Migrate from Rubi CRM to Mailchimp

Rubi CRM Contacts migrate to Mailchimp Contacts as primary subscriber records. Email address is the dedupe key. First name, last name, phone, and address fields map to standard Mailchimp merge fields (FNAME, LNAME, PHONE, ADDRESS). Any custom contact properties in Rubi CRM require a pre-migration schema audit because Rubi CRM does not expose a public schema endpoint—we discover field names during the export scoping phase and create matching Mailchimp merge fields before import. Subscription status (subscribed, unsubscribed, cleaned) must be kept in separate import categories per Mailchimp compliance guidance to avoid bounces and abuse complaints.

Rubi CRM Member records are distinct from Contacts and tied to the membership module. We map Member ID and membership status fields but treat Members as primary subscriber records if they overlap with or supersede Contact records (common in membership-organisation data models where Members and Contacts share the same email). The mapping uses email as the deduplication key, pulling the most recent membership status per email address when both a Contact and a Member record exist for the same address.

Rubi CRM Membership records store tier names, status (Active, Lapsed, Cancelled), start dates, and end dates. We map these to Mailchimp Merge Fields: a tier text field, a status dropdown-style field, and date fields for renewal. Rubi CRM does not export full subscription history in a single pass—we note this during scoping and recommend a separate export run from the Membership module if historical tier changes are required. Mailchimp's merge field documentation confirms this is the correct approach when the CRM has a data field the audience does not natively support.

Rubi CRM Company records hold business-level data and relate to Contacts. Mailchimp has no Company or Account object, so we store the company name in a COMPANY merge field on each Contact. The Company-to-Contact relationship is resolved during import by matching the company name or domain against the Contact record's email domain or a mapped company field. This is a flattened representation—Mailchimp cannot replicate the relational Company-Contact hierarchy that Rubi CRM provides.

Rubi CRM Events and Training bookings are child records tied to Contacts or Members. We map event name, date, and booking status as Mailchimp Tags (e.g., TAG: 2025-Annual-Conference-Attended, TAG: Training-Booking-Completed). For recurring events or series, we create audience segments based on tag combinations (attended X or Y event type). Seat-level attendance data requires a separate export from the Events module and is imported as additional tags or segment criteria. Mailchimp does not have a native event management object—this tag-based representation is the closest structural equivalent.

Rubi CRM email interactions logged via the Outlook plugin are stored as Activities linked to Contacts. Mailchimp tracks email engagement passively (opens, clicks, unsubscribes) but has no activity history object for pre-migration email logs. We import email engagement history as Contact Tags indicating the last contact date or a high-level engagement category (e.g., TAG: Email-Active-2024). Thread-level threading and email body content do not migrate because Mailchimp has no object to store them.

Rubi CRM Sales Pipelines use a Kanban-style view with user-defined stage names stored as custom fields against deal records. Mailchimp has no pipeline, opportunity, or deal-tracking object. Stage names, deal values, and pipeline status do not migrate. We document the existing pipeline structure and stage names in the handoff inventory so the customer's team can recreate any relevant segmentation logic as Mailchimp audience segments or tags.

Rubi CRM Tasks are standard records with owner, due date, and status. Mailchimp has no task or to-do management. Task records do not migrate. We export the task list as a CSV inventory and deliver it as part of the handoff documentation so the customer's team can recreate priority follow-ups in Mailchimp automation triggers or an external task tool.