Mailchimp

Brightpearl have teamed up with Mailchimp to provide an integrated email marketing service.

With the Mailchimp app, contacts and segmentation are managed in Brightpearl and automatically synchronized with Mailchimp audiences and interest groups. The email campaigns sent from Mailchimp will be recorded on the contact timeline in Brightpearl allowing you to see a full history of communications. When using Mailchimp’s premium feature eCommerce360, order data collected in Brightpearl will be sent to Mailchimp for reporting on visitors drawn from campaigns and the purchases they made.

overview_diagrams_-_mailchimp.png

Installing and connecting Mailchimp

  1. The Mailchimp app is activated within the Brightpearl App Store. Once the app has been added to your account you will find the settings menu under  Settings > Brightpearl apps > Mailchimp from where the app is connected and configured.

    MC-install_app.png
  2. Click here to sign up for Mailchimp.

  3. Log into Mailchimp and go at the bottom left corner and select your icon brand > Accounts > Extras > API Keys > Create a key.
  4. Once the API key is available copy and paste it in your Brightpearl account > Settings > Brightpearl apps > Mailchimp and select Connect.
  5. You now have connected Brightpearl with Mailchimp and can configure the integration.

Mapping tags to Mailchimp groups

Contacts are uploaded to Mailchimp from Brightpearl when they are assigned a Brightpearl Tag which is mapped to a Mailchimp Audience, and when the contact's 'Receive email newsletters' is set to Yes.

Mailchimp says "it's best to have one audience that you organize with tags, groups, or segments, rather than maintain multiple audiences in your account". This recommendation means mapping your Brightpearl contacts to a single audience. However, you can map each tag to one or more audience in Mailchimp:

MC-mapping.png

Upon saving the tag mapping, Brightpearl will synchronize with the Mailchimp audience, looking for groups with the same name as the tags. Where no match is found a new group is created. This means that all the mapped tags exist as a group in the audience, without any duplicates. Note that any existing groups on the Mailchimp audience will not download into Brightpearl.

Tags will only attempt to connect with group names that are within a single group title of "Brightpearl".

If this group title doesn't exist for the audience when the sync occurs, the app will create the group title and all the tags as new group names, regardless of whether a group of the same name exists under a different group title.

When connecting a Mailchimp account that already contains groups, it is possible to rename one title on each audience to "Brightpearl" so that those group names can be used.

Tags successfully linked with a Mailchimp audience are indicated in Brightpearl with a green check mark in the "Mailmerge tag" column, at Settings > Contacts > Tags:

MC-tag_list.png

Adding groups within Mailchimp

A group name added directly in Mailchimp will not download into Brightpearl.

When this occurs, a tag will need to be manually created in Brightpearl and then mapped to the relevant Mailchimp audience within the app settings.

Note that the group must be added under the group title of "Brightpearl".

Uploading contacts to Mailchimp

Both customers and vendors can be uploaded to Mailchimp, but they must meet these criteria:

  • They must have an email address
  • They must be set to receive email newsletters. This setting is found on the info tab of a contact record under the other information section. It can also be updated via the contact import or in bulk on the customer or vendor list.

    MC-receive_newsletters.png

    Use configurable columns on the customer or vendor list to add a "Mailmerges" column in order to view the current state of the setting.

A contact is uploaded to Mailchimp when:

  • They are assigned a Brightpearl tag which is mapped to a Mailchimp audience
  • A tag already assigned to the contact is now mapped to a Mailchimp audience

The contact will be added to the relevant Mailchimp audience and assigned to the group with the same name as the tag. If no group of the same name is found, it will be created in Mailchimp as part of the sync.

A single tag can be mapped to multiples audiences, in which case the contact will be added to each audience once and assigned the group from each audience.

A contact can be assigned multiple tags which are mapped to Mailchimp. The contact will be added to an audience once and assigned to each group.

A tag can be added to a contact in several ways:

  • The contact completed an online Brightpearl SmartForm
  • The contact was assigned the tag after being created in Brightpearl
  • The contact was assigned a tag when it was imported into Brightpearl

Editing and updating Mailchimp contacts

The following details can be updated by the app:

  • First Name
  • Last Name

Contact details will be kept in sync between Brightpearl and Mailchimp by looking for a matching email address every time a contact is saved in Brightpearl. If a contact is amended in Brightpearl the matching record will be updated in Mailchimp.

If a contact is amended in Mailchimp the matching record will be updated in Brightpearl only if the option has been activated on the app settings at Settings > Brightpearl apps > Mailchimp. If the setting is active, each time a profile is saved in Mailchimp the app will look for a contact with the same email address in Brightpearl to update.

