Migrate from Prospect CRM to Mailchimp

All Prospect CRM Contact records migrate to Mailchimp Subscribers. Standard fields (first name, last name, email, phone, address) map directly to Mailchimp's merge field equivalents. Custom Contact properties in Prospect CRM map to Mailchimp custom merge fields, which we configure in the Mailchimp audience before import. The subscriber's email address is the dedupe key. We flag any records with bounced, missing, or duplicate emails before migration so they can be corrected or excluded.

Prospect CRM Company records have no native Mailchimp equivalent. We extract Company name, domain, industry, and size and carry them as custom merge fields on each related Contact's Subscriber record in Mailchimp. Company-level fields that apply to multiple contacts become Tags prefixed with the company name so that Mailchimp audience filtering by company is possible through tag-based segments. The customer receives a separate Companies CSV export for manual reference or secondary import if a CRM add-on is later added to Mailchimp.

Prospect CRM Deals (with pipeline stage, value, owner, and dates) do not have a Mailchimp equivalent. We extract Deal records as a supplementary CSV export with fields: contact email, deal name, pipeline, stage, value, owner, close date. The primary migration path is to store active deal status as Mailchimp tags on each Subscriber (e.g., tag: Pipeline: Quoted, tag: Pipeline: Awaiting Stock). Closed-won deals become a segment or tag for win-back campaign targeting. Closed-lost deals are preserved in the supplementary CSV for customer review.

Prospect CRM's Recency, Frequency, Monetary value segmentation (Champion, Loyal, At-Risk, Lost, New) migrates as Mailchimp tags on each Subscriber record. We create tags matching the segment label (e.g., RFM_Champion, RFM_Loyal) so that Mailchimp's tag-based segmentation can rebuild the same cohort targeting without re-running the RFM model. Alternatively, if the customer prefers Audience Groups, we create one Mailchimp Audience per RFM segment and migrate contacts into the appropriate audience. The customer chooses the strategy during scoping.

All Prospect CRM custom fields on Contacts (dropdown, date, number, text, checkbox) migrate as Mailchimp custom merge fields of the matching type. Mailchimp supports text, number, date, phone, address, and website merge field types. Dropdown fields in Prospect CRM become Mailchimp dropdown merge fields with the same option values. We capture field-level validation rules during scoping and configure them in Mailchimp before import to prevent invalid data entry post-migration.

Prospect CRM Products (SKU, name, price, description) are not a native Mailchimp object. We export the Product catalog as a separate CSV for the customer's reference. If the customer wants product interest tracking in Mailchimp, we apply tags to each Subscriber based on the Products linked to their Prospect CRM Deals (e.g., tag: Product_SKU12345). Mailchimp's e-commerce integration can connect to Shopify, WooCommerce, or BigCommerce for live product data, but the Prospect CRM product catalog does not migrate directly.

Prospect CRM engagement history (calls, emails, meetings, tasks, notes) does not have a Mailchimp equivalent. Mailchimp tracks campaign-level engagement (opens, clicks, unsubscribes) but not individual sales activity. We export the full activity history as a timestamped CSV linked by contact email so that the customer's team has a record of past touchpoints. For notes with high business value, we append a condensed activity log to the Contact's Mailchimp profile as a text merge field or internal note if the Mailchimp plan supports notes.

Prospect CRM's Problem Pipelines (delivery issues, returns, complaints) are a non-standard object with no Mailchimp equivalent. We extract all Problem records with status, outcome, linked contact, and creation date as a supplementary CSV. If the customer wants to track problem history in Mailchimp for customer service segmentation, we apply tags to affected Subscribers (e.g., tag: Problem_Open, tag: Problem_Resolved). The customer decides whether to carry this context as tags or as a standalone CSV for customer service reference.

Prospect CRM User records (names, emails, roles) do not map to Mailchimp objects. Mailchimp does not have a User or Owner concept equivalent to CRM seats. We extract a User list as a supplementary CSV for the customer's reference. If the customer uses Mailchimp's per-seat permissions (Admin, Manager, Author, Viewer), these are provisioned manually post-migration based on the team list.

Prospect CRM's native integration links to back-office systems (Unleashed, DEAR, TradeGecko, QuickBooks, Xero) and the existing Mailchimp sync connection are connection-level configuration that does not export as data. We document every active integration during scoping. The customer must re-establish each connection in Mailchimp's integrations directory or via Zapier post-migration. The Prospect-to-Mailchimp sync should be disconnected before migration to prevent duplicate records being created during the cutover window.