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Integrate your users with Mailchimp

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Integrate your users with Mailchimp

Steps to integrate your user data with Mailchimp

 

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Learn how you can integrate your users between accessplanit and Mailchimp to keep your mailing lists synced up!

Would you like to stop manually updating your marketing lists? Integrating Mailchimp with your accessplanit platform means your User data stays in sync automatically, saving you time and reducing the risk of bad data or duplicates!

Whether you're adding new users, updating contact details, or bringing Mailchimp contacts into accessplanit for a complete picture, this integration helps keep everything connected and accurate.

image-20250603-115520.png

This guide will walk you through how accessplanit’s integration with Mailchimp works, and how to set up the integration step by step.

About

This integration syncs User data in accessplanit with Contact data in Mailchimp data, so your marketing lists stay up to date automatically!

This integration can be set up to work in either direction; this means information can be sent from accessplanit to Mailchimp, or from Mailchimp to accessplanit, or both with a two-way connection! This is really helpful for data consistency and reliability.

The following fields are available to connect to within the integration:

Mailchimp Fields

accessplanit Fields

First name

Last name

Phone Number

Email Address

Company

Birthday (MM/DD)

Every field available in your Users DataGrid, including User-based Custom Fields

 

Please note

accessplanit’s Mailchimp integration is an additional, chargeable module. Please speak to your Customer Success Manager to see if this is already included within your accessplanit package or to find out more information!

Benefits

Automatic data synchronisation

  • User data in Accessplanit will automatically sync with contact records in Mailchimp - this includes created Users and updated Users!

  • Reduces/removes the need for manual export/import or copy-pasting between systems!

Reduced risk of errors & duplicate data

  • With automated syncing, the chance of human error (e.g. mistyped email addresses, forgetting to update one system) is significantly lowered

  • Helps prevent duplicate contacts in Mailchimp or mismatches between the two platforms

Bi-directional (or uni-directional) flexibility

  • You can choose how data flows:
    • From Accessplanit → Mailchimp
    • From Mailchimp → Accessplanit
    • Or both directions (two-way)

Better marketing / engagement efficiency

  • Always-up-to-date user info means your email campaigns (via Mailchimp) will use current contact details, reducing bounce rates, stale data, or sending to unsubscribed or invalid addresses

  • Because the integration links your systems, segmentation or targeting based on up-to-date user attributes is easier and more reliable

Saves time & staff effort

  • Once set up, the integration runs automatically (triggered on updates) rather than requiring manual push or pull operations

  • Less ongoing maintenance, fewer one-off data syncs or clean-ups!

Improved data consistency

  • Ensures Users’ contact information is consistent across both systems.

  • Avoids divergence between marketing data (in Mailchimp) and operational/user data (in accessplanit).

Selective field mapping & control over data scope

  • You can choose which fields to sync (beyond the mandatory ones) to avoid over-sharing or unnecessary data transfer

  • Supports syncing of custom user fields from your accessplanit platform

Non-destructive behaviour on deletes

  • If you delete a User in one system, it won’t automatically remove them in the other. This reduces risk of accidental data loss

  • Because deletes don’t cascade, you can maintain historical or backup data safely.

 

1. Prerequisites & planning

Before you start setting up your integration, we recommend that you make sure you have everything first!

The following steps should be followed:

  • Ensure your team has a Mailchimp account

  • Choose the Mailchimp Audience that accessplanit Users will sync to

  • Purchase the module with accessplanit

  • Decide your configurations

1.1. Ensure your team has a Mailchimp account

Before you begin planning your integration, set your team up with a Mailchimp account if you do not yet have one.

To set up a Mailchimp account, please open Mailchimp's website and follow their steps to register for an account.

Turn emails into revenue | Mailchimp

You do not require a paid for account for this integration.

1.2. Choose the Mailchimp Audience

If you choose to sync User information from accessplanit to Mailchimp, you will need to choose an audience for new Users to be added to.

