Migrate from Timefold to Mailchimp

Timefold tenants hold members and planning models. Each tenant maps to one Mailchimp audience. If Timefold has multiple sub-tenants with separate contact lists, those become separate Mailchimp audiences with independent contact limits and suppression lists. Each audience inherits its source tenant's name and can be labeled in Mailchimp for straightforward identification during campaign setup.

Timefold members with email addresses map to Mailchimp contacts. Member ID is stored as a custom merge field for traceability. Members without email addresses are flagged for manual review — Mailchimp requires an email address for every audience member. You can provide missing emails before migration or elect to exclude those records from the import entirely.

Any tags applied to members in Timefold (for team, role, or skill grouping) transfer to Mailchimp as contact tags. Mailchimp supports multiple tags per contact with no tag limit, so the full taxonomy maps intact. After migration, you can use these tags in Mailchimp segments and Customer Journeys to trigger targeted campaigns based on the original Timefold groupings.

Timefold custom fields on members (e.g., department, location, skill certifications) map to Mailchimp merge fields. Field types are translated: text fields become TEXT merge fields, date fields become DATE merge fields, and pick-list values become dropdown merge fields. If a custom field contains an array, we flatten it into a comma-separated TEXT field for compatibility.

If Timefold stores explicit opt-in or unsubscribe states, those map directly to Mailchimp's subscribed, unsubscribed, or cleaned statuses. Unsubscribed and bounced addresses are migrated as suppression records so they are never re-imported as active contacts. This ensures your audience stays compliant with email marketing regulations and avoids penalizing your sender score for sending to previously opted-out addresses.

Timefold planning models, constraint definitions, and solver configurations have no Mailchimp equivalent. We export the full model configuration as a structured JSON file that your team can use to document scheduling logic or hand off to a Timefold consultant if you retain the platform for part of your stack.

Historical shift assignments, route plans, and solver output logs are scheduling-specific and do not translate to Mailchimp. These records are excluded from the migration scope. If shift data contains contact-referenced notes (e.g., customer visit logs), those notes can be extracted as contact activity history.

Timefold tenant-level roles and permissions have no direct mapping in Mailchimp's audience model. We document role assignments in a CSV reference export for audit purposes, but these must be reconfigured in Mailchimp's account-level user management. Your Mailchimp admin can then assign appropriate access levels and team permissions based on the exported CSV, aligning with your organization's workflow.

Files attached to Timefold planning records or shift documentation cannot be imported as Mailchimp contact attachments. If files are critical reference material, they should be exported separately and linked from contact profiles via Mailchimp's website or landing page integrations. This approach keeps your contacts tidy while preserving all relevant documentation for future reference.

Any engagement history stored in Timefold (e.g., communications tied to scheduling events) maps to Mailchimp contact notes. We preserve the original timestamp and author. For high-volume activity logs, we summarize into a single contact note rather than creating individual activity records.