Migrate from Workpex to Mailchimp

Pre-migration audit and export coordination

We audit the Workpex account to identify every object, custom field, and exportable record type present. Because Workpex has no API, we provide the customer with a detailed export checklist specifying which Workpex reports to run (Leads export, Contacts export, Companies export, Pipeline Stages) and how to split large exports into manageable file sizes. We verify the export file completeness against Workpex UI record counts before accepting the handoff. Any custom fields, WhatsApp data, or call records not visible in standard exports are flagged immediately so the customer can request extended exports or database access from Workpex support before mapping begins.

Field mapping and merge field design in Mailchimp

We map every Workpex field to a Mailchimp native field or custom merge field. Standard fields (email, first name, last name, phone) map directly. Pipeline stages and tags become Mailchimp Tags. Custom fields from Workpex become Mailchimp custom merge fields with type-matched data types. We create the merge fields in Mailchimp before import begins using the Mailchimp API or audience settings UI. For multi-select or boolean fields in Workpex, we define a conversion rule (e.g., multi-select values become comma-separated text in a single merge field or individual Tags applied to the contact). The mapping document is shared with the customer for sign-off before import.

Email hygiene and deduplication

We process the Workpex export files through an email validation pass, separating valid addresses, invalid syntax addresses, bounces, and unsubscribes into separate output files. We deduplicate contacts by email address across all Workpex exports (Leads and Contacts may share email addresses). The clean contact list is the file we import into Mailchimp. Bounced and unsubscribed addresses are imported as suppression list entries in Mailchimp rather than as active contacts, preventing them from receiving future campaigns and protecting sender reputation. Duplicates are consolidated into a single contact record with a note indicating the source merge.

Audience creation and batch import to Mailchimp

We create the Mailchimp Audience (or Audiences if the customer prefers separate audiences for different Workpex data sources) and import the cleaned contact list using Mailchimp's batch import endpoint. For audiences with fewer than 10,000 contacts, we run a single batch import. For larger audiences, we chunk into batches of 5,000 contacts with rate-limit handling. Tags from Workpex pipeline stages are applied during import. Merge field values populate from the Workpex field mapping. We verify the imported contact count against the source file and flag any records that failed import for manual review.

Segment and automation rebuild inventory

We do not migrate Workpex automations, follow-up reminders, or workflow sequences to Mailchimp Customer Journeys because they are different automation models with different triggers and action types. Instead, we deliver a written inventory document that lists every active Workpex automation or reminder, describes its trigger and behavior in Workpex terms, and provides a recommended Mailchimp Customer Journeys equivalent. The customer's admin uses this document to rebuild automations in Mailchimp. We provide a one-hour working session to walk through the inventory and answer questions about Mailchimp automation rebuild.

Validation and cutover handoff

We validate the Mailchimp audience by spot-checking 30-50 randomly selected contacts against the source Workpex export, verifying email address, name, phone, tags, and merge field values. We confirm tag distribution (how many contacts received each pipeline stage tag) and run a Mailchimp list growth report to confirm the audience is contact-clean. We deliver the final migration report, the unmapped fields inventory, the automation rebuild inventory, and a data retention note recommending the customer retains the Workpex export files for 90 days post-migration in case reconciliation issues surface. Cutover is complete when the customer confirms the Mailchimp audience is accurate and signup forms are updated to point to the new Mailchimp audience URL.