Documentation
Home
Getting Started
WordPress Plugin Setup Lead Management User Management Task Management Mobile App & Push Notifications
Lead Organization
Lead Statuses Lead Types Lead Tags Custom Fields
AI-Powered Features
Ask Ledo Social Lookup Ledo Data Enrichment Ledo Summary Generation
Integrations
Shopify Integration MailChimp Integration
Company Management
Company Settings
Support
Getting Help
Need Help?

Can't find what you're looking for?

Email Support

MailChimp Integration Guide

Connect your LeadMachine account with MailChimp to automatically sync leads and build powerful email marketing campaigns.

What is the MailChimp Integration?

The integration allows you to:

  • Automatically sync leads to MailChimp lists
  • Keep contact information synchronized
  • Segment leads based on status or custom fields
  • Track email campaign engagement in LeadMachine
  • Build targeted marketing campaigns

    • Setup Requirements

    Before you start, you need:

  • Active LeadMachine account (Admin or SuperAdmin)
  • MailChimp account (free or paid)
  • MailChimp API key

    • Run the migration first:

  • Navigate to Admin → Migrations (SuperAdmin only)
  • Find "MailChimp Integration"
  • Click Run Migration
  • Wait for completion

    • Note: If you don't see Migrations page, ask your SuperAdmin to run it.

    Getting Your MailChimp API Key

    Step 1: Log into MailChimp

  • Visit mailchimp.com
  • Log in to your account

    • Step 2: Generate API Key

  • Click your profile icon (bottom left)
  • Select Account & Billing
  • Go to Extras → API keys
  • Click Create A Key
  • Give it a name: "LeadMachine Integration"
  • Click Generate Key
  • Copy the API key (you won't see it again!)

    • Security: Never share your API key or commit it to code.

    Connecting MailChimp to LeadMachine

    Initial Connection

  • Log into LeadMachine as Admin
  • Navigate to Settings → Integrations → MailChimp
  • Paste your MailChimp API key
  • Click Connect
  • Wait for verification (5-10 seconds)
  • Success message confirms connection

    • Verify Connection

    After connecting:

  • Green checkmark appears
  • Your MailChimp username displays
  • Available lists are loaded

    • If connection fails:

  • Verify API key was copied correctly
  • Check MailChimp account is active
  • Try generating new API key
  • Contact support if issue persists

    • Syncing Leads to MailChimp

    Choose a List

  • Settings → Integrations → MailChimp
  • Under Sync Settings, select:
    • - MailChimp List: Choose destination list
  • Click Save

    • Options:

  • Use existing MailChimp list
  • Or create new list in MailChimp first

    • Configure Sync Rules

    Decide which leads to sync:

    Sync Options:

  • ☑ All leads automatically
  • ☐ Only leads with specific status
  • ☐ Only leads with specific type
  • ☐ Only manually selected leads

    • Example configurations:

    Option 1: Sync All Leads

  • ☑ All leads automatically
  • Best for: Small companies, simple setup

    • Option 2: Sync Qualified Leads Only

  • ☐ All leads automatically
  • ☑ Status: Qualified, Proposal, Won
  • Best for: Only market to qualified prospects

    • Option 3: Manual Sync Only

  • ☐ All leads automatically
  • ☐ No automatic sync
  • Best for: Control exactly who gets synced

    • Field Mapping

    Map LeadMachine fields to MailChimp fields:

    Standard mappings:

  • First Name → FNAME
  • Last Name → LNAME
  • Email → EMAIL (required)
  • Company → COMPANY
  • Phone → PHONE

    • Custom fields:

  • Lead Status → Custom field in MailChimp
  • Lead Type → Custom field
  • Any custom lead fields → MailChimp merge tags

    • To map custom fields:

  • Settings → Integrations → MailChimp
  • Scroll to Field Mapping
  • Click + Add Mapping
  • Select LeadMachine field
  • Select or create MailChimp merge tag
  • Click Save Mapping

    • Manual Sync

    Sync individual leads manually:

    Single Lead

  • Open lead detail page
  • Click Sync to MailChimp button
  • Confirm sync
  • Green checkmark when complete

    • Lead is added to configured MailChimp list with all mapped fields.

