2-way Pipedrive-Mailchimp integration

Sync contacts and engagements between Pipedrive and Mailchimp.

Updated over a week ago

While Pipedrive’s native Mailchimp integration does make it easy for you to add Pipedrive contacts to Mailchimp it doesn't sync contact changes from Mailchimp to Pipedrive. Also, 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 show email engagement in Pipedrive -- right where it's most useful for your sales team.

Other things Pipedrive users often struggle with:

  • Some integrations only sync Person fields to Mailchimp (and not Organization fields)

  • Some integrations sync data only one-way

  • Handing duplicate contacts in Pipedrive and archived contacts in Mailchimp is suboptimal by other tools

  • Other integrations create a new contact in Mailchimp if the email address changes in Pipedrive, effectively creating a duplicate contact in your marketing tool.

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How the 2-way Pipedrive-Mailchimp integration works

  • Sync contacts and engagements two-way. Set up the sync based on your specific use case.

  • Comprehensive field Mapping. Sync any default or custom field two-way or in a single direction so you always have the right information available in any app. If any data conflicts arise, you can easily select the conflict winner.

  • Deduplication built-in. Outfunnel creates links based on the email address and we'll automatically cross-reference contacts to prevent duplicate contact entries. If a contact already exist we'll simply link it. If it doesn't we'll create a new contact.

  • Near instant data sync. Outfunnel syncs most data instantly and some within 2 hours.

  • Monitor sync status. Clear overview of the sync health which includes actionable error messages so you can fix them as they happen.

  • Historical sync. Sync all of your customer data, no matter when it was created. Outfunnel sync not only new contacts, but also existing ones.

  • Transparent pricing. Each contact that's part of the sync only counts once, regardless of how many updates get synced or to how many apps.

  • Reliable and secure data. Outfunnel uses advanced authentication methods, such as OAuth, and deploys encryption measures to make sure the data is secure in transit.

pipedrive mailchimp

Set up contact sync

Set up the sync two-way or in a single direction, based on your specific use case.

1. Choose your apps

Outfunnel syncs data two-way or in a single direction. To get started head to Outfunnel > App connector and select your apps.

2. Select the connection type

Click on Connect and choose Contact sync as the connection type

3. Authenticate your apps

Most apps can be authenticated with a secure, one-click, no code OAuth authentication.

4. Set the sync direction and database

Choose to sync data two-way or in a single direction and choose the desired database if either of the apps supports multiple databases (ie Mailchimp).

5. Define contact sync rules

If you chose to sync contacts in a single direction you'll only see a single ruleset. If you chose to sync contacts two-way then you'll see two rulesets where the first set syncs contacts from CRM > Marketing tool and the second rulesets syncs contacts the other way around.

  • Pipedrive contacts: As you are syncing contacts, not Deals, then only Pipedrive People filters are visible for syncing. Learn how to set up Pipedrive People filters.

  • Mailchimp contacts: You can choose to sync Mailchimp segments

If this is your first sync we recommend syncing a limited number of (test) contacts to get a feel for the sync.

💡 Sync logic

  • Contacts are linked based on the email address. If multiple contacts are found with the same email address then the link is made with the oldest contact and no duplicates will be created.

  • New contacts. A new contact is created if a contact with the same email address is not found.

  • Multiple email addresses on a contact. Outfunnel creates a link with the first email address on a contact profile. Other addresses on the profile will be ignored.

  • Contact changes. Once a contact matches the rule any changes to it's profile in the source app will be synced to the destination app.

  • When contact stops matching rules. When a contact stops matching the rules all updates will stop but they will not be deleted from the destination app. In Mailchimp, the contact will be unsubscribed.

  • Ruleset. If a contact matches the CRM ruleset but doesn't match the marketing tool ruleset then any changes to this contact in the marketing tool won't be synced to the CRM.

  • Bounced, opted-out, manually unsubscribed and archived contacts

    • Manually unsubscribed and archived contacts are resubscribed on initial sync. To avoid resubscribing archived contacts, delete them from Mailchimp or remove them from the CRM segment. If any contacts are archived in Mailchimp after the initial sync but nothing changes in the CRM then they will not be resubscribed.

    • Bounced and opted-out contacts are not resubscribed.

  • Merging contacts. Outfunnel supports merging contacts with the same email. After you've merged a contact you may see the contact getting unsubscribed from Mailchimp if the contact you merged to was not in sync but they will get resubscribed in the next sync given that the email address is the same.

6. Set up field mapping

First, choose the default fields and/or custom fields you’d like the sync and in which direction. Then, choose the app that will be used in case of any conflicts.

Data conflicts

Data conflicts usually happen during the initial sync when a mapped field value is different on both apps. For example, when the name is different for the same contact then Outfunnel will use the selected app as the conflict winner. Most companies use their CRM as a system of record. Reach out to support if you are having doubts or want to talk through your use case.

💡 Things to keep in mind

  • Email is a default field that is matched automatically and cannot be changed. This is what Outfunnel uses as the unique identifier to create a link between contacts on two apps.

  • Read-only fields. Some fields are read-only (ie calculated fields) and cannot be edited which means they can only be synced in one direction.

  • Single/Multiple option fields. If you are mapping single and multiple option fields please pre-create the values in the source and destination app.

7. Activate the connection

🏁 Initial sync

After activating the connection Outfunnel will run an initial sync to merge your databases and you should see contacts appearing in the sync status page. The initial sync usually takes a few minutes but can take up to a few hours depending on the number of contacts to sync.

The status page also shows errored contacts and provides actionable feedback on how to fix this.

🔄 Continuous sync

After the initial sync completes Outfunnel starts running a continuous sync that checks for updates with the following logic:

  • Field changes for in-sync contacts are reflected immediately.

  • New contacts/removed contacts are checked every 2 hours.

  • You can trigger an instant sync anytime by clicking on Sync now.

Set up engagement sync

Outfunnel supports recording engagement from Mailchimp single email campaigns, automation, email journeys, and A/B tests. If you've already set up a connection, skip to the second step.

1. Authenticate your apps

Head to Outfunnel > App connector, select Pipedrive and Mailchimp and authenticate as per on-screen instructions if you haven't done so already.

2. Select the connection type

Click on Connect and choose Engagement sync as the connection type

3. Choose the audience

Choose the Mailchimp audiences for which you’d like to record email engagement (opens, clicks, unsubscribes, etc).

4. Define how engagement gets recorded

Then define how you’d like email activities like opens, clicks, bounces, or unsubscribes recorded in Pipedrive – or simply use our default settings.

5. Set up field mapping

When Outfunnel syncs an engagement for a contact that does not yet exist in Pipedrive, a new contact can optionally be created with the defined field mapping. Navigate to the field mapping step to select which fields or custom fields you’d like the sync to consider. You can turn off creating contacts from email engagements on the same page.

6. Activate

🏁 Initial sync

After activating the connection you can choose whether you'd like to record engagement only from emails that have been sent after activating the connection or also from the last 30-days. The initial sync usually takes a few minutes but can take up to a few hours depending on the number of historical engagements to sync.

The status page shows the number of engagements that have been synced.

💡We also offer retrospective sync on demand for an additional cost. Please refer to this article.

🔄 Continuous sync

After the initial sync completes Outfunnel starts running a continuous sync that checks for updates every two hours.

You can trigger an instant sync anytime by clicking on Sync now.

💡 Things to keep in mind

  • 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.

  • 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

  • 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.

  • 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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