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MailChimp CRM Integration

MailChimp is a web based email marketing solution. Once you have MailChimp, you can link your Capsule account with your MailChimp account to enable:

  • Exporting a list of Capsule contacts to a MailChimp mailing list
  • Adding a Capsule contact to a MailChimp mailing list
  • Removing a Capsule contact from a MailChimp mailing list

Set up MailChimp integration in Capsule

  1. If you don’t already have a MailChimp account, you can sign up for free here, and be sure to create a new mailing list in MailChimp ready for your Capsule contacts to be exported into.
  2. Allow Capsule to access your MailChimp account:
    • Open the MailChimp API Key page.
    • Copy the API key.
    • Go to your Capsule Settings Integrations MailChimp.
    • Paste the API key into the field.
    • Click Enable Integration.

Note

If you ever need to update the MailChimp API key then you need to disable the integration first and then enable it again with the new key.

Add a list of contacts from Capsule to MailChimp

To add a list of contacts from Capsule to MailChimp, go to People & Organizations List Create a new list and filter for the contacts you want to export to MailChimp > Show Results. Now you have the option on the right hand side to Update Mailing list.

You will now be presented with your MailChimp lists and you can choose which list to add the contacts to. Click the Email button, choose Update MailChimp List and the contacts will be added to/updated on that list in MailChimp.

Once the contacts have been added or updated to your MailChimp list, you’ll receive an email to confirm how many contacts have been sucesfully added/updated, along with information about how many contacts have failed to be added.

For any contacts that have failed to be added because the contact has already unsubscribed from your list, Capsule will tag them with MailChimp:unsubscribed. You may find that some contacts are tagged with MailChimp:invalid, there are several reasons why that might happen that we’ve outlined here.

You can easily find these contacts by clicking the links in the email that you’re sent.

Note

MailChimp only allows one email address per subscriber. If you have more than one email address on your contact in Capsule then only the first one will come across to the MailChimp subscriber.

Remove a Capsule contact from a MailChimp list

To remove a contact from a MailChimp list:

  1. Go to the contact > use the Actions menu and click the option to Manage Mailing list.
  2. Then click the button to Remove next to the list you want to remove them from. This can only be done for individual Capsule contacts. Not for a list of contacts.

Tips for ensuring your Subscribes & Profile Updates are stored in Capsule correctly

  • Ensure your mailing list has the merge tags |EMAIL|, |FNAME| and |LNAME| for the contacts email address, first name and last name. For best results make the FNAME and LNAME fields required.
  • Address, Website and Phone fields will be added as additional contact details to your contacts.
  • MailChimp date & text fields will be loaded into date & text custom fields in Capsule where the field label (not the MERGE Tag) in MailChimp matches the custom field label in Capsule.
  • Other fields are stored as a note on the contact history.

How to get Tags over from Capsule to MailChimp

Tags in Capsule translate to Groups in MailChimp. Here’s what you need to do:

In your list in MailChimp, set up a group with a name (not Category) that matches the tag names you use in Capsule. When you then add contacts from Capsule to MailChimp, the contact will be added to the group with a name corresponding to their Capsule tag.

Note

Note that there is a limit of 60 Groups for each list in MailChimp.

MailChimp Webhook integration

Use the MailChimp webhook integration to update your contacts in Capsule when changes are made in your MailChimp account.

  • Tag contacts that have unsubscribed or whose email address is no longer valid.
  • Add new mailing list subscribers from MailChimp as contacts in your Capsule account.
  • Record a note on a contact in Capsule when contact’s details are changed for the corresponding contact in MailChimp.

Each time an update has been made to Capsule a task is also created for you to check that update in Capsule.

Getting Started

The MailChimp Webhook integration is setup separately for each mailing list you want to use it on. Here’s how to do that:

  1. First the normal MailChimp integration needs to be setup in your Capsule account.
  2. Once that’s all setup then go to the Capsule Settings Integrations MailChimp and switch to the MailChimp Webhooks tab.
  3. On that page you’ll see all your MailChimp mailing lists. Next to each list there’s a button to Add Webhook. Use that button for the list you’d like to setup the Webhook for.
  4. Now you get the option to choose which Capsule user will be assigned any follow-up tasks from the MailChimp updates. Choose the user, click the button to Add Webhook and you’re all done.

Note

The MailChimp Webhook integration requires a professional Capsule plan. If you’d like to upgrade your account you can do that by following these instructions.