    Bulk Sync

    Sync multiple leads at once:

  • Navigate to Leads list
  • Check boxes next to leads to sync
  • Click Bulk Actions → Sync to MailChimp
  • Confirm sync
  • Progress indicator shows status

    • Processing:

  • 1-2 seconds per lead
  • Shows success/failure count
  • Notification when complete

    • Automatic Sync

    Enable Auto-Sync

  • Settings → Integrations → MailChimp
  • Auto-Sync Settings:
    • - ☑ Enable automatic sync
  • Trigger conditions:
    • - ☑ When lead is created - ☑ When lead status changes - ☑ When contact info updates
  • Click Save

    • How it works:

  • Runs in background automatically
  • Syncs within 5 minutes of trigger
  • No manual intervention needed
  • Respects sync rules (status filters, etc.)

    • Sync Frequency

    Control how often leads update:

    Options:

  • Real-time: Sync immediately when changed
  • Hourly: Batch sync every hour
  • Daily: Sync once per day
  • Manual only: No automatic sync

    • Recommendation: Real-time for most use cases.

    Segmentation & Tags

    MailChimp Tags

    Automatically tag leads in MailChimp:

  • Settings → Integrations → MailChimp
  • Tagging Rules:
    • - Add tag based on lead status - Add tag based on lead type - Add tag based on source
  • Click Add Tag Rule

    • Example rules:

  • Status = "Hot Lead" → Tag: "hot_prospect"
  • Type = "Demo Request" → Tag: "demo_requested"
  • Source = "WordPress" → Tag: "website_lead"

    • Use tags for:

  • Segmented email campaigns
  • Automated workflows in MailChimp
  • Better targeting

    • Audience Segments

    Create MailChimp segments based on LeadMachine data:

    In MailChimp:

  • Go to Audience → Segments
  • Click Create Segment
  • Add conditions using your mapped fields
  • Save segment

    • Example segments:

  • "Hot Leads" - Status = qualified, Last contact < 7 days
  • "Lost Opportunities" - Status = lost, Industry = Healthcare
  • "Trial Users" - Type = trial, Created > 30 days ago

    • Viewing Sync Status

    In LeadMachine

    On lead detail page:

  • MailChimp icon shows sync status
  • Green = Synced
  • Gray = Not synced
  • Orange = Pending sync
  • Red = Sync failed

    • Click icon to see:

  • Last sync date/time
  • MailChimp subscriber ID
  • Link to view in MailChimp
  • Sync history

    • Sync Logs

    View complete sync history:

  • Settings → Integrations → MailChimp
  • Click View Sync Log
  • See all sync events:
    • - Timestamp - Lead name - Action (added/updated/removed) - Success/failure - Error messages if failed

    Filter logs by:

  • Date range
  • Success/failure
  • Specific lead
  • Action type

    • Unsubscribes & Compliance

    Handling Unsubscribes

    When someone unsubscribes in MailChimp:

  • Automatically marked in LeadMachine
  • "Unsubscribed" tag added to lead
  • No longer synced to MailChimp
  • Respects their opt-out

    • In LeadMachine:

  • Unsubscribed leads show badge
  • Can't manually re-sync until they re-subscribe
  • Historical data preserved

    • GDPR Compliance

    The integration:

  • ✓ Respects unsubscribe requests
  • ✓ Allows data deletion
  • ✓ Uses double opt-in if configured
  • ✓ Provides audit trail

    • To delete data:

  • Delete lead in LeadMachine
  • Lead automatically removed from MailChimp
  • Or delete in MailChimp first
  • Sync will update LeadMachine

    • Consent Tracking

    Track email consent in LeadMachine:

  • Add custom field "Marketing Consent"
  • Map to MailChimp GDPR field
  • Only sync leads with consent = true

    • Best practice: Get explicit opt-in before syncing to MailChimp.