From your Audiences page within Mailchimp, take a note of which Audience you would like your accessplanit Users to be added to.

image-20250604-131910.png

Please note

Not all Mailchimp plans allow you to have multiple Audiences.

1.3. Decide your configurations

Review the below options to decide how you would your integration between accessplanit and Mailchimp to work

Choose Your Sync Direction

Start by deciding how you want your data to flow between accessplanit and Mailchimp:

  • accessplanit to Mailchimp: New Users created in accessplanit, along with any updates to existing User information, will be sent to Mailchimp as Contact updates

  • Mailchimp to accessplanit: New Contacts created in Mailchimp, and any changes to existing Contact information, will be sent to accessplanit as User updates

  • Both directions: Any changes made in either system will be shared with the other, keeping both up to date

 

Choose which Account Mailchimp Users will be added to

Next, decide which Account in your accessplanit platform new Users from Mailchimp will be created within.

This is typically your equivalent of the 'Guest Account'.

 

Choose What to Sync

Next, choose the fields you want to sync between the two systems.

As a minimum:

  • For Mailchimp to accessplanit, you must sync First Name, and Last Name

  • For accessplanit to Mailchimp, you must sync First Name, Last Name, and Email Address.

Here are the complete list of fields available in the integration:

Mailchimp Fields

accessplanit Fields

First name

Last name

Phone Number

Email Address

Company

Birthday

Every field available in your Users DataGrid, including User-based Custom Fields

Please note

Mailchimp’s ‘Birthday’ field is stored as MM/DD which means it cannot be synced with the accessplanit DD/MM/YYYY ‘Date of Birth’, if you would like to pull this information into accessplanit please create a text format Custom Field.

1.4. Purchase the module with accessplanit

If you haven’t already purchased the Mailchimp integration, get in touch with your accessplanit CSM to add this to your package!

Once you are happy with your Mailchimp account, and your preferences, please get in touch with your Customer Success Manager at accessplanit to add the Mailchimp module to your package!

Contact: customersuccess@accessplanit.com

2. Set up the integration

In this step you will set up your integration between accessplanit and Mailchimp.

There are three steps to get your integration built:

  • Generate an API Key for Mailchimp

  • Generate an API Key for accessplanit

  • Set up the integration

2.1. Generate your Mailchimp API key

Please note

These steps may vary if Mailchimp updates their user interface. If you’re unable to follow the instructions, please contact Mailchimp support directly. Feel free to let us know too, so we can review and update these steps!

 

  1. Open Mailchimp

  2. Click on your icon at the top-right

    image-20250603-123157.png

     

  3. Select the ‘Profile’ option

  4. Open the ‘Extras’ menu and click to open the 'API keys' page

    image-20250603-123231.png

     

  5. Scroll down to the ‘Your API keys’ section and click to create a new key

    image-20250603-123601.png

     

  6. Provide a name for it your API Key, e.g. accessplanit integration

    image-20250603-123706.png

     

  7. Copy the provided API key and save it somewhere secure

    image-20250603-123917.png

 

That is everything from Mailchimp needed for now!

 

2.2. Generate your accessplanit API key

  1. Open your accessplanit platform

  2. Open the ‘Administration’ menu from the Profile options at the top-right of your platform

    image-20250604-134627.png

     

  3. Open the ‘API Keys’ menu option to access the page where you can create a new API Key for this integration

Please note

The option to generate API keys is not available to all Admins, please get in touch with a member of the Support Team if you are unable to access this option

 

  1. Click the green ‘Add API Key’ button

    image-20250604-134835.png

     

  2. Provide your API Key with a name, e.g. ‘Mailchimp’

    image-20250604-135011.png

     

  3. Copy the provided API Key and save it somewhere secure

    image-20250604-135103.png

 

  1. Set your API key to be ‘Enabled’

    image-20250604-135426.png

     

Read more about API Keys

If you would like to know more about API Keys, and the other options available (such as the Expiration Date) please see our dedicated guide: API v2 - Developer Resources | Authorisation using API Keys

 

  1. Click the ‘Save’ button at the top of the page to create your API Key

 

2.3. Set up the integration

The set up of this integration currently only available to the accessplanit team. Please contact us by either raising a ‘Professional Service’ request via our Support Portal, or emailing customersuccess@accessplanit.com where we will be able to assist with setting up the integration in your platform.