Alert

When using the MailChimp webhook integration, each time a subscriber is added or edited, a task is created in Capsule for you to check the new contact. Beware that importing a big list of contacts into MailChimp or bulk updating a mailing list will therefore result in just as many tasks added in Capsule. If you need to import or bulk update contacts into MailChimp then we recommend that you disable the webhook integration on that list first.

MailChimp Integration FAQ

Can contacts sign up to a mailing list through my website?

Contacts can enter their details directly into Capsule from your website using the Website Contact Form integration.

We recommend you apply a tag when loading contacts into Capsule and use this tag to select contacts for exporting to MailChimp.

You can also import your contacts into Capsule using web forms on your Wufoo or MailChimp accounts.

How do I import contacts into Capsule from my existing MailChimp lists?

  1. Go to the list in MailChimp and select all the subscribers you want to export.
  2. Then use the Export button to create the export.
  3. After that, go to Manage Subscribers Subscriber exports, tick the box next to the export and use the Export As CSV button.
  4. The MailChimp export file can then be loaded onto Capsule using the CSV import.

How do I export interest groups for list segmentation?

Interest groups on contacts in MailChimp can be populated using Capsule tags. Set the tag name in Capsule to be the same as the interest group name you have used in your mailing list.

My lists have |MERGE| tags - can I use them?

You can export contact details into merge tags in addition to the default email, first and last name fields. Follow these tips to make the matching process automatic:

  • Make the |MERGE| tag label the same as the corresponding custom field in Capsule.
  • Text |MERGE| tags can be mapped with custom text fields.
  • Date |MERGE| tags can be mapped with custom date fields.
  • Drop down |MERGE| tags can be mapped to custom list fields. Make sure that the drop down title maches the custom field name in Capsule and that each option exactly matches the list items in Capsule.
  • Address |MERGE| tags can be mapped to the full Capsule address.
  • Other standard fields include Phone Number, Organization Name and Job Title.
  • Radio button |MERGE| tags are not supported.

Alert

There’s not a way to get separate zip code fields across. You have to use the full Address.

What can cause the MailChimp:invalid tags?

When adding contacts from Capsule to MailChimp it can happen that some contacts get tagged with MailChimp:invalid. This tag is added when MailChimp tells Capsule that the contact isn’t a valid subscriber. This can happen for one of a few different reasons:

  • The contact doesn’t have an email address on it at all. MailChimp requires all contacts to have an email address.
  • The contact doesn’t have a valid email address e.g. it’s missing an @-sign or a .com on the end.
  • The contact has a role-based email address. A role based address is any email that starts with admin@... or support@... for example. See MailChimp’s full list here.
  • The subscriber is flagged as cleaned in MailChimp. That means it has hard or soft bounced.
  • There’s a required field in the MailChimp list that isn’t met by the details coming through from Capsule.

Enable Capsule integration in MailChimp

Setting up the integration

  1. In MailChimp, go to Account Integrations.
  2. Find Capsule in the list and click to enter your Capsule subdomain name and your authentication token. To find your Capsule authentication token, in Capsule, go to My Preferences API Authentication Token.
  3. Click connect.

Import Contacts

Import the contacts to a list in MailChimp you need to do the following:

  1. Open the list screen in your MailChimp account.
  2. Use the Add Subscribers menu and click the option to Import Subscribers.
  3. Select Capsule from the grid of options.
  4. Click the Import list button.
  5. Now match the columns in your uploaded list to your MailChimp list.
  6. Hit the Import button and now ALL your Capsule contacts will be imported to your MailChimp list.

Add Campaign Stats to Capsule

You can also enable MailChimp Campaign Tracking info to be added as notes to your contacts in Capsule.

  1. Go to the Campaign you want to track.
  2. Edit the Campaign.
  3. In the Setup step, expand the Tracking option.
  4. Under Capsule tracking tick the box for Track member activity.
  5. Hit the Save & exit button and you’re done.

Now the campaign stats for each contact will be added to that contact’s notes in Capsule.

Using PieSync with Capsule and MailChimp

While neither Capsule nor MailChimp have their own 2-way contact sync, there is a 3rd party service called PieSync that offers 2-way sync between Capsule and MailChimp. If you’re interested in using that then you can check out PieSync right here).

Alert

If you’re using PieSync to do that then you should disable the MailChimp integration in Capsule and the Capsule integration inside MailChimp so they don’t clash with what PieSync is doing.