Mailchimp Integration

How to set up Mailchimp to sync your RoomBoss customer contact.

Mailchimp is a 3rd party email marketing service provider; it is possible to sync your RoomBoss customer contact information with Mailchimp and send targeted, personalized emails to your customers.

You can read more about Mailchimp on their website here.

Setup

The first step in setting up Mailchimp to work with RoomBoss is to enter your MailChimp API key into RoomBoss. This will allow you to sync customer contact information with MailChimp.

Information from Mailchimp on finding your API key is available here.

Once you have your API key, within RoomBoss:

Navigate → Account → Edit Account Details

After entering your Mailchimp API key in the box indicated, you can test the connection by clicking the Test API Key link on the page.

Using MailChimp Merge Tags

You use merge tags to manage which of the fields used by RoomBoss are to be used by Audience (and your emails) in Mailchimp.

This is done by associating these with fields when creating your Audience in Mailchimp.

Please see the following help pages from Mailchimp for more on Audience:

Create a Mailchimp Audience

Audience Setup

The following fields can be synced from RoomBoss.

Info to Merge	Merge Tag	Field Type	Comment
Customer first name.	FNAME
Customer last name.	LNAME
Customer email address.	EMAIL
Customer country code.	RBN_CTRID	Text	E.g. "JP" for Japan and "AU" for Australia.
Customer country name.	RBN_CNTRY	Text	Name in English.
Customer segment.	RBN_CSEG	Text	The segment you assign within RB.
Customer language / locale.	RBN_LOCALE	Text	E.g. "en" for English, "ja" for Japanese, "zh-CN" for Simplified Chinese.
Customer number of bookings.	RBN_NUMBK	Number	The total number of bookings made to date.
Booking 7-digit ID.	RBN_BKEID	Number	Note this is for the most recent booking by the customer. (Or most recent accommodation booking if you offer both accommodation and guest services.
Booking 32-character ID.	RBN_BKUID	Text	This can be used to construct customer feedback links.
Booking creation date.	RBN_BKDATE	Date
Booking extent.	RBN_EXTENT	Text	E.g. "REQUEST" and "RESERVATION".
Booking status.	RBN_STATUS	Text	Can be "Active" or "Cancelled".
Booking vendor name.	RBN_VENDOR	Text	E.g. "Swallowtail Lodge".
Booking product or service name.	RBN_SERVCE	Text	E.g. "Deluxe Double Room."
Booking start date.	RBN_STDATE	Date
Booking end date.	RBN_ENDATE	Date
Booking amount.	RBN_AMOUNT	Number
Booking currency.	RBN_CURNCY	Text

Inside Mailchimp account:

1. Navigate →Audience→ Settings → Audience fields and *|MERGE|* tags

2. Click "Add A Field" at the below and chose Field Type as above list.

3. Enter the Info to Merge as above list on ”Field label and type”.

4. Enter Merge Tag as above list on ”Put this tag in your content:”.

5. Click "Save Changes" then save.

Syncing Mailchimp Contacts

After your API Key and Merge Tags are set up, Mailchimp sync in RoomBoss.

Navigate → CRM →MailChimp Integration

Click Connect to MailChimp and the page will be loaded with the Audience from your Mailchimp account.

Step 1:

Select the list you’d like and press the Select List button. Next, you will be asked for guest criteria to search on.

Step 2:

After choosing the desired contact criteria, click the Show Contacts button to see the list of guests that match the search.

Step 3:

The guests that meet your search requirements will be displayed (including any additional guests which may have been added to bookings), and you can choose to sync them to Mailchimp by pressing the Sync Contacts to MailChimp button.

Note: By syncing contacts to Mailchimp which are already In Mailchimp, any changes made to those contacts manually on the Mailchimp site will be overwritten with the data from the RoomBoss system.

Step 4:

After clicking Sync Contacts to MailChimp, it may take some time for the operation to complete. You can click the link on the page to see if the sync has completed. If it has not, the page will continue to tell you to wait.

If the sync has completed, clicking the link will result in the Mailchimp sync page refreshing.

This confirms that the sync was successful.

Once your customer information has been successfully synced you can email your customer database from within Mailchimp.