Migrate from Upvio to Mailchimp

Upvio client records map 1:1 to Mailchimp contacts. Email address is the primary key in both systems. We match by email, flagging duplicates and inactive statuses before import. Clients without an email address are excluded and surfaced in a gap report.

Upvio date-of-birth maps to Mailchimp's dedicated BIRTHDAY merge field, which requires MM/DD format. We transform ISO dates from Upvio into Mailchimp's required format during import. The transformation handles two-digit month and day padding where necessary. Missing DOB values are left blank — Mailchimp's birthday field cannot store placeholder text or null indicators, and attempting to write empty strings will generate validation errors.

Upvio practitioner records do not have a native Mailchimp equivalent. Practitioner names are converted to subscriber Tags on each client record they have an appointment with — for example, a client who saw 'Dr. Sarah Chen' receives the tag 'Practitioner-Dr-Sarah-Chen'. This enables segmenting by provider in Mailchimp campaigns.

Each unique Upvio service name becomes a Tag on the client's contact record. Multiple services per client result in multiple tags on the same record, reflecting the full breadth of services the client has received. This reproduces Upvio's service-association data in Mailchimp's tag segmentation model, allowing you to filter campaigns by service history.

Upvio specialty values (e.g., 'Physiotherapy', 'Mental Health', 'Dental') map directly to Mailchimp Tags using value-by-value mapping. Tags are normalized before import: spaces are replaced with hyphens, special characters are removed, and names are lowercased to comply with Mailchimp's tag naming constraints. The normalized tag names enable reliable segmentation across all specialty categories.

Mailchimp has no native appointment or event object. The most recent appointment date per client is stored as a TEXT merge field in ISO 8601 format (YYYY-MM-DD). Full appointment history is not preserved as dates — it is represented through Tags per appointment type rather than individual date records.

Appointment type values from Upvio — such as 'Initial Consultation', 'Follow-up', 'Vital Scan' — are mapped to Mailchimp Tags per occurrence. A client with three 'Follow-up' appointments receives three identical tags; we deduplicate at the tag level during import to avoid redundant tag proliferation on the contact record.

Upvio appointment status values (Completed, Cancelled, No-show, Rescheduled) become Tags on the contact record. Completed appointments receive the default status tag applied to all contacts with appointments. Non-completed statuses are added conditionally so campaigns can specifically target or exclude clients with unresolved appointment gaps, overdue follow-ups, or cancelled sessions.

Form submission records from Upvio map to Tags indicating which intake or assessment forms a client has completed. The form name becomes the tag identifier (e.g., 'Form-Intake-2024'), preserving the form-completion context from Upvio in Mailchimp without requiring custom fields.

Upvio payment status values — Paid, Pending, Overdue, Refunded — map to Mailchimp Tags. We do not import payment amounts or invoice numbers; only the billing status label is transferred as a tag to support segmentation of active versus delinquent accounts.

Vital sign results, health scan scores, and biometric data from Upvio's Vitals AI module cannot migrate to Mailchimp because Mailchimp is not a HIPAA-covered entity. We set a binary HEALTH_DATA_EXISTS checkbox on the contact record and produce a separate HIPAA-data export report for the customer's compliance team to archive separately.

Upvio's secure messaging thread history has no equivalent in Mailchimp and is excluded from migration. We surface a count of chat records in the pre-migration audit so the customer is aware of what will not transfer. No chat content is exported to protect patient privacy.

Upvio's internal client identifier is stored as a custom TEXT merge field on each Mailchimp contact. This preserves traceability between the source and destination systems, enables delta-run de-duplication, and allows the customer to cross-reference records if Upvio is not fully decommissioned.

Mailchimp's native subscribe date is set at import time, not preserved from Upvio. We store the original client creation date as a custom TEXT merge field so reporting on enrollment tenure is continuous from day one in Mailchimp. This ensures that customer lifetime and engagement reporting reflects the actual patient onboarding date rather than the migration import timestamp.