This article describes how to set up a deep Pipedrive-Mailchimp integration with Outfunnel's App connector. If you use ActiveCampaign, see this article instead.

This article covers:

  1. Common frustrations

  2. How the 2-way Pipedrive-Mailchimp connection works

  3. How to sync contacts between Pipedrive and Mailchimp

  4. How to record email engagement from Mailchimp to Pipedrive

  5. Tips, observations, and useful definitions

The most common frustration that people have when using both Pipedrive and Mailchimp? It’s not automatic and only syncs one-way.

While Pipedrive’s native Mailchimp integration does make it easy for you to add Pipedrive contacts to Mailchimp, it involves manual work and the data about opens and clicks does not loop back to Pipedrive. It’s ‘stuck’ in Mailchimp.

One of the things Outfunnel allows you to do is to “complete the loop” and make sure that your Pipedrive account is automatically updated when Mailchimp is (and vice versa).

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How the 2-way Pipedrive-Mailchimp integration works

  • Make all Pipedrive contacts or subset(s) you define with filters available in a Mailchimp Audience along with your fields and custom fields.

  • Keep the two databases in sync going forward. E.g. if a custom field is updated, this is recorded in Mailchimp automatically.

  • When people open or click on email campaigns, this data will be recorded on contact profiles in Pipedrive. Outfunnel supports Mailchimp single email campaigns and automations. Workflow journey support is coming soon.

  • New Mailchimp subscribers can be copied to Pipedrive as Contacts. Alternatively, new contacts can be copied to Pipedrive only when they open or click on an email campaign.

pipedrive mailchimp

How to sync contacts between Pipedrive and Mailchimp

Outfunnel provides a two-way sync

  • Sync contacts from Pipedrive to Mailchimp and keep them updated

  • Copy new Mailchimp subscribers to Pipedrive automatically

How to sync contacts from Pipedrive to Mailchimp and keep them updated

Watch this quick integration how-to video or follow the steps below.

1. Once you’ve signed up to an Outfunnel account go to Outfunnel > App connector and authenticate Pipedrive and Mailchimp as per on-screen instructions, if you haven't done so already. Select the tools and click on Create connection.

2. Choose whether to sync all Pipedrive contacts or only contacts you’ve defined with a Pipedrive Person filter. Your Pipedrive People filters will be visible if you click on the dropdrown menu. As you are syncing contacts, not Deals, then only Pipedrive People filters are visible in Outfunnel. Learn how to set up Pipedrive People filters.

3. Next, choose which Mailchimp Audience you’d like the contacts to be synced to. You can sync different Pipedrive filters to different Mailchimp Audiences (eg. separate email lists for different regions or pipeline stages) or you can sync multiple Pipedrive filters to the same Mailchimp Audience (eg. a filter with open Deals for each sales rep, all synced to one big newsletter Audience)

4. Finally, select which fields or custom fields you’d like to sync to Mailchimp. You can choose up to 30 fields from all your Person and Organization fields and custom fields.

  • It takes 2-5 minutes for your chosen Pipedrive contacts to appear in Mailchimp.

  • Multiple option fields need to have the options pre-created in Mailchimp (case insensitive)

How to copy new Mailchimp subscribers to Pipedrive automatically

New Mailchimp subscribers are not copied to Pipedrive by default. If you’d like to create new contacts in Pipedrive when they are subscribed to one of Mailchimp audiences, simply set up a rule under the "Sync Contacts" tab.

  1. Choose the Mailchimp audience to track

  2. Assign the default contact owner

  3. Then, set up field mapping if you haven't already

Once a contact is created in Pipedrive, a "Contact Created" activity is added under the contact profile.

Note that currently, Outfunnel creates contacts in Pipedrive. Lead creation support is coming soon.

How to record email engagement from Mailchimp to Pipedrive

Note: Outfunnel supports recording engagement from Mailchimp single email campaigns and automations. Workflow journey support is coming soon.

If you've already set up a connection, skip to step number 2.

