Migrate from WennSoft to Mailchimp

Each WennSoft customer record with a contact email becomes a Mailchimp subscriber. WennSoft customer number is stored as a merge field (CUSTNUM) so each subscriber can be traced back to the originating account. If a customer has no email, it is excluded from migration and flagged in the pre-flight report.

WennSoft contact name, email, phone, and job title map directly to Mailchimp's FNAME, LNAME, EMAIL, and PHONE merge fields. The primary contact flag in WennSoft determines which contact email is used as the subscriber key in Mailchimp when multiple contacts exist per account.

WennSoft locations (service addresses attached to customers) are too granular for Mailchimp's flat subscriber model. We map the primary service address to a LOCATION merge field and apply location-based tags so segments can filter by geography. Secondary addresses are serialized to JSON and stored as a subscriber note.

Mailchimp has no native equipment registry. Equipment make, model, and serial number from WennSoft are mapped to a custom merge field (EQUIPMENT) on the subscriber record. If multiple pieces of equipment are associated with one contact, they are stored as comma-separated values or serialized JSON per the contact count.

Service call records, call status, technician assignments, and resolution notes have no equivalent in Mailchimp's audience model. We do not migrate these. If operational reference is needed, a separate service history export is provided as a CSV alongside the Mailchimp migration.

TimeTrack records capture labor hours, billable rates, and cost accumulation tied to individual service calls. These are WennSoft operational metrics used for job costing and technician productivity analysis. Since Mailchimp does not track time or labor data, TimeTrack entries are left in WennSoft and excluded from the Mailchimp migration output. A separate time-tracking export is available as a supplementary file for payroll or billing reconciliation if needed.

WennSoft extended pricing rules (billing amount and markup costs based on call type, problem type, equipment type) cannot be expressed as standard Mailchimp merge fields. We serialize these rules to a JSON object and store it as a subscriber note for reference, so billing context is preserved even though it cannot drive Mailchimp automations.

Unbilled cost reports contain labor, parts, and overhead amounts for service calls that have not been posted to an invoice. These represent open financial obligations in WennSoft. Mailchimp does not function as a billing or accounts-receivable system, so these records cannot be represented as subscriber attributes. Unbilled cost data remains in WennSoft as the financial system of record, with a separate export provided for accounting review.

WennSoft email preference settings (opt-in, opt-out, bounced, suppressed) map directly to Mailchimp member status values (subscribed, unsubscribed, cleaned). Bounced addresses from WennSoft are imported as cleaned members in Mailchimp to permanently prevent re-sending, even if the contact reappears in a future delta import. This mapping protects sender reputation and ensures compliance with email marketing regulations.

WennSoft custom fields on customer records are mapped to Mailchimp merge fields. Field names are truncated to 30 characters, spaces replaced with underscores, and special characters removed to conform to Mailchimp's merge field naming rules. Up to 40 merge fields per Mailchimp audience are supported, and the original WennSoft field name is preserved in metadata for audit purposes.

Posted and unposted invoices, billing amounts, and cost-plus margins are WennSoft financial records tied to completed or pending service work. Mailchimp does not store invoice data or financial history — its subscriber model focuses on contact information and engagement metrics. Invoice records remain in WennSoft as the financial system of record, with a complete billing history export available as a supplementary CSV for audit or reconciliation purposes.