Within the Professional Service, provide the following information:

  • Mailchimp API Key

  • accessplanit API Key

  • The name of your chosen Mailchimp audience

  • Which direction(s) you would like your integration to sync

    • If you are including Mailchimp > accessplanit, please let us know which Account new Users from Mailchimp should be added to

  • A list of the fields to sync and how they should be mapped across both systems, e.g. Mailchimp ‘Company’ to sync to accessplanit ‘Mailchimp Company’ Custom Field

  1. Open your accessplanit platform

  2. Open the ‘Administration’ menu from the Profile options at the top-right of your platform

    image-20250604-134627.png

     

  3. Open the ‘Integrations’ menu option to access the page where you can set up the Mailchimp integrations

Please note

The 'Integrations' Administration option is not available to all Admins, please get in touch with a member of the Support Team if you are unable to access this option

 

  1. Find the Mailchimp integration option and click on it

    image-20250813-122459.png

 

  1. Click ‘View’ to configure your integration

    image-20250813-122653.png



  2. Click to Reconfigure the integration

    image-20250813-122734.png

     

  3. Within the ‘Initial Configuration’ step you can change the name of the integration (optional)

    image-20250813-122844.png

     

  4. Proceed to the next step ‘Connections’

  5. In the 'Connections' step, complete the following actions:

    1. Paste in your Mailchimp API Key (generated during 2.1.)

    2. Add in your accessplanit URL

    3. Paste in your accessplanit API Key (generated during 2.2.)

      image-20250813-123423.png

 

  1. Proceed to the next step ‘Settings’

  2. In the ‘Settings’ step, complete the following actions:

    1. Select your audience list (decided in 1.2.)

    2. Choose your integration direction (decided in 1.3.)

    3. Select your default Account in accessplanit for Mailchimp users to be added to (decided in 1.3.)

      image-20250813-115821.png

 

  1. Proceed to the 'User Field Mapping' step

 

  1. Configure the three standard User Fields (FNAME, LNAME, and EMAIL) to map to the relevant Mailchimp fields

    image-20250813-121527.png

     

  2. Use the ‘+ Add to Mailchimp / accessplanit User Field Mapper’ button to add additional fields to your integration

    image-20251026-121939.png

Please note

The Mailchimp ‘Birthday’ only records MM/DD e.g. 03/28 which means this cannot be mapped to the accessplanit Date of Birth field, this must be linked to a Custom Field instead if you would like this information to be synced.

 

  1. Click ‘Finish’ to complete the set up of this integration

    image-20250604-143922.png

 

3. Testing your integration

In this step, you will test the integration

Sync a User from accessplanit to Mailchimp

Please follow the below steps to test the integration successfully syncs a User from accessplanit to Mailchimp.

Create a Test User

  1. Open the Users DataGrid

  2. Click the ‘Add User’ button

  3. Complete the form to create a new test User & click ‘Save’
    Make sure to include their first name, last name, and email address

Check the Mailchimp integration has triggered (optional, if you would like to see the detail of the integration)

  1. Return to your Mailchimp integration settings via the Administration menu

  2. Click to open the ‘Executions’ tab

    image-20250604-150143.png

  3. Click on the most recent execution

    image-20250604-150302.png

  4. Click on the ‘Step Outputs’ tab

    image-20250604-150453.png

  5. Scroll down to the ‘data’ section, this is to check that you are looking at the right execution, you should see the details of the new test User you created

    image-20250604-150610.png

    If this isn’t right, click on the next execution and repeat until you have the right execution selected

