-specific tool post-switch.

PromoXcrm Task records (with assignees, due dates, and automated task generation) have no Mailchimp equivalent. Mailchimp Automations handle campaign-triggered sends, not CRM-style task management. We export task data as a structured CSV with assignee, due date, and status for the customer's admin to review. Automated task-creation rules do not transfer; the automation inventory is documented separately for manual rebuild if needed in a task management tool.

PromoXcrm Presentations are client-facing or internal sales assets stored within the CRM. Mailchimp does not store presentation files. We export available file references and URLs as a CSV alongside the contact migration. Actual file hosting transfer depends on whether files are stored in PromoXcrm's native storage or an external service; if external, the customer updates links post-migration.

PromoXcrm integration settings with Xero, Stripe, and Mailchimp are native connection configurations, not data objects. These settings do not export. We document which integrations were active (including which Mailchimp audience was connected to PromoXcrm) so the customer's admin can reconfigure the Mailchimp-side settings post-migration. Xero and Stripe integrations require separate reconfiguration in those platforms.

PromoXcrm supports custom objects accessible via its web-service API. We query the custom object schema during discovery and migrate all accessible records. Custom object fields map to Mailchimp custom merge fields if the record has a 1:1 relationship with a Contact. For custom objects without a direct contact relationship (e.g., a Supplier object), we export as a separate CSV for manual reference or external tool import.