1. Go to Outfunnel > App connector, select Pipedrive and Mailchimp and click on Create connection.

2. Click on the Record engagement tab. Here, choose the Mailchimp audiences for which you’d like to record email activities (opens, clicks, unsubscribes, etc). Then choose if you'd like to record these as Activities or Notes in Pipedrive.

You can change these settings at any time by clicking on edit button of the connection in the App connector.

That’s it! You’re ready to start sending email campaigns from Mailchimp and seeing activities recorded in Pipedrive.

Tips, observations, and useful definitions:

💡 Outfunnel supports two ways to manage your contacts between Pipedrive and Mailchimp

  • Option A. Master database of all contacts in Pipedrive, contacts synced to Mailchimp for emailing via Outfunnel. To enable this, first collate your whole contact list (Pipedrive + Mailchimp) into Pipedrive and sync all contacts, or a selection you define with Pipedrive filters, into Mailchimp with Outfunnel.

  • Option B. Contact list in Mailchimp is separate from prospect/customer list in Pipedrive. If a contact, defined by their email address, exists in both Pipedrive and Mailchimp, we log email engagement to Pipedrive to the right contact.

💡 Best results with a new Audience. We recommend setting up a brand new Mailchimp Audience to ensure everything works flawlessly, but syncing data to an already existing Audience works as well in most cases.

💡 Sync frequency. Outfunnel syncs some data instantly and some every 4 hours (approximately). You can force a sync when you click on the “Sync now” button of the connection in the App connector.

💡 Activities are added to my calendar. Please note that if you've set up calendar sync in Pipedrive, then all activities are automatically added to your Google or Outlook calendar. To turn this off simply uncheck Outfunnel activity types in Pipedrive > Company Settings > Calendar Sync

These are the types that Outfunnel creates: Newsletter Sent, Newsletter Opened, Newsletter Clicked, Newsletter Bounce, Newsletter Unsubscribe, Contact Created, Newsletter Reply, Form Submitted, Visited Website

💡 Unsubscribe recording. Outfunnel only records end-user initiated unsubscribes in Pipedrive and manual unsubscribes in Mailchimp are not recorded. When a contact is unsubscribed manually but they still match a filter in Pipedrive that is targeted by an automation, then Outfunnel will resubscribe them in Mailchimp. If you'd like to manually remove a contact in Mailchimp, they need to be permanently deleted under the contact profile in Mailchimp

Learn more about the best ways to manage unsubscribes and bounces.

💡 Archived contacts. Outfunnel unarchives contacts in Mailchimp once they match the target connection rule segment. To avoid resubscribing archived contacts, simply unsubscribe them from Mailchimp or remove them from the Pipedrive segment.

💡 Email activity is registered on a Contact level as well as a (single) Deal level. When you send an email campaign to someone, or they open or click in an email, this is registered independently of the deal stage or pipeline in their Contact profile. This is also registered in a Deal in the pipeline you can define in the Mailchimp to Pipedrive Automation setup screen.

💡 Make edits in Pipedrive only. Outfunnel currently treats Pipedrive as the “single source of truth”, and any changes you make in Pipedrive will be reflected in Mailchimp. This doesn’t work the other way around. If you’d like to edit contents of a field in Mailchimp, please make the changes in Pipedrive and let Outfunnel take care of syncing this to Mailchimp.

💡 Supported field types. Outfunnel currently supports syncing the following field types: text, numbers, single selection fields, multiple selection fields, phone numbers, dates, addresses and monetary values.

Please note that multiple selection fields are synced to Mailchimp as a text field as Mailchimp does not offer this field type.

💡 Supported campaign types. Outfunnel comprehensively tracks and records data for Mailchimp’s Regular and Automation campaigns, also A/B tests.

💡 Notifications. If you’d like to receive email notifications about people opening and/or clicking your newsletters, you’ll need to turn on Email notifications feature in Pipedrive. (See how). Once enabled, each user can turn on Email notifications by going to Settings > Personal > Preferences > Notifications.

Do you use web forms to collect leads to your lists? See the following integrations to automate lead capture sync to Pipedrive:

Don't see your preferred web forms listed above? Browse the upcoming connections and sign up for early access.

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