  6. If your execution has a green circle, it is likely your integration test was successful!

  7. If your execution has a red circle, it is likely your integration test failed. If so, open the ‘Logs’ tab and click on the ‘Show only errors’ button, the error should tell you the cause of the fail. In this case, the User did not have an email address:

    image-20250604-150836.png

Check the contact has been created in Mailchimp

  1. Click to open your Audience in Mailchimp

    image-20250604-151653.png

  2. Search for your new test User in your contacts list

    image-20250604-151726.png

Delete your test User

  1. Delete your new test User in your accessplanit platform twice, the first delete will change their status to ‘Deleted’, the second delete will remove them from your platform

  2. Delete the corresponding User in Mailchimp

 

Sync a Contact from Mailchimp to accessplanit

Please follow the below steps to test the integration successfully syncs a Contact from Mailchimp to accessplanit.

Create a Test Contact

  1. Open your Audience list in Mailchimp

  2. Click to add 'A Single Contact'

  3. Complete the form to create a new test User & click ‘Save’
    Make sure to include their first name, last name, and email

Check the Mailchimp integration has triggered (optional, if you would like to see the detail of the integration)

  1. Return to your Mailchimp integration settings via the Administration menu in your accessplanit platform

  2. Click to open the ‘Executions’ tab

    image-20250604-150143.png

  3. Click on the most recent execution

    image-20250604-150302.png

  4. Click on the ‘Step Outputs’ tab

    image-20250604-150453.png

  5. Scroll down to the ‘data’ section, this is to check that you are looking at the right execution, you should see the details of the new test User you created

    image-20250604-150610.png

    If this isn’t right, click on the next execution and repeat until you have the right execution selected

  6. If your execution has a green circle, it is likely your integration test was successful!

  7. If your execution has a red circle, it is likely your integration test failed. If so, open the ‘Logs’ tab and click on the ‘Show only errors’ button, the error should tell you the cause of the fail.

Check the User has been created in accessplanit

  1. Click to open your Users DataGrid in accessplanit

  2. Search for your new test User in the DataGrid

Delete your test User

  1. Delete your new test User in your Mailchimp system

  2. Delete the corresponding User in accessplanit

Common issues

Here are some of the common issues you may run into while establishing your Mailchimp integration:

A User has not synced from accessplanit to Mailchimp

Complete the following checks:

  1. The User has an email address (this is required by Mailchimp)

  2. You do not have multiple Users with the same email address (an email address can only exist once within a Mailchimp audience)

  3. Your integration is not paused (you should see a green check icon on the integration)

    image-20250604-145743.png

A User has not synced from Mailchimp to accessplanit

Complete the following checks:

  1. Your integration is not paused (you should see a green check icon on the integration)

    image-20250604-145743.png

4. Using the integration

Here is some additional information to support you with using your Mailchimp integration!

Once you have tested your Mailchimp integration and you are happy that it is working, you can leave the integration running!

Monitoring the integration

From the ‘Summary’ tab of your integration, you can monitor whether your integration is actively running, which version it is on, and when it last ran!

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Pausing the integration

If you would like to pause your integration at any point, open the ‘Summary’ tab when viewing the integration settings and click the pause button to ‘Pause the instance’.

image-20250604-153850.png

This will prevent any Users/Contacts from syncing.

When you are ready for the integration to run again, click the play button to ‘Enable the instance'.

image-20250604-154011.png

Monitoring Executions

If you would like to keep an eye on when your integration is firing, open the ‘Executions’ tab when viewing the integration settings.