    Troubleshooting

    Connection Issues

    Problem: Can't connect MailChimp

    Solutions:

  • Verify API key copied fully (no spaces)
  • Check MailChimp account is active
  • Generate new API key and try again
  • Clear browser cache
  • Try different browser

    • Leads Not Syncing

    Problem: Auto-sync enabled but leads not appearing in MailChimp

    Check:

  • Lead meets sync rules (status filter, etc.)
  • Lead has valid email address
  • Email not already in MailChimp list
  • Sync log for error messages
  • MailChimp list isn't archived

    • Common causes:

  • Invalid email address
  • Duplicate email in MailChimp
  • Lead doesn't match sync filters
  • Email previously unsubscribed

    • Sync Failing

    Problem: Sync fails with error

    Common errors:

    "Invalid email address"

  • Fix email format in LeadMachine
  • Re-sync

    • "Email already exists"

  • Lead is already in MailChimp list
  • Force update to refresh data

    • "List not found"

  • List was deleted in MailChimp
  • Select different list in settings

    • "API key invalid"

  • API key was revoked
  • Generate new key
  • Reconnect integration

    • Duplicate Contacts

    Problem: Same lead appears multiple times in MailChimp

    Cause: Lead synced before email was cleaned/standardized

    Fix:

  • Delete duplicates in MailChimp
  • Standardize email in LeadMachine
  • Re-sync
  • MailChimp will merge by email

    • Advanced Features

    Webhook Integration

    Get notified of MailChimp events:

  • Settings → Integrations → MailChimp
  • Webhooks:
    • - ☑ Subscribe events - ☑ Unsubscribe events - ☑ Profile updates - ☑ Campaign sent
  • Click Save

    • Syncs back to LeadMachine:

  • Email address changes
  • Unsubscribe status
  • Profile updates

    • Campaign Tracking

    Track MailChimp campaign engagement:

    Coming soon:

  • See which campaigns lead received
  • Track opens and clicks
  • Log campaign activity in lead timeline

    • Custom Automation

    Trigger MailChimp automations from LeadMachine:

  • Create automation in MailChimp
  • Use tags as triggers
  • Tag leads in LeadMachine
  • Automation runs automatically

    • Example:

  • Lead status → "Demo Complete"
  • LeadMachine adds tag "demo_complete"
  • MailChimp automation sends follow-up sequence

    • Best Practices

    Clean Data First

    Before enabling sync:

  • ✓ Clean invalid emails
  • ✓ Remove test leads
  • ✓ Standardize names (capitalize properly)
  • ✓ Fill in missing information

    • Start Small

    Initial setup:

  • Sync 10-20 leads manually first
  • Verify they appear correctly in MailChimp
  • Check field mappings are right
  • Then enable auto-sync

    • Regular Audits

    Monthly:

  • Review sync logs for errors
  • Check for duplicate contacts
  • Verify field mappings still correct
  • Update sync rules if needed

    • Quarterly:

  • Clean unsubscribed leads
  • Archive old campaigns
  • Review and optimize segments

    • Segmentation Strategy

    Don't just dump all leads into one list:

  • Create segments by status
  • Tag by source or type
  • Build targeted campaigns
  • Higher engagement, better results

    • Pricing & Limits

    LeadMachine Limits

    MailChimp integration included in all plans:

  • ✓ Unlimited syncs
  • ✓ All features available
  • ✓ No additional cost

    • MailChimp Limits

    Check your MailChimp plan limits:

  • Free: 500 contacts, 1,000 emails/month
  • Essentials: 50,000 contacts
  • Standard: 100,000 contacts
  • Premium: 200,000+ contacts

    • If you exceed: Upgrade MailChimp plan or clean old contacts.

    Disconnecting MailChimp

    How to Disconnect

  • Settings → Integrations → MailChimp
  • Click Disconnect
  • Confirm disconnection

    • What happens:

  • Integration stops working
  • No more syncing
  • Data remains in both systems
  • Can reconnect anytime

    • Contacts remain in MailChimp - manually delete if needed.

    Getting Help

    Email: [email protected]

    Include:

  • Screenshot of error message
  • Sync log excerpt
  • What you were trying to do
  • Your MailChimp plan type

Last Updated: October 2025