Migrate from RealGreen by WorkWave to Mailchimp

RealGreen customer records map directly to Mailchimp contacts within a designated audience. The customer's email address is the primary identifier — Mailchimp requires each contact to have a valid email. Customers without email cannot be migrated as contacts and are flagged as exceptions.

RealGreen stores first name and last name as separate fields. These map to Mailchimp's default FNAME and LNAME merge fields, which are available in every audience. If RealGreen stores full name in a single field, we split by the last space to populate both merge fields.

Email is the primary key for Mailchimp contacts. We validate each email against RFC 5322 syntax before import. Invalid email formats are excluded from migration and listed in a separate exception report with the source customer ID for manual resolution.

Phone number migrates to Mailchimp's PHONE merge field, preserving the original format as a text string. During migration we validate each phone for a reasonable pattern (digits, optional leading plus, common separators) and strip extraneous characters. Mailchimp supports SMS marketing via its Mailchimp Mobile integration (separate plan), but the number remains a standard merge field usable for segmentation, personalization, or future SMS campaigns.

RealGreen stores address components (street, city, state, postal code, country) in separate fields or a combined address block. Mailchimp's ADDRESS merge field requires structured input: addr1, addr2, city, state, zip, country. We parse RealGreen's address format and map each component to the corresponding Mailchimp address field.

RealGreen programs (e.g., Lawn Care Quarterly, Irrigation Setup, Holiday Lighting) are enrolled on customer records. Each unique program name becomes a Mailchimp tag applied to the contact. Multi-program customers receive multiple tags. Tags are created dynamically in Mailchimp during migration — we match program names exactly to preserve your segmentation logic.

RealGreen tracks whether a customer is enrolled in email marketing. Customers with opt-in enabled migrate as 'subscribed' in Mailchimp. Customers without opt-in migrate as 'pending' (double opt-in) or are suppressed based on your deliverability preference. This prevents sending to non-consented contacts and protects sender reputation.

Work orders, job dates, service types rendered, and crew assignments have no equivalent object in Mailchimp. We can export a summary of last-service date and job count as a custom merge field or as a contact note, but operational job history is not a Mailchimp concept. Teams needing this data keep RealGreen reports as PDF exports.

Any custom fields defined on RealGreen customer records (beyond standard contact fields) are created as custom merge fields in the Mailchimp audience. Merge field names are sanitized (alphanumeric + underscore, 30-character max) and mapped value-by-value. Merge field types (text, number, date, phone) map to Mailchimp's corresponding merge field types.

RealGreen invoice records, payment amounts, and WorkWave Payments transaction history do not map to any Mailchimp object. Mailchimp is an email platform, not a billing system. We export invoice summaries as a CSV for off-platform record-keeping. Historical payment data should remain in RealGreen for compliance or be archived separately.

RealGreen's dynamic routing data, crew assignments, GPS tracks, and service-area definitions have no Mailchimp equivalent. These operational data points belong in an FSM platform, not an email marketing tool. If you are separating your marketing stack from your FSM stack, these records stay in RealGreen or migrate to an alternative FSM tool.

Digital form submissions captured through RealGreen Forms (proposals, contracts, signed estimates) have no equivalent in Mailchimp. We export completed forms as PDF archives organized by customer. Form definitions (templates, dynamic field mappings) cannot migrate — they must be recreated in a dedicated form tool or Mailchimp's own form builder.

RealGreen leads and prospects without a closed-won status migrate to Mailchimp as contacts with 'pending' status if they have an email address. Prospects who have not opted in are migrated as unsubscribed or excluded based on your consent policy. Unconverted leads in RealGreen that represent marketing pipeline should be preserved as pending contacts for re-engagement campaigns.

Multi-location RealGreen operators (several branches or franchise locations) may have customer records tagged by branch. We map each branch/location code to a Mailchimp tag or a segment filter. If branch is stored as a field, we create a segment for each branch so campaigns can be sent per location. Tags are simpler; segments offer more dynamic filtering.