You can view each of the times the integration has been executed down the left of the screen, and click on each of these to see more detail on the right.

image-20250604-154644.png

If you would like to check specific types of executions, for example only see which have failed, click the ‘Filter’ button at the top-right of the page and make your filter selections:

  • Status - filter your executions to only see those that were successful or those that failed

  • Time range - filter your executions to only see those that ran in a specific time frame

  • Flow selector - filter your executions to only see those relating to specific parts of your integration, e.g. to only see executions for data sending from accessplanit to Mailchimp select ‘accessplanit → Mailchimp’

    image-20250604-155015.png

  • Show original executions only - filters your executions to hide retries or replays

  • Exclude executions without trigger-detected changes - filters your executions to hide executions that were triggered but didn’t detect any new or changed data to act on

image-20250604-154554.png

 

FAQs

Here are some common questions that we receive about the integration between accessplanit and Mailchimp and their answers.

How many times will the integration attempt to sync a User if it fails

The integration will try at least 5 times, you can monitor these attempts within the ‘Executions’ tab of the Mailchimp integration settings in your accessplanit platform

image-20250604-144909.png

What will happen in Mailchimp if I have two Users in accessplanit with the same email address?

In Mailchimp, each email address can only exist once within a specific audience!

This means that, if you have two Users in accessplanit with the same email address, only one of them can exist in Mailchimp.

When you sync one of the Users, e.g. a change is made to their details, this User will replace the other in Mailchimp.

How often does the Mailchimp sync run?

The integration does not run at fixed intervals, instead is it triggered when an update to a User happens. This means that it only runs when necessary, and it runs very soon after an update happens!

What would happen within accessplanit if a user opted to unsubscribe from emails?

The Mailchimp integration is designed to help you manage your marketing activity directly within Mailchimp, including sending marketing emails and handling subscription preferences. Because accessplanit wouldn’t be sending marketing emails in this setup, there’s no need for Mailchimp to push ‘opt-in’ or ‘opt-out’ status back into accessplanit.

You can continue to use accessplanit to store and manage your customer data, and that information will sync across to Mailchimp for your marketing campaigns. If someone unsubscribes from your marketing emails, that preference is captured and stored in Mailchimp, which will ensure they don’t receive any further marketing communications. This opt-out status does not sync back into accessplanit.

If I delete a User in Mailchimp, will they be deleted in accessplanit?

No, when you delete a User in Mailchimp the User in accessplanit will be unaffected, this means that you will not lose any data relating to the User.

If I delete a User in accessplanit, will they be deleted in Mailchimp?

No, when you delete a User in accessplanit the User in Mailchimp will be unaffected, this means that you will not lose any data relating to the User in Mailchimp.

If I update a User’s details in accessplanit, will these changes send to Mailchimp?

Yes! If you have your sync direction set to include accessplanit > Mailchimp updates, then changes made in accessplanit will be sent to your accessplanit platform.

It is important to note that Mailchimp identifies Users based on email address, therefore if the email address of the User changes in accessplanit, this will create a new Contact within Mailchimp.

If I update a User’s details in Mailchimp, will these changes send to accessplanit?

Yes! If you have your sync direction set to include Mailchimp > accessplanit updates, then changes made in Mailchimp will be sent to your accessplanit platform.

It is important to note that Mailchimp identifies Users based on email address, therefore if the email address of the contact changes in accessplanit, this will create a new User within accessplanit.

When changes are made to a Contact in Mailchimp, how does the accessplanit audit logs show this information?

Audit logs will record and display changes made to the User through the integration, just as they would if the updates were made directly in your platform. As the integration syncs in near real-time, the timestamp on the audit log will closely match the time the change occurred in Mailchimp.

The User shown as the updater in the audit log will be the original owner of the API key used for your integration.

Will the integration automatically sync every User from my accessplanit platform into Mailchimp?

The integration is triggered when new Users are created and when existing Users are updated, this means that you will not automatically see all your existing Users appear in Mailchimp!

The Birthday data isn’t arriving in Mailchimp

Make sure the data is stored in accessplanit in the format MM/DD, this is the only accepted format for Mailchimp's birthday field.

 

 

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