Migrate from webCRM to Mailchimp

webCRM Contacts map to Mailchimp Subscribers within a target Audience. We extract Persons from the Overviews export with email, first name, last name, phone, address, and any custom fields. Email address serves as the primary subscriber identifier and dedupe key. Subscribers are imported via the Mailchimp Members API endpoint with status set to subscribed for active records and cleanup of bounced or unsubscribed records using the suppression list import step from Mailchimp's own migration guide.

webCRM Organisations have no direct equivalent in Mailchimp's flat Audience model. We map each Organisation name to a Mailchimp Tag applied to all Subscribers belonging to that Organisation, preserving the company association as a segmentable attribute. If the customer requires Organisation-level reporting in Mailchimp, we alternatively create a custom text merge tag (FNAME_ORG or similar) that stores the Organisation name on each Subscriber record. The customer selects the strategy during scoping.

webCRM custom fields on Persons (drop-downs, text, numbers, dates, checkboxes) map to Mailchimp Merge Tags. We extract the full custom field schema during scoping, then create matching merge tag fields in the Mailchimp Audience before import. Drop-down fields map to Mailchimp drop-down merge tags; multi-select fields map to Mailchimp interest-group tags; date fields map to date merge tags. Text and number fields map directly. We do not create merge tags for fields that are empty on more than 80 percent of records; those fields are noted and optionally skipped to keep the Audience schema lean.

webCRM Deals represent pipeline opportunities with stage, value, and probability. Mailchimp has no pipeline or deal object. We flag Deals as non-transferable functional records and produce a written Deal inventory (Deal name, associated Contact, value, stage, and close date) that the customer's team can use to recreate deal context as Mailchimp notes attached to Subscriber records or as a separate spreadsheet for CRM re-adoption. Some teams choose to migrate deal value as a numeric merge tag for segmentation, which we support as an optional configuration.

webCRM maintains a Product Database with pricing and description fields that link to Deals or Deliveries. Mailchimp has no product catalogue. We extract Products as a standalone export and optionally map active product associations to Mailchimp Tags on the Subscriber (e.g., tagging subscribers who have purchased a specific product category). The customer defines the product-to-tag strategy during scoping. A full product catalogue export is delivered as a CSV for manual reference.

webCRM Tasks linked to Contacts map to Mailchimp Notes on the Subscriber record. We export Tasks with the original timestamp, subject, and description, then attach them as chronological notes via the Mailchimp Notes API. Task status and assignment fields are not transferable because Mailchimp has no user-assignment or task-status model. Tasks without an associated Contact are flagged as orphaned and excluded from the primary import.

webCRM Deliveries are exported in webCRM Delivery XML format via the Zynk connector. The nested XML structure (order header with line-item detail) is flattened into tabular order records during transformation. Order summary information (order date, total value, order status) is optionally mapped to Mailchimp Subscriber notes or tags for teams that want purchase history visible against the contact record. Mailchimp does not have a native order management or invoicing object.

webCRM Automation Module stores time-based and event-triggered workflows internally with no public export endpoint. These automations cannot be migrated as functional records. We document every active webCRM automation (trigger type, conditions, actions, target object) during scoping and deliver a written inventory with recommended Mailchimp Customer Journey equivalents for each rule. The customer's marketing team rebuilds Customer Journeys post-migration. Budget approximately 1-2 hours per automation rule for rebuild.