MC-update_contact.png

Editing email addresses

If an email address is edited in either system this will cause the contacts to no longer match and to be treated as a new contact. This means that a new contact will be created in Mailchimp with the new email address.

Deleting and merging Mailchimp contacts

A contact which is deleted in Brightpearl, or removed by merging it into another contact, will not be removed in Mailchimp.

If this happens, you will need to manually unsubscribe or remove the contact directly within Mailchimp.

Alternatively, you can first untag the contact in Brightpearl, which will update Mailchimp, and then delete them or remove them by merging into another Brightpearl contact.

Double opt-in emails for Mailchimp

Contacts which are uploaded to Mailchimp from Brightpearl will receive a double-opt in email if specified in the "Require double opt-in" setting:

With this set to "Yes", the contact will be set to a pending state until they click the link in the email confirming their subscription to the audience.

Find out more about double opt-in here.

Untagging and retagging with Mailchimp mapped tags

If a tag which is mapped to Mailchimp is removed from the contact in Brightpearl then the person will also be removed from the group in Mailchimp.

If the contact has other tags which are mapped to the same Mailchimp audience then they will remain subscribed to the audience and in those groups.

While the contact remains subscribed to the audience, the contact can be added and removed from the groups using Brightpearl tags. However, if the contact is removed from all groups on the audience then they will be entirely deleted from the audience.

If a contact is assigned a tag after they have been deleted by Brightpearl then they will be resubscribed. But if the contact is assigned a tag after they have been unsubscribed via Mailchimp admin or a Mailchimp email then they cannot be added again from Brightpearl.

If a contact wishes to resubscribe it must be done from Mailchimp using their confirmation processes which ensure that this person wishes to be resubscribed. Learn more about how a contact can resubscribe in the Mailchimp knowledge base.

If a contact is unsubscribed through Mailchimp, the contact will be removed from the audience but can bee seen on the unsubscribed audience.

If you would also like the tags to be removed in Brightpearl this must be activated within the app settings by setting "Remove tags upon contact unsubscribe" to "Yes".

MC-remove_tag_setting.png

If this is activated later, after a contact has already unsubscribed, the tag will not be removed.

When a tag is automatically removed due to an unsubscribe notification from Mailchimp, a note will be added to the contact timeline. If the tag removal was not successful, this will be indicated within the note on the contact timeline and the removal will need to be completed manually.

Unsubscribing and resubscribing contacts on Mailchimp

A contact which is unsubscribed from a Mailchimp list is removed from all the groups and will no longer be listed as a subscriber. They cannot be resubscribed without obtaining confirmation from the contact that they wish to be resubscribed. Learn more about how a contact can resubscribe in the Mailchimp knowledge base

A contact will be unsubscribed from a Mailchimp list when any of the following occur:

  • The contact unsubscribes via an email sent from Mailchimp
  • All mapped tags for a list are removed from the contact in Brightpearl

Uploading order data to Mailchimp (eCommerce360)

eCommerce360 is a Mailchimp feature that allows order data to be recorded for contacts. The premium version of the feature uses order data to automate segmentation of contacts.

Order sync must be activated on the app settings at Settings > Brightpearl Apps > Mailchimp, and one or more sales statuses must be chosen to sync.

MC-ecom_sync.png

When an order is placed onto one of the selected order statuses it will be uploaded to Mailchimp, as long as:

  • The order already has a channel assigned
  • The contact already has a mapped tag assigned

If an order is not uploaded due to the contact not having a mapped tag, or the order not having a channel, the upload can be retried by ensuring those things are done, and then switching the order off the status and back onto the sync status.

The following sales order information will be uploaded to Mailchimp from Brightpearl:

  • Channel name (store)
  • Brightpearl order ID
  • Customer email address
  • Order total (gross)
  • Order total tax
  • Order shipping cost (amount against the accounts default shipping nominal)
  • Order date
  • Items
    • Brightpearl product ID
    • Product name (on order)
    • Product SKU
    • Product category ID
    • Product category name
    • Quantity
    • Row total (gross)

Mailchimp FAQs

What happens if a group name is edited in Mailchimp?

Editing a group name in Mailchimp will not update the matching tag in Brightpearl. If the group name is edited it will no longer match the Brightpearl tag name, and this means that when the next sync occurs (either by saving the settings or by tagging a contact) Brightpearl will not find a matching group and will therefore create a new group using the tag name.

What happens if a tag name is edited in Brightpearl?

Editing a tag name in Brightpearl will not update the matching group name in Mailchimp. If the tag name is edited it will no longer match the Mailchimp group name, so when the next sync occurs (either by saving the settings or by tagging a contact) Brightpearl will not find a matching group and will therefore create a new group using the new tag name.

The old group will remain in Mailchimp with the original name and a new group will exist with the new tag name.

Have more questions? Submit a request