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CapsuleCRM and Mailchimp

Frans Leys

Are you using CapsuleCRM & Mailchimp side by side? Did you wish they play nice with each other? You’re not alone.

PieSync’s sync engine helps you create an intelligent connection between CapsuleCRM and Mailchimp… and nearly 200 other cloud-based apps in real time.

Didn't CapsuleCRM already have a built-in integration?

Yes they have. Capsule CRM provides a Mailchimp integration out of the box and it's pretty pretty pretty good.

However, it is in fact only a one-way sync. It moves Capsule contacts in Mailchimp, but not the other way round. Their FAQ explains how you can use a CSV to move contacts into Capsule, but at PieSync that's not a process we're a big fan of.

Another downside is that their sync does not support syncing into Mailchimp's custom fields, and doesn't yet manage Mailchimp's tags, reverting to the "groups" instead.

If you want to take more control of how your Mailchimp existing & future subscribers sync into Capsule, and how your customers sync into various audiences in Mailchimp, PieSync will give you those tools.

Where does PieSync help?

PieSync does a 2-way sync between Mailchimp and CapsuleCRM. But it’s more than a simple scheduled import/export. Prior to moving contacts from one side to the other, PieSync’s sync technology will check several things:

  • Who is in the CapsuleCRM database?
  • Who is on which Mailchimp list?
  • Who is in both apps?
  • Who should be subscribed? Who shouldn’t be subscribed at all?

This scan is needed so the sync can also act on historical data. Then, according to the sync rules you specify, PieSync will truly match up your CapsuleCRM's database with the lists in Mailchimp.

Of course, importing & exporting cannot be a one time thing. Contacts evolve constantly. PieSync keeps them in sync moving forward.

PieSync’s easy setup comes with a complete mapping interface to translate CapsuleCRM's properties to Mailchimp merge tags & regular tags. Manage group membership in Mailchimp, change fields in CapsuleCRM based on Mailchimp behavior, etc.

“PieSync will update both databases when you have a new subscriber in either system, and it will constantly check for updates to overwrite the information whenever a change is made.”

This means you won’t have to worry about manually import/export data ever again or about having duplicates or outdated data!

Sounds great! How do I get started?

If you haven't already, setting up a sync between CapsuleCRM & Mailchimp is as easy as following this link. A one time operation involves authorizing both apps at this stage, which is super easy. A popup will open inside PieSync and you just log in to both platforms respectively. This brings you to the sync setup, where you can leave everything to its default settings, or really dial in some custom syncs.

The connection can be adjusted in several ways. The default setting of a sync is always a 2-way sync. This means you allow PieSync to transfer changes you make to contacts in Capsule as well as in Mailchimp. We recommend you to keep this 2-way setting. However make sure you understand the two rules that you start off with by default.

  • All contacts in Mailchimp will go into Capsule, so that may include subscribed members, unsubscribed customers, ... anything.
  • All contacts in Capsule will go into Mailchimp, so you're running the risk of putting people on a newsletter that they didn't sign up for.

To avoid those unwanted scenarios, use the filters, or you can turn off any of these two rules if they don't fit your workflow.

What are filters & actions?

Filters & actions allow you to really dial in the sync settings. For instance, consider the following example where contacts with the tag 'Newsletter' in Capsule are matched up to the Group 'Subscriber' in Mailchimp. This is assuming you are keeping track of whether or not someone opted in to your newsletter through a tag on the contact. So not only will they sync into Mailchimp, the tag in Capsule will link the subscriber to a specific group in Capsule. Want to give them a tag rather than a group? PieSync supports them too.

There is a toggle at the bottom of this rule meaning you can also consider the rule in the other way around. Depending on the group in Mailchimp, some contacts will be synced and tagged to Capsule, and others will be kept out of scope. These IF-THEN rules are easy to create and the above is just an example. There are endless possibilities.

Another example, specifically for the European audiences, is to have your syncs help in GDPR compliancy. As your signup forms include different GDPR boxes, you can start capturing these in your sync to have them update a tag, or a custom field in Capsule CRM. The opposite is true as well - if you happen to capture GDPR opt in through a different system, you can have PieSync set set up the permission properly for your subscribers in Mailchimp.

How do I follow up my sync?

The progress of your sync can be followed on your dashboard as shown below - you can see contacts being created on both sides, where updates are happening, and you can always pause the sync at any time.

Using Piesync, the two databases will look exactly the same following the rules as you laid them out. Also, you don’t have to worry that any of your data is out of date, since everything syncs every 5 minutes.

Want to discover more?

Combined Shape

You can find more information about Mailchimp and CapsuleCRM on their respective support articles. We covered Mailchimp & Capsule in blogposts such as '3 Users Explain the Power of Combining Capsule and Google Contacts' and 'Optimizing syncing with Mailchimp'.

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