Migrate from Rainbow CRM to Mailchimp

Export extraction and discovery

We request a full CSV or JSON export from Rainbow CRM covering all Contact, Company, Deal, Lead, Task, and Activity records. We inspect the export schema during the discovery phase and validate that all expected objects and standard fields appear in the file. We flag any missing custom fields, confirm the total record counts per object, and identify duplicate or dirty records that require pre-migration cleaning. The discovery output is a written scope document confirming what migrates, what maps to tags or merge fields, and what requires separate handoff documentation.

Mailchimp audience and merge field configuration

We configure the Mailchimp destination Audience before any contact data loads. This includes creating the Audience with the customer's preferred name and default settings, adding merge field definitions to match Rainbow CRM custom fields and company fields being mapped, and setting up initial tags for segmentation (e.g., company names, lead source categories). The merge field schema is designed during discovery and applied via the Mailchimp API before the first contact batch is submitted.

Data cleaning and deduplication

We clean the Rainbow CRM export before loading into Mailchimp. This includes standardizing email address formats, removing records with invalid or blank email addresses (Mailchimp requires a valid email for contact creation), resolving duplicates by email address, and applying the tag and merge field values derived from company and custom field data. Any records with email conflicts are flagged for customer review before write; we do not silently overwrite existing Mailchimp contacts without explicit instruction.

Contact import via Mailchimp Contacts API

We import contacts into Mailchimp via the Mailchimp Contacts API in batches, using batch chunking to stay within API rate limits. Each contact is written with its standard fields (name, email, phone, address) plus any applicable tags and merge field values. We validate the batch import response for each chunk and retry failed records with exponential backoff. After each batch, we reconcile the written record count against the submitted record count and surface any persistent failures for customer review.

Delta migration and inventory handoff

After the primary contact import, we run a delta migration of any records created or modified in Rainbow CRM during the migration window. We then deliver the migration package including the full contact import summary, the Deals inventory CSV, the engagement history CSV, the automation workflow map, and the task inventory CSV. These handoff documents are structured for the customer's marketing and operations teams to use in Mailchimp's Customer Journey builder and any companion CRM the team chooses for deal tracking.

Validation and go-live support

We validate the Mailchimp audience contact count against the Rainbow CRM source Contact and Lead totals and surface any gap exceeding 2 percent for customer review. We verify that merge field values populated correctly across a random sample of records and confirm that tag distribution matches the company and lead source segmentation plan. We support a 48-hour hypercare window for reconciliation issues raised after cutover. We do not manage Mailchimp Customer Journey automation rebuilds, ongoing email send configuration, or post-migration training as part of standard scope.