Migrate from SalesCaptain to Mailchimp

SalesCaptain Contacts map 1:1 to Mailchimp Members by email address as the dedupe key. Standard fields (first name, last name, phone) migrate to corresponding Mailchimp merge fields (FNAME, LNAME, PHONE). The salescaptain_owner_name and salescaptain_lifecycle_stage migrate as Tags on the Member record to preserve attribution context. If the same email address appears in multiple SalesCaptain records (for example, a contact with multiple pipeline assignments), we consolidate to a single Member and attach all relevant Tags rather than creating duplicates.

SalesCaptain Company records have no direct Mailchimp equivalent. We extract the company name associated with each Contact and attach it as a Tag (format: company:Acme Corp) on the corresponding Member. Company-level custom fields (industry, employee count, website) migrate as additional Tags or merge fields if the customer requests them. This loses the relational structure (Contacts without a Company lookups to a parent Account) but preserves the company name on each subscriber record.

SalesCaptain distinguishes Leads from Contacts. We attach the original lead status as a Tag (format: lead_status:Qualified) on the corresponding Member. Any lead score value migrates as a merge field (LEADSCORE) so the customer can create Mailchimp Segments based on lead quality. Leads that have no corresponding Contact record (only in SalesCaptain, not in Mailchimp) are extracted as standalone Members with a Tag indicating their source object.

Message threads, SMS, and voice conversations from SalesCaptain have no Mailchimp equivalent. We export the full conversation history as a structured JSON archive (one file per Contact, keyed by contact email) and deliver it alongside the Mailchimp import. The customer may choose to upload this archive to a separate system (Google Drive, SharePoint, a custom knowledge base) or use it as a reference during manual record review. We flag this limitation upfront so the customer can decide whether the conversation archive satisfies their audit or compliance needs.

SalesCaptain user and team member records export with role assignments and email addresses. Mailchimp does not have a Team Members concept beyond Account Collaborators. We extract the SalesCaptain user list and attach owner Tags to the Members they are assigned to in SalesCaptain (owner:[email protected]). The full user roster is delivered as a JSON file for the customer's admin to map against Mailchimp Account Collaborators if needed.

SalesCaptain custom field definitions and values migrate to Mailchimp Merge Fields within the target Audience. We pre-create the Merge Field schema in Mailchimp before import, mapping SalesCaptain field types (text, number, date, picklist) to Mailchimp merge field types (text, number, date, dropdown). Mailchimp allows up to 40 Merge Fields per Audience; if the customer exceeds this, we prioritize the fields actively used in segmentation and export the remainder as a JSON properties archive attached to each Member record.

SalesCaptain Automation Flows are not accessible via API and cannot be migrated as code. During discovery, we document every active Automation Flow with its trigger conditions, actions, and filter logic in a Workflow Inventory worksheet. Mailchimp's Customer Journey builder handles email automation but uses a different trigger model (signup, purchase, date-based) rather than CRM field-change triggers. The customer's admin rebuilds workflows manually post-migration using the inventory as a reference guide.

SalesCaptain Stages (Leads, Customers, Tech Issues, or custom categories) are visual pipeline stages in the shared inbox. We attach the Stage name as a Tag on each Contact Member (format: stage:Customer). If the customer uses Stages for workflow routing in Captain Labs, those automations are documented in the Workflow Inventory and do not migrate.