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Insightly and Mailchimp

Frans Leys

Syncing Insightly with Mailchimp

Insightly is one of the leading CRMs for small businesses. This powerful and user-friendly tool has all the right functionality and it gives you the option to integrate with other popular cloud apps such as Google Apps, MailChimp and social media. On the other hand, Mailchimp is an extensive email marketing tool, and probably the most versatile out there! Targeted campaigns, newsletters, and automated messages together with a broad range of excellent and customizable templates and pre-made campaigns will make this a breeze.

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

Importing contacts directly from Mailchimp

Insightly offers the opportunity to import contacts or leads directly from Mailchimp. You select a certain audience and a certain segment to import.

All the selected contacts will go from Mailchimp into Insightly and once the import is finished, you receive an email. All these contacts will be tagged with "MC_" followed with the contact name. Insightly will check first if there is a duplicate, if there is one, the contact won't be imported or updated.

However, it's just a one-way sync and is lacking some controls.

Where can PieSync help?

PieSync helps to make an intelligent real time connection between Insightly and any other app like Mailchimp. Prior to moving contacts from one side to the other, PieSync’s sync technology will check several things:

  • Who is in the Insightly 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 Insightly'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 Insightly's properties to Mailchimp merge tags & regular tags. Manage group membership in Mailchimp, change lead statuses in Insightly 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 set up this sync?

If you haven't already, setting up a sync between Insightly & 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.

For Insightly, you first have to choose if you want to sync your contacts or your leads. If you want to sync both, just set up a second sync.

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 Insightly 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 Insightly, so that may include people who've unsubscribed in the past.
  • All contacts in Insightly will go into Mailchimp, so you're running the risk of subscribing people that didn't give you opt-in permission at all.

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 in the Mailchimp Group ‘Newsletter Pie’ are tagged with Pie Lover in Insightly.

There is a toggle at the bottom of this rule meaning you should also read the rule in the other way around. Depending on the tag in Insightly, some contacts will be synced to Mailchimp, and others will be kept out of scope.

These IF-THEN rules are easy to create and the above is just an example.

Once the sync is running, every contact that you add or edit that matches your filters, will get synced to the other side in no more than 5 minutes.

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.

Still have a question?

Combined Shape

You can find more information about Mailchimp and Insightly on their respective support articles. Or you can read other interesting blogposts like Optimizing syncing with Mailchimp.

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