Migrate from XSale to Mailchimp

Discovery and data audit

We audit the XSale instance for Rep, Route, Visit, Order, and pre-order transaction volume. We identify custom fields on each object, any multi-select or picklist fields requiring Merge Field creation, and the email coverage rate on Rep records. We pair this with a Mailchimp plan review to confirm whether the customer's target plan supports e-commerce API (required for order migration). The discovery output is a written migration scope with record counts per object, a custom field inventory, and a plan upgrade recommendation if needed.

Email reconciliation and enrichment queue

We extract every XSale Rep record and separate those with valid customer emails from those without. Reps with valid emails proceed to Contact mapping. Reps without customer emails go to a reconciliation queue with a count and sample. The customer provides a lookup table (Rep ID to customer email) or approves an enrichment step using a third-party enrichment service. Migration cannot proceed past this step because Mailchimp Contacts require an email address.

Merge Field schema design in Mailchimp

We pre-create Merge Fields in Mailchimp corresponding to every custom field on XSale Visit and Order objects plus any structured fields we are mapping (route_name, visit_outcome, visit_date, order_total, last_visit_date, visit_count). Merge Fields deploy via the Mailchimp Marketing API before any Contact or Order data import. We validate Merge Field types match XSale data types (date fields as date Merge Fields, numeric fields as number Merge Fields).

Tag and Group taxonomy configuration

We configure the Route-to-Tag/Group mapping according to the design decision made during discovery. If Tags are used for rep-assigned routes, we create Tags for each Route name. If Groups are used for territories, we create Groups. Stop sequences within routes create sub-Tags or a numeric Merge Field on each Contact. This configuration happens via Mailchimp API before Contact import so that Contacts land with the correct Tags applied.

Contact and Purchase Event migration

We run Contact migration via the Mailchimp Marketing API with email dedupe enabled. Each Contact lands with the correct Tags from Route mapping, Merge Fields from Visit and custom field data, and a link to the original XSale Rep ID for audit. Order data migrates via the Mailchimp E-commerce API after Contact migration completes, with line items attached to the matching Contact by email. Each phase emits a row-count reconciliation report.

Validation, segmentation handoff, and automation rebuild inventory

We validate Contact counts match XSale Rep counts (excluding the reconciliation queue), Order counts match XSale Order counts, and Tag coverage matches Route counts. We deliver a segmentation strategy document recommending Mailchimp Segments based on the migrated Route and Visit data. We deliver a written inventory of XSale route-based triggers and visit-outcome automations that require rebuilding in Mailchimp Customer Journeys. We do not rebuild automations as part of the migration scope.