Migrate from Xapsys CRM to Mailchimp

Xapsys Contacts migrate to Mailchimp Contacts within a designated Audience. The Contact's email address becomes the subscriber key and the primary dedupe identifier. First name, last name, phone, and address fields map to Mailchimp standard merge fields (FNAME, LNAME, PHONE, ADDRESS). Opt-in status is set based on Xapsys communication preferences field; contacts with no explicit opt-in preference are flagged for confirmation email before the audience goes live.

Xapsys Companies do not have a direct Mailchimp equivalent because Mailchimp does not have an Account/Company object. We handle the affiliation in one of two ways during scoping: for organizations that want to preserve company context, we create a Mailchimp Tag named after the Company and apply it to all Contacts belonging to that Company. For organizations prioritizing a flat contact list, we drop the company linkage and document it as a post-migration data enrichment task.

Xapsys classification tags on Contacts map directly to Mailchimp Tags. Each Xapsys tag value becomes a Tag in Mailchimp, and we apply it to all Contacts with that classification. If a Contact has multiple Xapsys tags, it receives multiple Mailchimp Tags. Tags are used for segmentation in Mailchimp so the mapping preserves the segmentation logic that the team built in Xapsys.

Xapsys custom fields on Contact records (beyond the standard name/email/phone/address set) translate to Mailchimp Merge Fields of the equivalent type: text fields to TEXT merge fields, date fields to DATE merge fields, numeric fields to NUMBER merge fields, and picklist fields to either RADIO or dropdown merge fields. We extract the custom field schema from the Xapsys instance during discovery and provision merge fields in the target Audience before import.

Xapsys custom entities vary by deployment and have no direct Mailchimp equivalent. During scoping we extract the custom entity schema, identify which entities are actively used versus historical, and decide per-entity: tag the associated Contact with the entity name, store the entity value as a text merge field, or flag it as requiring a post-migration external reference document. No custom entity migrates as a first-class object.

Xapsys Opportunities (deals with stages, values, and close dates) have no Mailchimp equivalent. Mailchimp does not track pipeline stages, deal values, or sales forecasting. We flag the total count and stage distribution of Opportunities during discovery, export them as a CSV for the customer's admin to load into a spreadsheet or alternative CRM, and document the Opportunity count and field set in the migration inventory report.

Xapsys Documents linked to Companies and Opportunities cannot migrate to Mailchimp. Mailchimp supports file attachments to campaigns and emails but has no document library or attachment-to-contact association. We export the document metadata (filename, linked Contact, linked Company, upload date) as a CSV that the customer's admin uses to repoint document storage to SharePoint, Google Drive, or a dedicated DMS post-migration.

Xapsys workflow rules — automated triggers, stage-change actions, and email sequences — do not export via any documented mechanism. Mailchimp Automation has a different trigger-and-customer-journey model that cannot import Xapsys workflow logic. We catalog every active Xapsys Workflow during discovery with its trigger, conditions, actions, and target audience, and deliver a written automation inventory so the customer's team rebuilds the revenue-critical automations in Mailchimp's Automation builder after go-live.